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Learning Objectives …Standard principle for efficient work environment
Office Etiquettes
Business Ethics
What is code of conduct?
What is office code of conduct ?
Why you should know office code of
conduct ?
Why Office Code Of
Conduct ?(Story)
The entire code of conduct that a trainee shall follow at his professional workplace can be
broadly classified into three categories:
I. Standard principles for efficient work environment.
II. Office Etiquettes
III. Business Ethics
Standard Principles For Efficient Work Environment
1. Punctuality2. Communication
a. Communication with Seniors
b. Communication with Clients
c. Informal Communication3. Documentation4. File Maintenance5. Data record in soft format
Punctuality
Punctuality Is Required in all walks of Life, weather in our work or at home .
Benefits of being Punctual are..
It reflects that you understand the value of
Time you respect your time and
work You can be counted on
It’s the Sign of respect for others and their time
It’s the Habit which comes out of Discipline
Meet deadlines easily
Communication at
Work Place Communication with
clients Do maintain good cordial
communication with clients staff (will know
their satisfaction, requirement ,other client’s reference)Don’t make lose
statementsDon’t say anything
negative about your organization
Don’t communicate directly without senior’s
authorization
Communication with seniors
Give regular Updates
Don’t Presume ,Commu
nicate Clearly Don’t argue
Don’t wait until the last minute
Informal Communicati
on
Don’t talk badly about
your co workers
Documentation & It’s Importance
Human Mind’s Limitation
Repetition and Duplication
Facilitates Shifting of client /assignment to
successor .
Provide evidence in case of any disputes
File Maintenance
Importance of any information documented or recorded can be valued
only if the same can be retrieved at the right time.
Numbering the filesClassified into Sections Sequentially ArrangedMaster record shall be
maintained List Of Files
File Cover Label
Data Record in
Soft Format
Never record data in personal folder or desktop.
There may be separate folder for each client
A proper tree structure will enable efficient data retrieval.
Every folder and each file should be properly named
so as to reflects its content.
Naming file with personal names or abstract latter shall be avoided.
Use of personal pen drive should also be avoided as it puts official data more
prone to virus.
II. Office EtiquettesEtiquette refers to the conventional
requirements of social behavior.
In more simple terms , it means knowing how to act .
Below are some ways you can practice good office
etiquettes.
You should always be dressed as per official dress code in a workplace even if you are a
trainee.
It automatically inculcates a sense of discipline and responsibility.
It gives a good impression to your seniors and when you meet a client, you are taken
more seriously by them.
Casual dressing reflects a casual attitude towards work.
Dress Code
You must always look neat.
clothes shall be clean and properly ironed.
Hair should be properly combed and in case of females ,should also be neatly tied
up
Proper shave and make sure that Polished shoes
A shabby, untidy appearance is not pleasant to eyes and leaves a bad impression.
Appearance
Wishing Good morning /noon/evening…
Say “Thank You” Or Sorry for Wishing your co- workers on
special occasionsAlways wear a cheerful smile on
your face.
Greetings
Introducing people to each other is common in business.
Never omit an introduction of a new person. Say the highest-ranking person’s name first.
For example, say the name of your clients, senior executives and your boss first and then
say the person’s name you are introducing them to.
Standup while you are being introduced.
There may also be situations where you have to introduce yourself to a client.
In such situations, give your full name and the organization you are representing.
Introduction
Shaking hands with someone can leave a powerful impression.
While introducing yourself or being introduced or greeting somebody, a
firm handshake made with direct eye contact sets the foundation for a
pleasant conversation.
Even women shall extend their hands when greeting someone or being
introduced.
Men and women are equal in the workplace.
Handshakes
When you meet people, pay attention to their names and use first
names only when given permission.
Calling someone by name in next meeting
will leave a good impression on him/her
for a long term.
Pay attention to names
….Mr.Jacky
Always pay attention while you are in a meeting or
discussions with your team.
It’s very bad form to be caught with your mind
wandering or to have no clue as to what actually took
place.
Be a good listener and take notes.
Don’t interrupt unless you absolutely have to.
Be a good listener
Always ask if it’s a good time
to talk to them & you are not disturbing
! Be clear what you want
to say Make list of points to be
discussedKeep personal calls minimum and short Speak in low voice
DO’s Don’t spend too much
time on calls Don’t speak while
having food in your mouth
Don’t call at odd hours unless needed
Don’t on speaker mode if others are not
involvedDon’t keep on long hold
Don’ts
Telephone Etiquettes
If you are eating at your desk, make sure you’re not disruptive to others.
Foods that emit powerful odors which can distract others and make them feel
uncomfortable shall be avoided.
In addition, watch noises such as loud chewing and swallowing, crunching and
smacking lips.
Eating Etiquettes
No good ever comes from gossip and it only hurts
others.
it will look as if you don’t have your priorities in order.
Your superiors will think twice about sharing
confidential information with you.
Avoid office gossip
Un-Clutter your desk
If it’s messy and cluttered, you’ll probably have
difficulty locating necessary items.
business associates will not regard you in a favourable light due to the untidiness
of your workspace.
No one likes to wait
Don’t read other workmate’s memos, notes or taxes.
Don’t pick up your co-workers belongings from their desks
Without their permission or log onto another person’s
computer unless permitted to do so.
Respect the privacy of those
around you
Take regular bath.
People tend to miss their own smells,
but everyone else in the office knows what you smell
like.
Use perfumes or deodorants ,but not the strong one ,
because their smell may be uncomfortable to others and may create allergies to your
co- workers
Be sensitive to smell
Keep your music to yourself
Avoid hearing music in the workplace.
It causes distraction to others.
Still, if permitted during leisure time, keep the volume non-
existent by wearing headphones.
EmailsUse formal language
Avoid to forward irrelevant mail and jokes
E-mail shall carry sender’s name and
contact details at the end .
E-mail id should sound professional
Fax Fax should always include : your contact information
Date and number of pages They should not be sent
unsolicited as they waste the other
person’s paper And tie up the lines
Electronic Communication Etiquette
Conference Call
Conference call etiquette entails introducing all the participants at the beginning of the call so everyone
knows who is in attendance.
Since you’re not able to see other participants’ body language and non-verbal clues, it is very important to
communicate very clearly.
Do not interrupt someone and don’t put anyone on speakerphone
until you have asked permission to do so.
Business Ethics
Maintain Confidentiality of client
Maintain Honesty to the seniors
Subordination of individual goals to organizational goals
Don’t accept gifts/favours from clients
