Basic norms and rules of business etiquette for an office worker and civil servant

2024 Author: Henry Conors | [email protected]. Last modified: 2024-02-12 02:40

When you start working, you will soon realize that the ability to follow the basic rules of business etiquette contributes to professional success in any field and is valued as highly as business qualities. It will help you easily fit into any team and quickly gain credibility with colleagues and management, especially if you quickly manage to catch the difference between business and secular etiquette and learn to choose the right line of behavior.

Basic business etiquette

Good manners in an office or government office are somewhat different from what is considered decent (habitual) outside.

If the leader is a man, women should not expect him to get up when they enter the office. Although there are well-bred men among the bosses who have this habit brought to the level of a reflex and who always get up when a lady enters the room, this is an exception. And let it be nice, but still a secular tone at work is inappropriate. In the office,in a government agency, the male boss walks through the door first, and when you're on a business trip, he gets in the car first.
The words "thank you" and "please" in a work setting are even more desirable than in "social life". Thank your colleagues for any, even the most insignificant service, and do not forget about the “magic word” when you make a request or simply convey an order from your superiors to one of the employees.
Always smile when you greet colleagues and return them with a smile.
Talk to people in a calm, friendly tone and show them signs of attention, regardless of their gender.
If the man walking ahead of you to the door has a lot of documents, overtake him to open the door and let him pass. Help in the office should always be the one to whom it is more convenient and convenient, however, in official relations there is a clear hierarchy that you must feel and maintain. This does not mean that you should be shy in front of your superiors or show increased attention to every word, no, but you should give him or her due respect.

The accepted rules of business etiquette can differ significantly not only in different industries, but also in individual companies. However, there are rules that must be followed by both office workers and government employees. Among them are the observance of punctuality, compliance with the image of the company in clothing, the ability to keep secrets and the ability to leave personal problems outside of work. Let's talk about each of these rules in more detail.

The need to do everything on time

The rules of business etiquette in an office, government agency require that you always come to work on time, complete all tasks on time. Delays, delays in work that must be handed in exactly at the promised time are unacceptable.

Never miss a business meeting, come to them early so as not to jeopardize the reputation of the company, not just your own. If you need to be late, warn about it in advance, the authorities should be aware of where you are. Remember that the observance of accuracy, punctuality in all matters are indispensable rules of business etiquette for a civil servant and office worker, as well as a manifestation of respect for others, natural for any educated person.

How to dress properly for the office or government service

Regular business dress code must be followed.

The appearance of an employee should be consistent with the image of the company, creating a pleasant impression, and when you work in a government agency, this is even more important.
Women are required to wear skirts and dresses no longer than the knee, tailored trouser suits are allowed. It is unacceptable to wear clothes of bright, flashy colors with sequins, rhinestones, and tight clothes to work in the office.
Men should stick to business attire, wear suits, trousers, shirts with or without a tie. Jeans and sweaters are best excluded from the working wardrobe.
You can wear to workmodest jewelry that matches the outfit, as well as other details of the costume.

Privacy policy

You must be able to keep the secrets of the company, any transaction, without extending this topic either with colleagues or with your loved ones. Do not read letters intended for other persons, transmit all messages personally, without intermediaries and unauthorized persons. If you need to send a fax, call the addressee in advance so that he is nearby and can personally receive the document or letter. Do not mix your personal life with work, do not talk about problems in life, seek solace or ask for help from colleagues. In the office, it is important to maintain composure and good mood, regardless of the bad mood. These rules of business etiquette for a government official and office worker must be strictly followed.

You and your boss

The rules of business etiquette for subordinates imply a remote, non-familiar appeal to a manager. Even if the boss (boss) is a girl or a young man only a little older than you, it’s worth saying “you”. If you are in the manager’s office, and a business partner or other boss enters, whether you stay or leave, he must decide if he asks you to leave, there is no reason to feel slighted. If your boss ever insults you in front of strangers, don't respond in kind. If you are upset, do not jump out of the office, try to calmly go out and find a secluded place where you can calm down. NotDiscuss what happened with colleagues. You can sort things out with the manager during off-hours, calmly listening to his wishes and expressing your complaints. The higher the boss, the more difficult your role, and in some situations it is important to remember the rules of business etiquette. If a particularly respected person needs to be escorted down the corridor of an institution, you need to open the doors to let the important guest through, and then move next to him, lagging behind only a quarter of a step. If the corridor forks, you will need to indicate the direction with a graceful gesture. If the corridor winds, you can say "Let me walk you" and then boldly go ahead.

rules of business etiquette for a civil servant

A few words about bad manners

There are norms and rules of business etiquette that are unambiguous for all employees: do not read other people's letters, speak with restraint and politeness, be friendly with colleagues and keep a distance from superiors. But sometimes at work an exception is made to these rules, for example, when you need to find a document in the desk of another employee who is not there. General behavior in the service and in the office should be dignified, with impeccable manners. You constantly need to monitor your behavior, how you walk, communicate, sit. Remember that it is indecent to touch the nose, ears, hair or other parts of the body in public.

What should never be done in the workplace:

Chew, pick your teeth.
Gnawing on pens, pencils, papers or nails.
Correct makeup, manicure, paint lips at the workplace - these are the basic rulesbusiness etiquette for a secretary.
Yawn without covering your mouth.
Put your feet on the table, cross your legs

Required daily:

Keep clean clothes, hair, body, use deodorant, but not perfume.
Carry a neat handkerchief.
Take care of your dental he alth.

These rules and wishes are indispensable norms of etiquette, they allow you to become not only a good, valuable employee, but also a pleasant person with whom you want to deal. Appearance is the best way to demonstrate respect for other people.

Rules of good manners in dealing with colleagues

When you first start working in the office and get to know your colleagues, you begin to build relationships that will determine the climate in the team and the results of common work. How to behave in order to win them over? Be friendly with everyone, but don't try to get close to one person right away, give yourself some time to get to know people better. Feel free to ask employees about work, but do not start personal conversations with them at first. Don’t worry if you didn’t manage to join the team from the first day, there’s nothing wrong with that. Always thank colleagues for their help and remember not to go beyond the rules of business communication etiquette.

For example:

do not annoy your colleagues with your conversations and do not interfere in other people's conversations;
don't gossip and don't listen to gossip, don't eavesdrop on other people'sphone calls;
do not discuss he alth and body function issues with colleagues;
do not try to express or impose your personal opinion on any occasion;
do not scold anyone in the presence of strangers, even if you are right three times, suddenly lost your temper - immediately apologize;
don't pretend to be more busy than others, sometimes you can politely ask your colleagues not to make noise, but do it politely and without calling;
don't be selfish, in your official zeal, try not to harm your colleagues in order to earn some advantage or curry favor with your superiors.

And the main rule of business etiquette, both for an office worker and a government employee, is: “you must be polite, tactful, courteous and tolerant in dealing with colleagues and management, never going on about your emotions.”

Telephone etiquette for secretary

First impressions of a company are often made over the phone, and a bad first impression is hard to get rid of. Very often, when calling a company on business, you can come across an answer that has nothing to do with business etiquette or simple rules of courtesy. Some employees answer the office phone as if they are doing a favor, others do not consider it necessary to name the company or department. And everyone knows how pleasant it is to talk on the phone after that with well-mannered people who answer quickly, affably, and express their willingness to help.

Telephone calls are usually answered by the secretary, but not only he, but all employees should know the basic rules of business communication etiquette, which are important to follow when communicating on the phone.

Don't make people wait for an answer, pick up the phone right away and answer. If you can't talk, ask to call back, don't make the caller wait. And plugging music into the line to fill a gap is considered bad manners.
Immediately after you pick up the phone, say hello, name your company and introduce yourself. If you work in a large institution, you should name a specific department to help the caller find their way.
When the phone is asked for someone else, accept a message for them or offer to call back later.
During a conversation, keep yourself in control and behave correctly even with the most slow-witted customers. If the person is on edge, help them calm down, but in response to the insult, just hang up.
Watch your speech and choose your words, remember that jargon in business communication is completely inappropriate. Never say “yeah” or “okay”, just “yes”, “okay” or “of course”.
Hold the phone in your hands, not between your shoulder and chin, speak clearly and directly into the microphone, not past. And never speak with your mouth full.
When you call, say hello and immediately identify yourself and the company you represent. Be polite, short, and to the point.

Business etiquette in dealing with visitors

Government employees and office workersemployees often receive clients in their office. Good manners are extremely important here, people like to deal with someone who shows them respect. The rules of etiquette for business communication and behavior must be observed in everything: both in meeting the visitor at the door, helping him undress, and in not keeping him waiting. If you still have to wait, be sure to apologize, even if the fault for this delay is not yours, offer him tea or coffee. Greet people with a friendly smile, try to make informal contacts, but never gossip about anything. In conversation, keep your distance, but be correct, polite and patient. Escort visitors to the office door as if they were your guests.

Good tone in business letters

The rules of business correspondence etiquette affect both the appearance and the content, the content of the letter itself. Before writing, you need to draw up a plan that will help you concisely and clearly state the essence of the matter. At the same time, it is important to take into account several mandatory rules for conducting business correspondence.

The letter must be written correctly in terms of style, spelling and punctuation.
Official messages are usually printed, this is a sign of respect for the addressee.
According to the rules of good manners, none of the letters, with the exception of thanks, should not remain unanswered.
The letter must be neatly formatted, it is customary to write business letters only on white A-4 paper.
Always date your letters at the bottom left and leave a personal signature, last name andinitials.
When addressing, it is customary to use the word "dear (s)", and when using the personal pronoun "You", capitalize it.

In conclusion

Perfection is achieved through diligence and repetition. Strive for excellence in everything, proclaim the rules of business etiquette - in the manner of holding, in the manner of speaking and moving, but do not stop only at the outward manifestation of good manners, correct the shortcomings of your own character, be attentive to colleagues, learn endurance and patience, treat yourself and treat other people with equal respect. If you work diligently, you will soon notice results that will transform your life.