Office Insight: Etiquette at the office hinges on respecting others

In the global workplace, with people hailing from places with differing customs, beliefs, languages and values, there is the likelihood of miscommunication. To overcome that unwanted possibility, there is the need for proper office etiquette that translates correctly in any setting.

Etiquette expert Mien R. Uno believes there is a golden rule of etiquette everyone can follow: never cause anyone to “lose out”, whether it is a loss of face or a loss of respect.

“The fundamental point of etiquette is being attentive to the feelings and needs of others. Treat others as you want to be treated. If you are nice to others, in return they will be nice to you too,” she said.

Here are Mien’s tips for practicing effective office etiquette, at any time or place.

Introduce yourself

Pronounce your name clearly. Remember the other person’s name. “If you can’t catch the other person’s name clearly, you may ask them their name again,” Mien said.

Introduce others

When introducing other people, the rule is that men are introduced to women, while juniors are introduced to seniors. There is an exception for women being introduced to men, if the latter are important persons, such as heads of state, ministers and diplomats.

The handshake

Extend your hand to the other person. Grip the other person’s hand firmly with a bit of pressure. Look the person in the eye and smile. As globalized society increasingly recognizes the peck on the cheek, you should reply with a “kiss” back.

Business card exchange

Give the business card with both hands and position your thumbs above the card. Position the card to the recipient so he/she can read the name on the card while receiving. “Don’t put the card straight into your pocket, but read it for a few seconds as a sign of respect,” Mien said.

Eye contact

For a business conversation, keep your gaze inside the small triangle between the other person’s eyes and forehead. In a social meeting, you can lower the triangle between the other person’s eyes and mouth. During intimate conversation, the triangle could expand from the eyes to the collars.

Body language

Since non-verbal activity determines 55 percent of communication quality, people should pay more attention to their body language. You should not yawn, fidget your fingers or hands, scratch, tug your own clothes or cover your mouth with your hand.

Avoid crossing your arms because it gives off signs that you are closing yourself from others and will make the person you talk to feel uncomfortable. Smiling creates a good atmosphere during the conversation. “First impressions stay forever. You never get a second chance to make a first impression,” Mien said.

Gentlemen, please stand up

Men should stand up when shaking hands, when a woman enters the room, if a woman approaches his seat and when a woman sitting next to him stands up and leaves the room.

During conversation

Always use the magic words (please, thank you, sorry, excuse me, it’s OK). Use the always winning strategy of good diplomacy, for example, don’t say “I think…” but say “What do you think if…”

Several suggested topics you can use during a conversation are, among others, culture, history, hobbies, actual news and interesting or funny experiences.

Avoid asking personal questions, such as about illnesses, rumors or the cost of another person’s belongings. Don’t cut off other people or dominate the conversation.

Receiving guests at the office

If you have an appointment, be on time to receive your guests. Sit facing the door or the direction where the guest will arrive. As the person enters the room, stand up, smile, greet and offer a handshake, trade business cards (if it is a first meeting) and begin the conversation. Walk them to the door when they leave.