Business Etiquette Part Two: Workplace and Communications

Published on March 5, 2024

In this second part of our “Business Etiquette” series, Billy Glading and Crystal L. Bailey from the Etiquette Institute of Washington walk us through the do’s and don’ts of business etiquette for workplace communication and how to avoid being “that guy”.

Etiquette Workplace Communications

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When sending a professional email what should you avoid using?
When leaving a voicemail what information should you leave?
What are the “big two” topics that you should try to avoid talking about in the workplace?
You should always proofread your emails to ensure the tone won’t be misunderstood.
What should you do if someone approaches you at work while you are on the phone?
Emails will only be seen between you and the recipient so it doesn’t matter what you say.

Transcript

[ Music ] >> Like my girlfriend always says, "Communication is the key to any healthy relationship." At least, I think that's what she says. Anyway, this is equally true in a business relationship. Whether it's by phone, email, or text, remember this one is going to a co-worker and not a college buddy. >> So a lot of jobs nowadays, whether it be their IM systems or their emails, have emoticons and emoji's already kind of built in. So steering clear of those. Not using too may exclamation marks in your emails, you know, everything shouldn't be an excited utterance. >> If you write something in an email, it can easily be misconstrued. The tone, all of sudden, where you were just nonchalant but they think you're angry, that is going to, perhaps, ruin a relationship. And you don't want to do that. Had that happen before. So it's easier to talk to somebody face to face. >> Emails are public documents. Your emails can be seen by everyone in the world. Be very careful. Think before you hit Send. >> Make sure you personalize your own voicemail and don't just have your phone number up there. That way, people that are calling you know who they're calling. And when you're leaving a voicemail, make sure you state your name and your reason for calling. It's polite to give someone a heads up before you put them on speakerphone. Especially, if there are other people in the room. >> When someone emails you, make sure you get back to them. You know, it's important to treat others the way you would want to be treated. So the expectation is that you'll be quick, that you'll be fast, and you'll get back to people in a timely manner, that you'll be responsive. >> Within every office you may find "that guy". "That guy" has earned a reputation for gossiping, eating smelly lunches at their desk, and hovering over yours for extended periods of time. Basically, "that guy" makes for a very uncomfortable work environment. Don't be "that guy". >> So the overshare in the office happens often. It's always TMI. I'm hearing too much about somebody's boyfriend, hearing too much about your pets or your vacation. So not going overboard and really finding that fine line, and not crossing it, as well. Also, not gathering or trying to pull too much information out of someone that's a very private person. >> The big two, politics and religion, are still considered sensitive topics. So be mindful of that, as well as your language, and any jokes you may want to tell. >> You never want to interrupt someone on the phone or sit down unless invited. And if you're approached while on the phone, give some nonverbal cues to let them know you'll be with them in a minute. Being busy is no excuse for completely ignoring someone. >> In this day of cellphones and everything, you have to be very conscious of your conversations that can be overheard by everybody. A lot of workspace is now very public. And there's nothing more annoying when an open area you're hearing people either you know rehash the night before with their friends or fight with their significant other. It's a very uncomfortable situation and it does not belong in the workplace. [ Music ]

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