What’s “Professional” Etiquette?

Tips for soon-to-be professionals

By Sara Inés Calderón 

It’s been almost 10 years since I was in high school and five since I graduated college, but in that time I’ve learned a great deal about what “professionalism” means and how vital it is to understand these often unspoken rules. Although my parents are professionals, in the hustle and bustle of my childhood, I don’t recall that we ever sat down and went over the rules of the workplace. This didn’t happen in high school, either — or in college. It wasn’t until I landed in the workplace a few weeks after graduating with my B.A. that I began to realize that I had gaps as far as what to expect in the workplace.

I’ve learned that different etiquette is acceptable in different places, but it’s good to know these practices generally. In doing my research for this article, the best summation I found was: “In theory, etiquette is a way for everyone to express mutual respect for one another. In practice, it's a confusing set of arbitrary guidelines not everyone follows.”

I’ve often found that behavior expected of me was not expected of others, and that, simply because a co-worker or supervisor was violating accepted etiquette, it didn’t mean it was okay for me to do the same. This article attempts to be a resource for young people about to enter the workforce or the professional atmosphere of academic institutions by covering general etiquette, appearance, hygiene, conversation, handshakes/introductions, cell phone/personal computing use and dining etiquette.

General 

• Always be on time. If you are going to be late, call your work and let them know.
• It’s nice to open doors for women, or hold the door open for someone coming in behind you or in/out of where you are going.
• Try to always say “please” and “thank you.”
• Always be courteous to your co-workers, even when they’re difficult or you don’t like them; this includes everyone from CEOs to janitors.
• Don’t be too personal with your co-workers or supervisors. If you do befriend them, try to keep your friendship relegated to mostly outside of the office.

Introductions and Conversation

• You really can make only one first impression. People will remember it.
• During introductions, stand up if you aren’t already. Speak slowly and clearly.
• Handshakes should be firm but don’t squeeze too tight, look the person in the eye, greet them with a smile (or pleasant expression) and keep it to 2-3 seconds.
• Address people by title/Mr./Ms. unless they tell you otherwise. If you forget their name/title, or can’t pronounce it, just ask politely for them to repeat it. 

Appearance and Hygiene

• Dress for the job you want, not the job you have. Remember first impressions? If you want to climb the ladder, you have to start off looking and acting like a manager so that people will think of you that way and give you the chance to do it.
• Dress codes differ from job to job so before you start look at the dress code. Generally, too tight/baggy or too short/long is not a good idea and professional colors tend to be bland — think gray, brown, black, navy blue and white.
• Men, you should keep all hair, face and head, trimmed and neat. Women should keep their hair combed and wear only appropriate (again, look around your office to find what the norm is there) amounts of makeup.
• Keep your nails clean and trimmed, polish your shoes.
• Cover your mouth when coughing/sneezing and try not to hiccup too loudly. If you’re sick and can’t stop, you should go home — no one wants to share your germs.
• Try not to touch your face at work, it seems like fidgeting and can be distracting. 

Conversations

• Be a good listener. Everyone from customers to co-workers and supervisors appreciate good listeners.
• Use appropriate volume/tone of voice and try to always be calm. Start conservative, and after you’ve observed your office and figured out the etiquette, adjust.
• Try not to use slang, and even if your co-workers/supervisors/customers use profanity, this doesn’t mean it is okay for you to do it. Life is not fair and workplaces are definitely not always fair. 

Cell Phones and Personal Computing

• Generally, you should turn off your personal cell phone at work. Some workplaces don’t mind occasional use, but you should keep that to a minimum.
• Some places don’t mind you checking personal email/social networks during business hours; some do, but don’t abuse the privilege.
• Be careful about what you put in writing. Remember that company emails amount to documentation, so if you’re upset, wait and think before writing an email. Most problems are best worked out in person, anyway.
• Don’t forward a bunch of junk emails (think: jokes, pass this on to 10 people, etc.) with your work email.
• With a company cell, unless told otherwise, keep your personal use to a minimum. 

Dining

• Unless you’re told someone else is paying, pay your share of a meal, or at least be prepared to help tip.
• Don’t speak/chew with food in your mouth or gesture with a utensil/food.
• If you’ve been invited to a formal dinner and don’t know what to do, try to mimic the behavior of more experienced guests (for example: elbows on table or not?).
• If there are lots of forks and spoons, a general rule is to start from the outside in; you could also slip away and ask a waiter or just observe what others are doing. 

References 

• http://www.yesteach.org/TipsProfEtiquette.htm
• http://www.careerbuilder.com/Article/CB-1273-The-Workplace-Professional-Etiquette-You-Dont-Think-About/?ArticleID=1273&cbRecursionCnt=1&cbsid=61ee3c2350d7402db6bd802878142b24-323443738-VA-4&ns_siteid=ns_us_g_professional_etiquette
• http://www.dba-oracle.com/consultant_etiquette_manners.htm
• http://www.buzzle.com/articles/professional-etiquette.html
• http://www.pvamu.edu/pages/1887.asp
• http://www.ccfrussia.ru/?mod=s_page&sp_id=109
• http://careerplanning.about.com/od/communication/a/email_tips.htm
• http://www.workplacemoxie.com/Customer-Service/CS-Professional-Etiquette.shtml