Business etiquette and office practices will vary with different places of work. However, the following will provide some guidelines on what is usually perceived as best practice.

Make a Good Impression

  • Dress appropriately for your specific office or workplace, but as a general rule, it’s better to be too smart than too casual.
  • Keep people updated of your actions in good time: let them know early if you have to leave before 5 and don’t surprise people with last-minute deadlines.
  • Always keep a way of recording notes on you, especially when going to meetings. A notepad and pen, tablet or phone will suffice.
  • Be cordial and polite at all times.
  • Engage with people when they are speaking to you. It doesn’t look good to remain typing or looking out the window when someone is trying to get you to listen.

Communications

Try to gauge what the accepted forms of communication are within your specific workplace. Do people predominantly use the phone or e-mails? Balance this with what you find most effective and are most comfortable with.

Phone

  • Speak clearly and confidently at all times.
  • Come up with your own, unique way of answering the phone that highlights who’s speaking straight away.
  • When taking a message, make sure you know who is calling, who they’re trying to reach, what their message is and their contact details.
  • When leaving a message, state your name and organisation as well as your reason for calling. If leaving a number, read it out twice, slowly and clearly.
  • Answer other peoples phones and take messages if they are out of the office.

Email

  • Use a clear subject line to highlight the purpose of your message.
  • Don’t overuse the ‘high importance’ button as it will eventually lose all meaning!
  • Keep e-mails and messages as concise as possible, long essays will often not be read and important points could be missed.
  • Set up current and up-to-date out of office replies that include alternative contact details and when you will be returning.

Be clear if you require a response within a specific timeframe. If you need a reply within 48 hours, e-mail may not be the best form of communication.

Try to respond to any phone calls or e-mails in good time (e.g 48 hours), even if it’s just to acknowledge that you have received them. Give a time frame for a proper response.

Further Information

Have a look at the meetings skills page for more information, and remember to check the online careers resources for your programme and LinkedIn Learning.