Dress well, don’t be late, keep a tidy desk, and other office etiquette tips

Bad suits, bad handshakes, badmouthing. The Deal has 10 tips to help avoid a workplace faux pas.

Man covering his face in office

Mind your manners: Ten tips for giving the right impression in the office.

1 Don’t dress as if you don’t care. Fashion designer Tom Ford once said, “Dressing well is a form of good manners.” Whether your employer has a formal or casual dress code put some effort into what you wear to the office. You don’t have to spend a lot of money to look good — just make sure your clothes fit and are appropriate for your position. If a tie is optional then opt to wear one as often as possible. If you think a dress or skirt might be too short for the office it probably is. Don’t carry your bits and pieces around in a nylon backpack — quality accessories last for years and can make an average quality, affordable suit look a million dollars. T-shirts are for weekends, and thongs for the beach.

2 Don’t be late. Being on time means being a few minutes early. If a meeting is scheduled for 10am, you should be in the room at 9.55am. You should know how long it will take you to get somewhere, work out how you will get there, and add a few minutes for good measure. Being late means you are wasting other people’s time. Texting to say you are late should not be a fallback. No one was ever sacked for being punctual.

3 Don’t waste time in meetings. Make an effort to ensure meetings start on time. Only indulge in chit chat while you are waiting for others to arrive and then start on time regardless of who is there (hopefully they won’t come late next time if they miss something crucial). Don’t talk over the top of people; don’t let the conversation get off track. If there is technology required for your presentation, arrive early and make sure it is working properly.

4 Don’t add to the email burden. Don’t copy people into emails if they don’t need to receive them. Similarly, don’t “reply all” if a reply will do. Use a succinct and to-the-point subject. Keep emails as brief as possible. Use bullet points to make them clearer. If essential information is buried in a paragraph — such as the date and time you propose to meet — underline or bold it. Don’t ask too many questions in an email. If an email doesn’t require a response then say, “no need to reply” at the top. If you’re setting up a meeting make life easier for others; when the date and time are agreed send them a meeting/calendar request, including the location and other relevant information.

5 Don’t eat with your hands. If your job requires you to attend lunches and dinners then make sure you know how to hold a knife and fork (knife in right, fork in left) and how to use them properly. Having good table manners reflects well on your general character.

6 Don’t get the handshake wrong. A good handshake is firm and brief. Remember what you’re doing and concentrate when you shake someone’s hand. Sloppy handshakes are lazy handshakes. Avoid bone-crushing and limb-tearing handshakes unless you’re trying to give the impression you have control issues. Don’t shake hands if you’re sitting down. Stand up to shake someone’s hand when they arrive at a dinner or a meeting table. If you can’t get up make a gesture towards standing when you shake their hand. When someone says “don’t get up” when they arrive at the table it’s a bit like someone saying don’t bring anything to a dinner party. Ignore them, and get up. Kissing is a whole other subject, but basically to be avoided in professional life unless you have a strong relationship with the person. Apart from anything else, it can smack of sexism.

7 Don’t make a mess. Keep your workspace clean and tidy. In an open-plan office an untidy desk suggests an untidy mind. Don’t hang your gym clothes in your cubicle. Too many children’s paintings decorating your office sends a signal that you’d rather be at home.

8 Don’t be a loudmouth. No one likes working in an open-plan environment. Help your colleagues by not yelling on the phone. Find a meeting room if you need to speak loudly. Watch the volume too when chatting to someone at their desk. If your mobile phone rings all day then switch your ringtone to silent (or at least low).

9 Don’t get too intimate. If you meet an Elizabeth don’t call her Liz unless she tells you to. When you email someone, particularly if it’s the first time you are corresponding, use Dear Elizabeth and sign off with “Kind regards.” You can get less formal as you become more familiar with someone, but no one ever lost his or her job for being too polite. Don’t use XXX at the end of an email until you’ve become email friends at least.

10 Don’t get drunk. Your personal life is your own business, but getting drunk at the office Christmas party is never a good idea. Apart from the fact that you will say and do things you will regret in the short term, your co-workers will remember for years.

David Meagher is the editor of The Australian’s WISH magazine and the author of It’s Not Etiquette: A Guide to Modern Manners (Random House).