*Originally published in UHNews, March 10, 2008
Whether you're in a corporate cubicle, an open clinic space or an office of your own, etiquette issues can cause tensions that spill over into working relationships. Not sure if something you're doing is bothering those around you? Ask a trusted colleague. And remember, be patient and considerate. Most people aren't trying to offend, they simply don't realize how their behaviour affects the office environment.
We can all use a refresher, so read on for suggestions on how to keep your colleagues from quietly simmering in the background as you go about your day.
On the phone
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Sound travels easily in open spaces. You never know who can hear you. Keep your voice low and don't discuss personal matters at the office.
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Turn off the speaker phone for conference calls and when checking voicemail. If you have a door, close it. Otherwise, use a meeting room.
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Turn your cell phone (and pager) off or set it to vibrate. No one wants to hear your ring tone of the week. If you step out, take the phone with you, so your colleagues aren't distracted by the ringing.
Talking to colleagues
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Voices project, so use your "library voice" when talking to colleagues.
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Not only does a loud conversation disrupt others' thoughts and workflow, it may also make their phone conversations impossible.
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Be mindful of guests. It's great to see colleagues visiting on maternity leave, or meet the family members of your co-workers, but remember that it's a work environment. People are busy, often on deadline, so keep noise and distraction to a minimum.
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Meetings that require considerable discussion should not be conducted in open cubicles. If have an office, close the door.
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Don't keep people standing outside your office before or after meetings. A simple reminder that you don't want to disrupt your colleagues is generally sufficient.
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Don't shout across cubicles, whether it's to quickly check something with a colleague or give instructions to an assistant.
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Be mindful of the topics and opinions you discuss in shared office spaces. It's generally accepted that your "library voice" should be used for conversations about politics, religion, and other personal details (childbirth, sexual matters, etc.), which aren't suitable for general office talk.
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We all have a responsibility to maintain patient privacy, so keep that "library voice" turned on for both personal and work-related conversations.
Your space, my space
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A cubicle is an office. Be respectful and treat it as such. Don't sneak up on people—knock lightly on the wall or otherwise announce yourself.
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If someone is eating at their desk, act as if they're out on a lunch break and don't interrupt.
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Like noise, smells travel. Be especially mindful of heated lunches, hot take-away, and the proverbial tuna sandwich. Chuck your banana peels and other trash into the kitchen garbage, instead of your cubicle bin.
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Strongly scented flowers, perfumes, colognes, and after-shaves can pose a much more serious problem. With allergies on the rise, you risk more than just offending a co-worker. Likewise for patients and others you interact with throughout the day.
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Keep your music to yourself. It might help you concentrate or relax, but your colleagues probably disagree. Plug in some headphones.
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If you're prone to singing aloud or head banging, ask a friend to give you a nudge when you slip into the habit at your desk.
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For some people, headphones are a sign that you're not interested or don't care. This is especially true in a multi-generational work environment. Explain to your colleagues that the ear buds help you concentrate. When speaking to someone, remove both ear buds.
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Popping in to say hello? Idle chatter may be a break for you, but a distraction for others. Make sure your colleague has time to chat or better yet, book a coffee break.
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If someone is on the phone, don't loiter. It's uncomfortable when someone hovers while you're on the phone, and the call may be private. Come back later.
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Don't interrupt someone while they're on the phone or try to message them with sign language.
Set your computer volume down low, so the ping of incoming email doesn't bother your colleagues