Ethics and Etiquette

When we work for a company as an employee (as a consultant, manager, individual contributor, or leader) or doing our own business, we need to deal on a daily basis with co-workers, bosses, subordinates, business partners, vendors, third parties, suppliers, clients, customers and government authorities. If you know business etiquette, you can set the right tone with all of them or else we may lose a good market, contracts, good employees, or goodwill of customers and can invite disfavor from our boss. But here please note that there is a difference between business etiquette and social etiquette.

What is an etiquette?

Before we see what is etiquette, one thing to clarify. As per my knowledge, the word "etiquette" is an uncountable noun. Uncountable nouns are always singular. Hence, we don't say "etiquettes" but only "etiquette" even if we want to use it in the context of plurality.?

Etiquette is a set of expectations for interactions with others in certain circumstances and places and business etiquette (or professional etiquette) is simply how we are expected to behave in the workplace while social etiquette is how we are expected to behave socially in (public places, family functions, social gatherings, cinema halls, malls, clubhouses, theatres, concerts etc).?

Here a workplace doesn't only include the office building and premises but also all such places where we go or travel for our work with colleagues. A client office (onsite) or a place (hotel) where a business party or function is held, is also a workplace. When an office party is held in a public place (ex: hotel, halls), we have to observe both social as well as professional etiquette (business etiquette). Social etiquette is marked by courtesy while business etiquette is marked by power and hierarchy. Etiquette becomes more complicated and important when people from different cultures and countries are doing business together. We have to understand each other's cultures as well.?

Professional etiquette includes the proper way of greeting and shaking hands with others, wearing proper business attire, way of shaking hands, way of writing letters, emails, and contracts, way of talking on the phone in conference calls and meetings, making right eye contact while talking, having professional body language. We should follow ethical behavior that aligns with the company's culture or the client's culture if we sit at the client's location.?

So what is Ethics??

It is the moral principles that govern a person’s or group’s behavior (determine what is right and wrong.?

What is Business ethics??

It is the principles and standards that determine acceptable conduct in business organizations. Harassment, fraud, theft, using company resources for personal benefit, and providing confidential information to competitors are all examples of unethical behavior and are against business etiquette.??

If we are adhering to the correct procedure and precedence in the conduct of business, then we can say we are following the protocol. So courtesy, ethics, and protocols together form business etiquette.?

In the workplace, there is no gender discrimination is encouraged, hence there is also a limit on what women can wear. Excessive use of gold jewelry, bangles (should not jingle much), and nose rings can be avoided. All tattoos must be covered while at work whether you are a man or woman. The socks, shoes, and pants (trousers) color should not be too contrasting with each other otherwise it may look like a tricolor flag of a country. Tie pins and cuff links add to your professional demeanor, so use them. These things should not be distracting to others.?

Remember that your daily attire should be in such a way that even if there is any unplanned client visit, you make the right impression on them with your right attire, behavior, protocols, and ethics. You know, that first impression is the last impression. These expectations differ from culture to culture, country to country, and organization to organization.

Use of correct etiquette starts from the very beginning, that is when you go for an interview in any company. There you should make the right impression by observing all the right etiquette, like writing a proper CV, proper and email communication that is concise, clear, and to the point without any grammatical mistakes. Your body language and posture should be proper during the interview. You have to limit your hand movements not only during interviews but also during any meetings or while delivering a seminar. Too many hand gestures cause an adverse impact on the audience.?

A study shows that first impressions always count. An initial impression is made up of non-verbal perceptions (55%), vocal quality (38%), and words (7%) and first impressions are made within five seconds. Making the right first impression is not only important in an interview but also during client visits to get a contract or crack a business deal.?

While greeting a person in the office, a proper handshake includes not just hands, but also positioning the body properly and giving off good nonverbal communication. If you are giving your business card to someone, always present your business card in your right hand, or both hands. Communicate with a sense of professionalism & commitment. Be punctual while reaching to office daily, and attending meetings or conference calls. Don't procrastinate your work and do not linger for more time in the pantry area or canteen chatting on unnecessary topics.?

At the lunch table or during tea break, you should refrain from talking about sensitive subjects like religion, racism, and politics. If you are getting some free time at work, use it to learn new technologies. Avoid excessive use of social media websites from a company laptop. Avoid spending too much time on mobile phones browsing social media platforms while in the office. Limit your telephone conversations while in the office. Do not set louder notification tones on your mobile otherwise, it will disturb others. Set your mobile phone on vibration mode or keep ringtone volumes very low.

Sometimes certain circumstances come, when there is conflict in a team or something makes you angry or embarrassed. Work ethics say that you should remain cool and composed, even when you have made a mistake and feel embarrassed or when others have made mistakes, or when your boss treats you in a wrong and unethical manner. When you feel strong emotions about something said or done in office by someone, who comes from a culturally different background, clarify their meanings and intentions before you express your emotions. If you cannot think of any positive interpretation of someone else’s actions or words, clarify and make aware the person of their mistakes or take the help of someone who has experience in dealing with similar situations. When someone does or says something that seems weird and/or wrong, give him/her the benefit of the doubt. Ask yourself: “How else could I interpret these words or actions?”?

Resolve conflicts if arise in a team that you are handling, use the tried and tested techniques such as avoiding, accommodating, compromising, forcing, collaborating, or confronting. While giving feedback to your peer or subordinate, use constructive words.

Being strict as a boss and being adamant and dogmatic for own views are different things. Strict means the person ensures that he/she effectively and assertively makes his subordinates follow etiquette and ethical behavior, whereas a dogmatic boss can become arrogant and aggressive which goes against ethics itself.

Like verbal and body language communication, written communication also makes a big impact at work. While writing an email to your clients, peers, subordinates, managers, vendors, business partners, or bosses, use email etiquette. The email subject should clearly explain the purpose of the email. Email body text should be concise. The persons in To, cc, and Bcc should be based on the need. Ensure that the content of emails is classified and marked as either as confidential, public, restricted, or internal, and the recipients of emails should be selected accordingly. Do not use heavy literary words. Only use those words which are acceptable in professional life.?

Based on cultural acceptance, you may use greetings at the beginning of an email like, "Greetings! Hope this email finds you in good health!" or "Good morning! Hope you are doing good". Carefully use words like "Dear", or "Hi" or "Hello" at starting of the email. Use commonly agreed or accepted practice. Do not wait until the last minute to introduce a problem or concern via email. Express questions or concerns when you have them, rather than accumulating them.?

Do not write your emotions or feelings in email. It can work against you as it is a written proof. Email communication, tone, and length should be based on the purpose of the email, like whether the email is a weekly project status report (then it will have some attachments also and a graphical representation of data and information), daily incidents report (an excel of incident details will be attached while email body will contain summary), progress update on a project task ( three to four lines which may include percentage progress and any challenge you are facing while doing the task), a request to your manager asking for a favor, a leave request or even a resignation email. Do not ever use emojis and smiles in emails. Only a little or modest use of a simple smiley is acceptable when you are appreciating someone for their good work via email. Also, one should not use a lot of symbols in email.?

While writing a follow-up email, wait for at least a day or two based on the criticality of the task. Too many follow-up emails dilute its impact and importance. Being persistent in following up doesn't mean you should run after the person until he/she finishes the work. If you don't see any progress, you may include that person's manager in the "cc" of the email which will act as an escalation. To maintain healthy relations, one should avoid frequent escalations.?

An out-of-office email message is also an important part of written communication. When you are on business travel or personal leave or sick-leave, you must write an appropriate clear, and concise auto reply which must contain the duration and reason for your absence and whom to contact in your absence.?

Here are some conference call etiquette or ethics. Review any materials or documents beforehand. Being well-prepared ensures efficient discussions. Respect everyone’s time by joining the call promptly. If you’re leading the call, start on time even if not all participants are present. Consider using a conference call service with PIN-free dial-ins for convenience. Treat others as you’d like to be treated. Listen actively, be patient, and be considerate. Prioritize the needs of other attendees for a harmonious meeting.?

Always introduce yourself at the beginning of the call, especially if not everyone knows you. This helps create a friendly and inclusive atmosphere. Don’t interrupt speakers. Give them the chance to express their thoughts fully. If you have questions or comments, wait for an appropriate moment. Background noise can be distracting. Mute your microphone when you’re not talking to minimize disruptions. Speak clearly and at a moderate pace. Avoid jargon or acronyms that others might not understand. Stick to the agenda and avoid going off-topic. If discussions veer off, gently steer them back to the main points.?

Engage in the conversation. Contribute your insights, ask questions, and provide feedback. After the call, share important information with latecomers or absentees. Consider sending a recording or summary to keep everyone informed.?

The face-to-face meeting etiquette also is similar to conference call etiquette.?One should arrive on time for meetings and be punctual show respect for others’ time and contribute to efficient discussions. If you’re running late, apologize and join the meeting promptly. Review the meeting agenda beforehand. Understand the topics to be discussed and any materials provided. Being prepared allows you to actively contribute.?

Dress professionally, considering the context of the meeting. Your appearance reflects your commitment and respect for the occasion. Avoid distractions by silencing your phone. Focus on the meeting and engage with fellow participants. When the meeting starts, briefly recognize the chairperson and other attendees. It sets a positive tone and fosters a collaborative atmosphere. Pay attention to speakers without interrupting. Active listening promotes effective communication and understanding. Stick to the agenda.?

Avoid going off on tangents or discussing unrelated matters. If discussions veer off track, gently steer them back. Share your insights, ask questions, and provide feedback. Contribute meaningfully to the conversation. Wait for your turn to speak. Avoid interrupting others, and allow everyone an opportunity to express their thoughts. After the meeting, share important information with absent colleagues. Consider sending meeting minutes or a summary.

Ethics and etiquette training are regularly conducted in organizations to spread awareness among employees. Also, committees to address gender-independent sexual harassment (POSH act), bullying, and discriminating behavior are mandatory to be formed. HR should ensure that all employees are aware of the policy and know how to report incidents of sexual harassment.?

Implementing gender equality practices can also help prevent sexual harassment. This includes promoting diversity and inclusion and providing equal opportunities for all employees. The HR department must ensure that all employees are fully informed of these policies and that they are implemented consistently across the organization. HR as part of the Internal Committee is also tasked with investigating and resolving any complaints of sexual harassment.?

Whistleblowing is the activity of a person, often an employee, revealing information about observed activity within a private or public organization that is illegal, immoral, illicit, unsafe or fraudulent. Whistleblowers can use a variety of internal or external channels to communicate information or allegations.

Nowadays, due to CCTV cameras, unethical behaviors like making unauthorized copies of something, taking photographs even though photography is prohibited inside the office, and stealing company stationaries are easily detected and proactively prevented.?

To summarize, the key elements of Ethics and Etiquette include Integrity, Compliance, Respect, Responsibility, Accountability, Fairness, Occupational safety and health, Inclusivity, Confidentiality, Interest, Discrimination and harassment-free environment, Loyalty, Professionalism, Compassion, Professional behavior, Responsible business conduct, teamwork, and Trustworthiness.?

One must follow ethics not to reproduce this article in his/her name and use its contents in any other form partly or fully somewhere else without the permission of the author. Readers can only forward it with the original author's name.