How To Maintain Decorum Of New Office

How To Maintain Decorum Of New Office
Liam Wilson
University of Melbourne
13 Aug 2018
Abstract
With so much time spent in cubicles and under the glare of fluorescent lights (and constant
deadlines), maintaining civility and respect is not only important for personal success but also for
the psychological well-being of your entire office.
Whether you are a recent hire or just need a refresher course on interoffice relationships, here are
some practical reminders on maintaining professional decorum and respect in a shared workplace.
1 Introduction
Representing only three per cent of Australia's total land mass and accounting for nearly a
quarter of economic activity (24% of national GDP), Victoria competes with the largest
economies in South East Asia. Our strength is sustained by a diverse economy and a history
of prosperity and growth across many industries. It's one reason why Australia was able to
weather the 2009 global financial crisis and achieve its status as the 13th largest economy
in the world.
2 Setting a professional tone with co-workers, clients and customers
For organizations and employees alike, recognizing the critical link between business
protocol and profit is key to your success. Learn how to confidently interact with colleagues
in ways that make you and your whole organization shine with this special report...

Business Etiquette Tip #1picture of office etiquette policy
Cubicle etiquette: 8 close-quarters rules
Even if there aren’t four walls and a door marking the area, you need to respect everyone
else’s work space. Four etiquette rules:
Don’t “prairie dog.” Walk around the partition to see a neighbor, instead of popping your
head over the top. And as you walk down the passageways, don’t peek into each
workstation.
Grant your neighbors private time. Stagger lunch breaks to provide everyone a few minutes
alone at their desks.
Don’t chime in to conversations you hear over the wall. Whether it’s a work question you can
answer or a private conversation you’d rather not hear, ignore comments that aren’t
directed at you.
Keep lunch in the kitchen. Or, when you absolutely can’t leave your desk for a meal, choose
foods without strong odors, and dispose of your trash in the kitchen, not in your own
wastebasket.
Business Etiquette Tip #2
'Casual dress' etiquette: Demystify your event's dress code
Casual. Corporate casual. Business casual. Smart casual. Resort casual. Don’t leave meeting
attendees baffled about your event’s dress code.
Explain what you mean by “business casual” or “corporate casual,” etc. with examples of
appropriate attire for men and women. One event’s “resort casual” encouraged wearing
jeans, while another explained that shorts were acceptable, but not denim or cutoffs.
Tip: Map your course of action when attending a meeting where the dress code is unclear.
Find out how in 14 Tips on Business Etiquette.
Business Etiquette Tip #3
How to finesse awkward, embarrassing situations
Knowing whether or not to tell your CEO that he has spinach stuck in his teeth is one sure
test of your business etiquette skills.
The situation: You find a personal—and potentially embarrassing—document left behind
on the photocopier.

Solution: Normally, you’d put forgotten pages in a tray beside the copier, for people to claim
later. In this case, though, deliver the document in person, advises Peter Post, author of The
Etiquette Advantage in Business.
Business Etiquette Tip #4
Handshake etiquette: Setting the stage for instant rapport
A good, well-timed handshake to pair with your smile is a sure way to stand out, whether
you’re at the company picnic or an industry conference.
Here’s how important it is: A prospective employee with the best handshake is more likely
to get the job, research shows.
Even if you’re not a job-seeker, a good handshake will grant you instant rapport when
meeting someone new. Find a refresher course on the business protocol of the perfect
handshake in 14 Tips on Business Etiquette.
Business Etiquette Tip #5
Job etiquette: When a co-worker gets the pink slip
Your friend at work gets handed a pink slip, and now you feel awkward. So awkward, in fact,
that you’re tempted to do nothing. But that’s the last thing you should do.
Here’s how to deal with the situation:

React quickly, or risk appearing insensitive. Even if you can say only, “I’m sorry. And I don’t
know what to say.”
Steer clear of downplaying or saying anything inauthentic. Avoid saying things like, “This place is
going down the tubes” or “I know how you feel.”
Set up a gathering, once the initial shock has faded. Make it just the two of you or invite others,
so you have time to say goodbye outside the office. Keep it focused on the person, and
“understand that some things are out of our control,” advises psychologist Kenneth E.
Reinhard.
Business Etiquette Tip #6
Guest etiquette: Roll out the red carpet for visitors
When a VIP comes to your office, how do you dole out extra-special treatment?
Being friendly and responsive is the key to treating VIPs well, says Peter Post.
Find out how to implement Post's advice and more in 14 Tips on Business Etiquette.
Business Etiquette Tip #7
Business phone etiquette: Soothe angry callers
Turn a growling caller into a purring, pleased customer with these telephone etiquette
techniques:
Bite your tongue. When someone screams on the phone, your first thought may be,
“What a jerk!” But that attitude will only poison an already-tenuous relationship
with the caller. Instead, stay calm and listen.
Let ’em vent. Like a whistling kettle, angry callers need to vent some steam. Don’t
interrupt—even with a solution—before they tell their story.
Take it down a notch. Instead of raising your voice to match the caller’s volume,
speak softly. That will soothe the speaker and show him or her that you’re
interested in handling the complaint in a calm, rational way.
Business Etiquette Tip #8
Kitchen faux pas: Who ate my yogurt?
Some employees can tolerate co-workers’ swearing and rude behavior, but don’t even
dream of touching their yogurt or ham sandwiches. The most offensive thing an office
worker can do is steal colleagues’ food from the office fridge, says a TheLadders.com survey
of 2,500 U.S. employees.
A full 98% agreed that fridge raiding was unacceptable workplace etiquette.

Respondents also cited, in order: bad hygiene, bad habits, drinking on the job, swearing,
wasting paper, cooking smelly food in the microwave and using a BlackBerry in meetings.
Help everyone keep the fridge clean
The greatest mystery in many workplaces is what’s lurking in the office refrigerator. Go
beyond scheduling regular “use it or lose it” deadlines. Follow these tips:
Post a copy of the clean-fridge policy on the refrigerator door, so no one will have any excuses.
Make it easy for people to label containers with their names and expiration dates by keeping a
marking pen and tape in the kitchen.
Promote safe food storage by posting the USDA’s cold storage chart.
Business Etiquette Tip #9
Office donations: Keep it low-key when passing the hat
Not only is there no such thing as a free lunch, but those birthday cakes for co-workers can
cost you, too.
It’s not unusual to be asked to help pay for celebrations at the office, such as birthdays and
baby showers. In a survey by OfficeTeam, more than 75% of respondents said employees
chip in at least once a year; 15% said employees receive donation requests monthly.
Business Etiquette Tip #10
Business letter etiquette: The art of the personal note
Angela Ensminger, co-author of On a Personal Note: A Guide to Writing Notes with Style
(Hallmark), told attendees at an International Association of Administrative Professionals
convention that great personal notes come from taking these three steps:
State why you’re writing in a straightforward manner. Example: “Thank you for taking the
time to visit our offices.”
Elaborate on step 1. Example: “It was so valuable for our entire executive team to meet with
you face to face. And your meeting sparked several creative ideas that we’re excited to
pursue.”
Build the relationship. “This is the most important step,” says Ensminger. “What you’re saying
here is: ‘Your relationship matters, and I’m proving it by taking the time to write this note.’
In business relationships, time taken is worth everything. If there’s a bell curve of emotion
to a personal note, this is the top of it.”
Access more of Ensminger's business letter etiquette guidelines in 14 Tips on Business
Etiquette.

Business Etiquette Tip #11
Business dining etiquette: 5 rules
Whether you’re lunching with peers at a convention or meeting with a vendor, business
dining etiquette can keep you from marring your image with a faux pas.
Here are five etiquette rules for business meals, according to Robin Jay, author of The Art of
the Business Lunch: Building Relationships Between 12 and 2.
Never, ever talk with your mouth full. Instead, take small bites so you can quickly swallow if
somebody asks you a question, Jay says.
Come prepared with a few casual, non-business topics in mind. It helps you avoid awkward
silences. People enjoy giving their thoughts on subjects like travel, sports and movies.
Always be kind to the wait staff, no matter what happens. Anyone who is nice to you but nasty to
the server is not a nice person.
Know your lunch partner’s business. It’s especially key when your tablemate is someone you’d
like to impress, but the rule holds true regardless. The fewer times you have to say (or
think), “I didn’t know that!” the more impressed the other party will be. How to steal this
idea: Take a few minutes to do a Google search before you leave for lunch.
Put some thought into choosing the right restaurant. Too casual or inexpensive and the person
may not feel valued. Too expensive and they may perceive you as wasteful. When in doubt,
suggest that the other person pick the place.
Business Etiquette Tip #12
Office decorations: Balance personal & professional image
Personalizing our office space is tempting because we spend more awake hours there than
anywhere else. But strike a balance by answering these questions about your cubicle décor:
Who will see it?
What does it say about you?
Is it distracting?
Does it go overboard?
Business Etiquette Tip #13
Party etiquette: Special occasions with co-workers
Office party etiquette is simple: Don’t do anything that you don’t want the entire company
to be talking about for several years to come. Contrary to popular myth, an office party is
not the place to wear a lampshade on your head. Keep your dignity, and respect the dignity
of others.

For co-worker special occasions, follow these gift-giving tips in 14 Tips on Business
Etiquette.
Business Etiquette Tip #14
Etiquette questions: Expert advice from Letitia Baldrige
In 14 Tips on Business Etiquette, "America's foremost authority on manners," Letitia
Baldrige, answers this sampling of reader questions on business etiquette and protocol.
What’s the proper way to introduce business associates?
Business dining etiquette: Who pays for lunch?
Does it matter who opens a door nowadays?
What’s the protocol on presenting my business card?
Whether you are starting a new job or you've been working at the same job for years, it's
never too late to check yourself for your office etiquette. Having manners around your
coworkers and supervisors can make the difference when it's time for promotions or
special assignments.
Every office has a personality, and it is essential to learn what it is as soon as possible after
you start working there. However, there are certain rules that apply to almost every
business, so start with those and add to them as you get a better feel for what is expected.
Make a Good First Impression.
You only have one chance to make a first impression, so make it a good one. The way people
perceive you when they first meet you will last quite a while. Remember that changing a
negative opinion is much more difficult than maintaining a good one.

Don't be Late.
Always show up for work on time. Not
doing so can slow down business and
create animosity because you have held up
a project or appear to be slacking. If you
see a pattern in getting to the office five
minutes late, set your clock for five or ten
minutes earlier.
Be Respectful of Others.
Whether you work in a private office, have a desk in a maze of cubicles, or sit in an open
office with dozens of coworkers, you should respect everyone else. If everyone does this,
you'll find that there is very little drama that adds stress to a busy workday.
Take turns speaking without interrupting. Allow each person to complete a thought and
interject only when you have something constructive to say. Your coworkers and
supervisors will appreciate you more and consider you a team player, making you a more
valuable candidate for future promotions.
Don't get involved in office gossip about other employees or the company. Even when you
hang out with coworkers on personal time, think of something else to discuss. You never
know what will come back to you, and the last thing you need to deal with is someone
thinking of you as the office gossip.
When working in close quarters, remember that not everyone loves the smell of strong
perfume and the sound of your favorite rock band. Other things you need to refrain from
doing include humming, foot tapping, long personal phone conversations, and filing your
fingernails.
Keep your workspace neat and clean. No one likes to work with a slob, especially when it
spills over into community space. Never leave food in the break room overnight.
Be Friendly to New Employees.
Remember what it felt like to be the newest person at the office. Smile at the new person,
strike up a very brief conversation, and ask him or her to join your group for lunch. Offer to
answer any questions and comment about how you remember what it's like to be new.

Don't Take Credit for Other People's Accomplishments or Ideas.
One of the things that can ruin your reputation in an office environment is to claim someone
else's ideas as your own. When talking about a project during lunch or after work, make
sure that if it comes up at the meeting, you give credit to the correct person. If a supervisor
mistakenly thinks it is your idea, set the record straight, no matter how tempting it may be
to let her continue thinking you are brilliant.
By the same token, never blame anyone else for your mistakes. This only makes matters
worse and will create animosity. You are better off admitting what happened and find a way
to fix it. Everyone makes mistakes, but try not to make the same one more than once.
Speak the Language but Don't Overdo Corporate Speak.
When communicating with coworkers and supervisors, the key is to get your thoughts
across in a way that can be understood. Using too much corporate talk can be confusing, and
you run the risk of using it incorrectly. If you are ever in doubt about what the other person
is saying, come right out and ask. This goes for voice communication as well as texts and
emails.
Dress Appropriately.
Every office has a dress code. Don't break it. If you do wear inappropriate attire, you may
find yourself in a boss-mandated seminar about how to dress for success. Or worse, you
might get passed over for a promotion or even demoted. If in doubt, err on the conservative
side until you are sure what is considered appropriate.
Think Before You Speak.
People who blurt whatever is on their minds either spend quite a bit of time regretting and
apologizing, or they're perceived as someone who can't be trusted. When you're at the
office, you need to filter your speech. There may be times when you're confronted with
conflict, so be prepared and keep a level head so the issue doesn't escalate.
Be Friendly but Don't Give Away too Much Personal Information.
When you enter the office each morning, it's normal to greet your coworkers and mention
something about what you did over the weekend or the previous evening. However, this
doesn't mean giving away too many personal details. The people you work with don't need
a blow-by-blow account of the argument you had with your boyfriend. It's none of their
business and leaves you too exposed for a business environment.

If You are Sick, Stay Home.
When you have a virus that is
contagious, it's rude to take it
to the office. Not only will you
get less work done, you are
spreading your germs that can
make other people miserable.
Stay home and take care of
yourself so you can get back to
work and be more productive.
3 Importance of a cleaning in workplace
The workplace environment influences employees’ productivity, performance and wellbeing.
No matter the industry, maintaining a clean workplace may help keep staff members
safe, healthy and efficient. However, busy production schedules and increasing workloads
may cause standards to dip.
While it may be tempting to put off dusting or other types of cleaning around the office or
worksite, doing so may put employees at risk of suffering an injury or illness and may even
impact performance levels. Maintaining a clean workplace is vital for employers to reduce
their workers compensation claims and keep efficiency high.
Essential to safety
When employees work in a messy environment, they may not notice all hazards, which
increases the risk of an accident. According to the Occupational Safety and Health
Administration (OSHA), an occupational hazard is anything in the workplace that may cause
harm. An occupational hazard is commonly caused by neglect on the part of the employer or
a lack of awareness by workers. When the office or worksite isn’t clean, it may increase the
chance that a hazard will go unnoticed by a supervisor and staff members.
For example, if equipment is placed along an emergency route, workers may become
injured if they trip or fall over it because it is out of place. If boxes aren’t stacked properly,
they may fall on a worker and cause an injury. Employers may want to remember to keep
the workplace free of debris and remind workers to put all equipment, such as personal
protective equipment (PPE), in designated places to prevent an accident.

Crucial to health
Flu season is rapidly approaching and workplaces may see an increase in the number of
employees using sick days if they become ill. According to Kimberly-Clark Professional,
germs can spread quickly through the workplace if supervisors and employees don’t
adequately sanitize their hands and their workspaces. Commonly used spaces, such as
break rooms, can be hot spots for germs to accumulate.
According to Kimberly-Clark, break rooms have been found to have approximately 20,951
germs per square inch. Parts of the break room that tend to be touched the most, such as
doorknobs, microwave oven handles and sinks, can be ripe with germs. Employers may
want to clean these places on a frequent basis, and daily during flu season.
Another common health hazard of unclean workplaces is the germination of mold.
According to OSHA, mold can cause adverse health effects for employees who are exposed
to mold spores. Mold is a fungi that can release millions of spores into the air and can cause
respiratory illnesses. Because of this, OSHA has strict standards employers are asked to
follow to prevent the growth of mold in the workplace. According to OSHA, mold
germination occurs in warm and humid conditions, making it essential that employers
regularly clean worksite facilities, such as bathrooms, to reduce the chance of mold growth.
Employers also may want to replace or clean indoor air filtration systems frequently to
ensure any mold spores that are released into the air don’t reach workers.
As a result, a messy or unhygienic workplace may influence worker productivity. If
employees receive an injury or illness at work, they may not be able to perform their tasks
as well as when they were healthy. This decrease in efficiency may cause deadlines to be
missed and additional errors to occur.
4 Keeping Your Workplace Clean and Tidy: Why does it matter?
Most people spend a significant portion of their lives at work. Whether you love what you
do or you’re less than thrilled with your current occupation, the state of organization in
your workspace can have a lot of impact on you and those around you.
Since so much of your life is spent at work, your workspace should be a place where you can
function to the best of your ability so you can always put your best foot forward. A messy,
disorganized office can hinder your ability to succeed.
Here are some reasons why cleanliness is important in the workplace.
It’s Easy to Lose Things in a Messy Office
It’s so easy to lose critical documentation when your office is messy. Whether you’re a
lawyer or a construction worker, most jobs nowadays involve some sort of paperwork.
When you need a certain document to finish a task, if you can’t provide the document, it
could cause major problems.

Losing important documents can result in a lot of serious consequences, the worst of which
is getting fired. Organization is vital to keeping everything where it should be so it’s easily
accessible when you need it.
If organization isn’t your strong suit, ask for help on how to tidy your desk or organize your
files. Consider hiring an organization professional, or even talking to the most organized
person in the office. Most organized people are happy to share what they know, and would
be flattered by your admiration of their work habits.
Messy Offices May Bother Others
We all know people who keep their offices extremely messy, but there’s also another side of
the spectrum – people whose offices are organized down to the smallest detail. It can be
difficult for people from these opposite ends of the spectrum to work near each other
without resentment developing.
It can be difficult enough to get along with co-workers, let alone when you add in messy
work habits. Be considerate of your co-workers and keep your office space clean and
organized.
Messy Offices May Deter Promotions
There’s nothing worse than being up to your ears in scattered paperwork and receiving a
pop-in visit from a senior level executive. When it comes to impressing superiors, looking
cluttered and unorganized is not the first impression you want to make.
Having a messy office communicates that you are either unable to stay on top of your
current tasks, or you lack basic organization skills, neither of which looks great on a
promotional application. If upward mobility is something you seek, present your best self at
all times by keeping your office space clean, organized, and high-functioning.

Clean Offices Increase Productivity
It can be difficult to get anything accomplished if you’re frequently losing certain documents
or misplacing important paperwork. Working in an organized environment helps
streamline your processes and make your work more efficient. If everything is in its place,
you find the things you need to accomplish your daily tasks more quickly.
Always try to keep the top work surface of your desk free of paperwork. Place a document
tray or file sorter on your desk for documents you access frequently. Keep a file cabinet
easily accessible, neatly labeled and categorized so you can always find what you need.
Simple organization techniques can make the world of difference when it comes to
workplace productivity.
Messy Workplaces are Stressful
Studies have shown that messy workplaces can have negative effects on the mental and
physical health of employees. A cluttered desk is a sign of a cluttered mind. If you don’t
agree that your messy office is having negative effects on your mood, try cleaning it from
top to bottom and see if you notice a difference in your attitude.
Odds are you will feel a sense of relief and peace when you no longer have to stare at chaos
on a daily basis.
All jobs have complications and problems. Make sure you’re not piling on more problems by
keeping your office space in a state of disrepair. Make an effort to organize your workspace
and keep it organized to ensure your work processes flow as smoothly as possible.
If you’re a supervisor, consider sending out a memo to staff to keep office clean to help
promote office cleanliness.
5 Rules on housekeeping how they help keep your workplace safe
Keeping everything clean and orderly is a project that’s never finished, and some of the
items that most frequently appear on facility inspection reports relate to poor
housekeeping.
Even though the Occupational Safety and Health Administration (OSHA) doesn’t require
training on housekeeping, employees who know why a tidy workplace is important will be
more diligent in their housekeeping efforts.
No one OSHA standard addresses housekeeping, but many rules do include housekeeping
provisions. This article outlines some of those requirements.
Introduce good housekeeping through OSHA’s rules for walking, working surfaces
It’s clear to see that housekeeping practices have an impact meeting OSHA’s general
requirements for walking and working surfaces (1910.22). The rule states:

Housekeeping is to be clean, orderly, and sanitary.
Floors are to be clean and dry.
Aisles and passageways are to have sufficient clearance. They are to be kept clear,
without obstructions that could create a hazard.
Permanent aisles are to be marked.
Some examples of violations of these rules are: blocked aisles, material lying across an aisle
or on the floor, wet or oily floors, or material overhanging high shelves.
Emphasize how good housekeeping can help people evacuate the building in case of an emergency
By meeting OSHA’s rules for exit routes (1910.34, 35, .36, and .37), it’s easier and safer for
everyone to evacuate in an emergency. The “exit route” is a continuous and unobstructed
path of exit travel from any point within a workplace to a place of safety (including refuge
areas). An exit route consists of three parts:
The exit access,
The exit, and
The exit discharge.
Exit routes must be free and unobstructed. No materials or equipment may be placed,
permanently or temporarily, within the exit route. An exit access must be at least 28 inches
wide at all points.
Storing materials where they block an exit route is an obvious housekeeping-related
violation of these requirements.
Discuss how proper chemical storage improves fire safety
The storage of flammable and combustible liquids must meet OSHA’s strict requirements
(1910.106):
Flammable and combustible liquids are to be kept in covered containers,
OSHA sets limits on the quantities of flammable and combustible liquids that may be
kept outside of protected storage,
Inside storage rooms must have approved self-closing fire doors, and
The inside storage room must have one clear aisle at least three feet wide, and
containers over 30 gallons cannot be stacked.
Examples of violations would include open containers of flammable liquids, blocking open a
fire door, stacking drums in a storage room, or leaving materials in the storage room’s aisle.
Describe how poor housekeeping can impact fire protection systems
OSHA’s requirements for portable fire extinguishers and automatic sprinkler systems
(1910.157 and .159) include some housekeeping provisions:

Fire extinguishers must be mounted, located, and identified so that they are readily
accessible;
Fire extinguishers are to be kept in their designated places at all times except during
use; and
There must be at least 18 inches of clearance below sprinklers.
Some examples of violations would be leaving carts, cartons, etc., in front of fire
extinguishers or stacking materials too close to sprinklers.
Highlight how electrical safety depends on good housekeeping
Working space around live parts must generally be at least three feet for voltages of
600 or less,
Workspace in front of electric equipment operating at 600 volts or less must be at
least 30 inches wide, and
Working space may not be used for storage.
An example of a housekeeping-related violation would be storing items where they block
access to an electrical panel.
Explain how meeting OSHA’s sanitation requirements depends on good housekeeping
Requirements for sanitation (1910.141) include some housekeeping provisions:
Floors are to be kept dry;
Disposal containers used for liquids or solids that may turn putrid must not leak,
and they must have tight fitting covers;
Sweepings, wastes, and refuse must be removed; and
No food or beverages can be stored in toilet rooms or in an area that is exposed to a
toxic material.
Violations could include wet or oily floors, open waste containers for discarded food, or
trash build-up.
Outline the housekeeping policies at your facility
You may be surprised that so many OSHA regulations are related to housekeeping. But,
company-specific housekeeping rules are just as important.
Provide trainees with a list of your housekeeping rules, and clarify who has housekeeping
responsibilities.
Discuss some housekeeping solutions
We’ve discussed some housekeeping problems that are OSHA violations. Can you think of
some ways to eliminate these hazards? Here are some ideas:
Are there enough waste bins for each area?

Do workers need more brooms, dustpans, mops, etc., so it would be easier for them
to clean up after themselves?
How much time is everyone spending on clean-up?
Could this time be better organized by using checklists or schedules?
Do you need to install more storage shelves, racks, or cabinets?
Where could you put them?
Would more tool boxes or chests help to keep tools where they belong?
Are there any areas where food and beverages should be prohibited?
Is there a better way to mark “no storage” areas?
Should you set up a housekeeping inspection team?
Brainstorm with your employees to come up with solutions to some of the poor
housekeeping examples that are brought up.
Summarize the benefits of good housekeeping
Meeting OSHA requirements is only one reason to have a clean and orderly workplace.
There are many benefits to a good housekeeping program:
Better organization makes things easier to find, and harder to lose;
It’s easier to notice items that are no longer useful when the workplace is organized
— and they get disposed of more easily;
You have a lower risk for fire when you have less clutter;
You have a lower risk of injuries from slips, trips, or falls when the workplace is
orderly; and
A clean atmosphere improves morale and lets you feel proud of your workplace.
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