Tag: Team Etiquette

Promoting an Effective Work Etiquette in Your Team

Promoting an Effective Work Etiquette in Your Team

Etiquette refers to unwritten rules or norms of acceptable conduct within a professional environment. Violations of etiquette are not always punishable by company law, but ignoring etiquette guidelines have considerable consequences for the team member and team.

In this blog post, you will be introduced to some tips in practicing work etiquette in a team. In particular tips related to proper greeting, respect, involvement, and political correctness will be discussed.

Greetings

The seeds of civility can be planted in an organization by encouraging every team member to give their fellow team members, greetings befitting the professional nature of the work environment.

What rules of greeting etiquette are worth remembering? Consider the following:

Formal Greetings: Always give a formal acknowledgment of another team member’s presence, regardless of that person’s rank. Starting an interaction with greetings is a way of establishing rapport with new acquaintances and maintaining rapport with old ones. A “Good Morning/Afternoon/Evening” is an excellent way to both initiate and maintain a positive relationship with a co-worker, client, or business partner.

In the same vein, greetings are best followed by expression of sincere interest in the person that you saw or met. For example, you can reply to an exchange of Good morning with “How do you do?” or “How are you doing today?”

When used as a greeting, questions like “How do you do?” are not meant to be answered in great detail. You can consider them as a polite way people can get abreast of what it going on in people’s lives. An appropriate reply can be as short as “I am doing very well. My son graduated from high school yesterday and the family is very thrilled. How about you? How are things at your end?” You and your fellow team member can always schedule a longer chat at a more appropriate time.

Informal Greetings: Informal greetings can also be a great way of developing civility in a workplace. If familiarity is already established among team members, or when expressly invited to, informal greetings can set up positive working relationships in a team. The use of “hi” and “hello” can put team members more at ease with each other, and set the foundation for social awareness.

Nonverbal greetings such as smiles, taps on the back, a handshake, a high five are also ways to develop civility within the team. Note though that it is not recommended to assume any familiarity unless expressly invited to.

Other etiquette rules worth considering when it comes to greeting:

  • Give greetings the attention that they deserve. Saying good morning to an entering team member while you remain busily sorting folders on your desk can actually come across as uncivil instead of civil behavior. Instead, pause whatever it is you’re doing, even for a few seconds, to offer your pleasantries. Establish eye contact; stand up when greeting a superior or a client, even step from behind your desk to offer a handshake if necessary. Make the other person feel that you’re greeting them because you want to, not because you have to.
  • Remember that greetings are not limited to face-to-face conversations. Even when sending and receiving written correspondence, including electronic communication such as emails or an instant message, it is recommended that you begin and end your letter with a greeting. “Dear (name)” is traditionally greeting for written and electronic correspondence; the word dear is acceptable for both formal and informal communication. “Greetings!”, “Hope all is well at your end.” are also acceptable salutations. Letter closings can include a greetings like “Best Regards,” “In appreciation of your message,” and “Cheers,”
  • In business settings, rank and professionalism matters. Make sure that you’re always sensitive to the power dynamics in a team when offering greetings. For example, avoid addressing your boss using his or her first name/nickname unless given permission to.
  • The questions of “who should initiate a greeting?” and “when to offer a greeting? “are often debated, but a good rule of thumb is to always initiate a greeting as soon you see another team member, regardless of rank. After all, you can’t go wrong with courtesy! The exception is when the other person is otherwise engaged and will likely construe your greeting as an interruption instead of a pleasantry. Greetings must also be appropriate to the context; you can’t offer a cheery greeting when the mood is grim or solemn such as during the aftermath of a workplace accident.

Respect

It may be said that the foundation of civility is respect.

Respect refers to positive esteem for another team member, one that demands both deferential and considerate behavior. Respect is commonly perceived as something persons of higher rank demand from their subordinates.  In reality though, respect is something every team member, regardless of rank, both freely give to, and inspire in, those they interact with.

In many ways, respect can be summarized in terms of attitudes. When you respect another team member, you understand that he or she is a person of worth, which in turn demands that you treat him or her ethically. A team member’s worthiness of respect has little to do with his or her job performance. All people are deserving of respect regardless of their contribution to the team.

Respect may also be conceptualized in terms of boundaries; that is, we know that we can’t act just as we please when relating with a team member that we respect. Every team member, for example, requires work space in order to perform their task effectively. Intruding on this workplace, for instance, speaking loudly when you know someone is conducting a task that requires mental concentration can be a sign of disrespect.

What are the ways you can show respect for your fellow team members? The following are just a few ways to consider:

  • Practice active listening. Every team member deserves to be given attention when they’re communicating. In fact, it’s recommended for team members to make a habit of encouraging their peers in contributing more to the discussion. More importantly, give each team member’s message fair consideration. Just because a suggestion came from someone not considered as a subject matter expert doesn’t mean that the suggestion is automatically without merit. (Active Listening will be discussed in more detail in a later module.)
  • Respect your fellow team member’s property. Disrespect in a team plays itself, not just through face-to-face interactions, but also through lack of consideration for another team member’s belongings and work space and privacy. For instance, it’s not uncommon in offices to have issues regarding missing lunches from the kitchen, or missing pens and staplers from a desk! Clarify from the onset what is to be considered as office property and personal property.  Better yet, establish rules and guidelines when it comes to using any and all equipment and materials from the office. For instance, should reservations be first made before using a meeting room? These rules and guidelines can go a long way in maintaining civility in the team.
  • Respect the right to own beliefs. Most companies advocate diversity in the workplace. Diversity means that you’ll have people of different religions, political beliefs, abilities, traditions, and values working in the same team. For as long as a team member’s faith and beliefs do not interfere with his or her work performance, there’s no reason for said faith and beliefs to be an issue in the company. And definitely, no team leader or team member has cause to compel a person to convert religion and abandon belief systems. A healthy debate is okay, but only for social purposes and not as a way to discriminate or bully.
  • Use your fellow team member’s time wisely. A little known way you can practice respect in the team is by respecting your fellow team member’s time. On the job site, time is an important commodity, especially when there is much to be done and employees are paid on an hourly basis. Don’t waste your fellow team member’s time with idle gossip or unimportant concerns. Keep team meetings short and to the point. And set appointments instead of ambushing. These little acts of courtesy may not look much at first glance, but they will surely be appreciated by those with lots to do and think about.

Involvement

Involvement refers to an active participation in the activities of the team. There should be a feeling of personal investment in how the team is doing. Involvement also demands that you don’t just content yourself with getting the tasks in your job description done. Instead, you’re on the constant lookout for ways to make yourself an active part of the team system. When the system is experiencing problems, you don’t view yourself as merely “caught in the crossfire” or a “victim.” Instead, you see yourself as a potential “agent of change.” You jump at opportunities to better your team as soon as the opportunity presents itself. And you don’t wait to be told what must be done; you take the initiative to inquire how you can be of help.

Being Politically Correct

Political Correctness, commonly abbreviated as PC, is a way of addressing, and at times behaving towards, other team members that takes special care in not creating offense against others, especially against potential victims of discrimination.

Political correctness is based on the idea that language captures attitudes, and potentially insulting language, even if delivered unintentionally by a speaker, can communicate and perpetuate prevailing negative attitudes against people commonly discriminated against.

An example of political correctness is the use of the term “persons with disabilities” instead of “disabled person.” This is to ensure that the premium when addressing persons with hearing, visual, mobility impairment, and any other disability, is their personhood instead of their limitations. In fact, the word “challenged” is preferred in some social circles as opposed to “impaired” (e.g. vertically challenged instead of height impaired) in order to communicate the idea that a disability need not mean lack of capability.

Another example of political correctness is the use of gender-sensitive language. Titles that specify a particular gender, when a position can be held competently by both man and woman, need to be reframed in order to be gender-neutral. For example, the chairperson is preferred to chairman, and cleaner is more acceptable than cleaning lady.

Contrary to popular belief, political correctness is not lying. Neither is it sugarcoating the harsh truth for the people concerned, or patronizing individuals who could otherwise defend themselves. Instead, it’s a way of positively reframing statements that box some members of the population into negative stereotypes.

It is, however, possible to overdo political correctness, to the extent that the positive spirit behind it becomes an object of ridicule.

 

How Civility Can Improve Your Team

How Civility Can Improve Your Team

What society is gaining in terms of knowledge and technological advancement, it seems to be losing out on basic social values. Incivility and the lack of basic social values directly impact the bottom line of an organization. An uncivil environment is not conducive to getting work done, leading to unhappy clients. In some cases, it can lead to abuse and harassment within the team. In an uncivil environment, team leaders infringe on subordinates’ personal space and gossip among the team members are the norm.

Civility goes beyond good manners. Civility is about effective self-awareness and influences social awareness. To be effective practitioners of civility, team members need to recognize their role in the team and develop an appreciation for the unique contribution of each team member. Civility requires a delicate balance for team members between pursuing their own interests and allowing the other team members to pursue their interests as well. For this reason, effective programs on civility should be prefaced by a training workshop on attentiveness to self and others. Team building activities will also encourage the team to work together and learn how civility towards each other helps with the attainment of a common goal.

It is vital for your team members and team leaders to be aware of and practice civility. They should understand why it is essential to the success of the team. In this article, we will help you to introduce your team to the concept of civility and the idea that even a little consideration can go a long way. To better understand the concept of civility, we will first look at what uncivil behavior looks like.

Uncivil Behavior

Civility is associated with words such as respect, courtesy, tolerance and consideration. Uncivil behavior is behavior that threatens positive and productive relations within the team. Uncivil behavior is not always intentional but can also happen unintentionally. The following are some behaviors that are considered uncivil.

  • Failing to acknowledge another team member’s presence.
  • Using abusive language.
  • Gossiping.
  • Downplaying or ignoring the importance of another team member’s statement or contribution.
  • Bullying and intimidating other team members.
  • Sabotaging individual and team efforts.
  • Discrimination against a particular individual or group.
  • Practicing insensitivity against team member’s needs.
  • Practicing poor etiquette in dealing with correspondence.

Basic Team Etiquette to Promote Civility

Team etiquette refers to unwritten rules or norms of acceptable conduct which team members are encouraged to uphold. Establishing team etiquette helps to promote civility in general throughout the team environment.

Greetings

Formal Greetings – Regardless of a team member’s rank, there should always be an acknowledgement of a person’s presence. Greetings are best followed by an expression of interest in the person greeted.

Informal Greetings – Where familiarity is already established among team members, informal greetings can promote positive working relationships within a team. Greetings such as “hi” and “hello” can put team members at ease with each other. Smiles, taps on the back, a handshake and a high five are also informal ways of developing civility in the team. It is crucial though, to never assume familiarity unless specifically invited.

Respect

Respect is often seen as the basis on which civility rests. Respect refers to positive esteem for another and demands deferential and considerate behavior. Respect is not just for higher ranking team members but should be shown to every member of the team. Respecting a person means you understand a person’s worth, and as a result you treat him or her ethically. It should not be related to their work performance; all people are deserving of respect regardless of their contribution to the team.

The following are some practical ways to show respect:

  • Practice active listening and give attention to the person communicating.
  • Respect the property of other team members.
  • Respect the beliefs and faith of other team members.
  • Respect the time of your team mates.

Involvement in Team Activities

Team members should be encouraged to know the activities planned for the team and to participate in those activities. Involvement requires more from team members than just getting the job done. Involvement requires them to be constantly on the look-out for ways to be actively involved in the team set-up. It encourages team members to use initiative and take up opportunities to better the team as soon as the opportunity presents itself.

Political Correctness

Political Correctness is a way of addressing and behaving towards other people that take particular care not to cause offense. It is a way of positively reframing statements that box some members of the population into negative stereotypes.

How to Create Greater Civility on Your Team

The following are some recommended ways of creating greater civility in your team:

  • Create, communicate and enforce policies regarding civil behavior in the team.
  • Screen potential team members for a tendency towards uncivil behavior.
  • Provide your team with ongoing education and training on civility.
  • Increase accountability and transparency within the team.

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