Office Etiquette 101 for New Professionals

By Charlie Keohane

Be observant

One of the best ways to subtly pick up on office etiquette is to observe those around you. I’ve picked up new language and best practices by carefully reading my manager’s emails to me and watching how colleagues interact. For example, take note of how a leader starts a meeting. Do they jump right into discussion or provide an agenda? Do they make necessary introductions? These can all be helpful cues to take note of.  

This practice should also extend to working in an office environment. If your coworkers tend to work in focused silence, waiting for or scheduling an appropriate time to start a conversation is one way to respect their work habits.

Ask questions

It can be hard to pick up on everything by observing, so don’t hesitate to ask questions. Whether asking your manager about the dress code before an event or how to prepare for an upcoming meeting, seeking clarification before diving into something new shows initiative and foresight.     

I had a morning meeting on my first day in the Robert Half office, but I wasn’t sure where to take it. I asked those working around me if I should find a private room or if I could take it from my desk. My coworker said she didn’t mind if I took it from my desk, so I plugged in my headphones and proceeded with the meeting. However, I also had the option to take it in a separate room for a more private discussion. These questions might sound simple, but asking for this kind of information can help you feel more confident throughout your workday, especially when you’re new to the team.

Practice promptness

Being on time doesn’t just apply to arriving at the office — it also extends to the virtual office. Whether starting your day or joining a meeting, ensure you give yourself time to log on, so you don’t feel rushed and are prepared to participate. Before a meeting, I organize my desk with what I might need during the call, including my notebook, pen and a glass of water to avoid rustling around.   

Extending that timeliness to responding to emails and requests is also important. One tip that helps me manage my time is categorizing requests. If the task takes less than five minutes to complete, whether it’s sending a file or a quick note, I’ll get it off my plate immediately. If an assignment is more involved, I’ll communicate with my manager about the timeline. If you need more time to work on something, inform your colleague beforehand to keep them in the loop. Once they’re aware, they can help you prioritize tasks or shift timelines.

Exercise mindfulness

Mindfulness is more than a buzzword — it’s a key cornerstone to building a respectful office environment. Mindfulness in the workplace means being aware of your actions and how they affect others, in-person and virtually. For example, in the online workplace, it’s essential to make sure you’re muted during meetings if you aren’t speaking, and to have an appropriate background. I try to minimize distractions and turn my focus to the speaker, making “eye contact” and showing engaged listening.    

When working in person, be mindful of the shared space. Even though socializing with colleagues is a huge advantage of an in-office workplace, consider leaving odorous food at home and bringing headphones for work calls. You likely already know this one, but whether you’re in-person or working virtually, avoid using inappropriate language and broaching taboo topics or office gossip. 

Treat others with kindness

This may seem obvious, but polite and kind words can go a long way. Engaging in casual conversation at the beginning of a meeting and greeting your coworkers in the morning can positively contribute to an office culture. The best organizations recognize they are made up of people, and people universally appreciate personal connection. One of my favorite aspects of my Robert Half internship is how colleagues are friendly and willing to help, and as a result, I feel that my work and feedback are appreciated.     

You won’t magically wake up one day with the tools to navigate an office seamlessly — it’s a process that takes time and will often change as you join new teams and companies. Everyone makes mistakes; adjusting to a company’s flow can take time. When a mistake happens, take responsibility and bring that lesson into the future. I hope these tips will help you make a smoother, faster and more rewarding integration into the working world.

Charlie Keohane is a summer 2023 Robert Half corporate communications team intern. She is an incoming senior at Middlebury College in Vermont, majoring in environmental writing and minoring in psychology. She is from the San Francisco Bay Area.