Smart Tips on Workplace Etiquette

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Etiquette is a set of rules and regulations that includes a person’s appearance, behavior, and manners, used to regulate people’s actions and behaviors and to adjust the relationships between individuals. Confucius said: Without learning propriety, one cannot stand firm in life. Mencius said: A gentleman keeps benevolence in his heart and propriety in his heart. Those who are benevolent love others, while those who observe propriety show respect for others. Those who love others are always loved in return, and those who show respect for others are always respected in return. There is another saying: Too much oil doesn’t spoil the dish, and being overly polite won’t earn criticism. The first impression is formed in 3 seconds: 60% based on appearance and demeanor, and 40% on voice and the content of speech.

Etiquette for male employees:
1. Short hair, clean and neat; not too trendy.
2. Energetic with a smile on face.
3. Shave every day to ensure fresh breath without bad odor.
4. Wear white or solid-colored shirts with no stains on the collar or cuffs.
5. The tie should fit snugly against the collar, tied neatly (in terms of color, length, and tie clip).
6. The suit should be neat and clean (buttons and labels in order).
7. Do not put anything in the suit pockets (such as pens).
8. Trousers should be neat with visible seams.
9. Keep nails short and clean.
10. Shoes should be shiny, along with dark-colored socks.
11. The overall outfit should use no more than three colors.

Tips for choosing men’s suits: fabric, color, pattern, style, cut, size, and craftsmanship.

Seven principles for wearing a suit:
1. Remove any labels from the sleeves.
2. Iron the suit to make it smooth.
3. Button the suit properly.
4. Avoid rolling up the sleeves.
5. Be cautious when wearing sweaters.
6. Choose underwear carefully.
7. Carry minimal items.

Different types of ties:
Striped: Conveys decisiveness, authority, stability, and rationality; suitable for negotiations, meetings, and speeches.
Polka dots and checks: Represent adherence to rules and procedures; appropriate for first meetings or encounters with seniors and supervisors.
Irregular patterns: Show a lively personality, creativity, and energy; more casual, suitable for parties, banquets, and dates.

Tie clips: A sign of being married; should be placed 3/5 of the way down from the tie knot.

Etiquette for female employees:
1. Have an elegant and neat hairstyle; long hair should be secured with hairpins, not tied into a ponytail ； 2. Wear light makeup and smile ； 3. Wear a formal suit, looking graceful and appropriate ； 4. Nails should not be too long and should be kept clean. When applying nail polish, use a natural color ； 5. The skirt length is appropriate ； 6. Stockings, no holes (spare socks) ； 7. Shoes are shiny and clean ； 8. No more than 3 colors throughout the body. Develop good personal hygiene habits: 1. Hair: Keep it neat and free of dandruff; those with soft hair can use mousse to style it, avoiding letting it hang loose. 2. Eyes: Keep them clean and free of discharge, and avoid having bloodshot eyes. 3. Nose: Do not let nasal hairs stick out, and avoid picking your nose in public. 4. Mouth: Keep it clean and free of food residues. 5. Nails: Keep them clean and trim them regularly. 6. Beard: Trim it daily and keep it clean. Accessories and jewelry: Check to ensure they are not damaged or misaligned. Professional demeanor: Standing posture: Keep your head up, look straight ahead, stand with a straight back and chest, shoulders relaxed, arms hanging naturally at your sides, abdomen tightened, legs together and straight, toes pointing in a V shape, with your body’s weight centered between your feet. You can also stand with your feet apart, slightly narrower than shoulder width, with your hands joined in front of or behind your abdomen. During the morning meeting, male employees should stand with their feet apart, slightly narrower than shoulder width, and their hands clasped behind their back ； Female staff should keep their feet together with the toes pointing in a V shape, and place their hands together in front of their abdomen. Sitting position: Sit down gently, occupying at least 2/3 of the chair, rest your back lightly against the backrest, and keep your knees together naturally (men may leave them slightly apart). When having a face-to-face conversation, lean slightly forward to show respect and humility. If sitting for a long time, you can cross your legs, but be careful to keep them pulled inward. Squat position: One foot in front and the other behind, with both legs bent downward. The front foot is fully on the ground, with the lower leg essentially perpendicular to the ground; the heel of the back foot is raised while the sole of the foot remains on the ground, with the hips lowered. The etiquette of shaking hands: When to shake hands 1. When meeting someone you know 2. When saying goodbye to someone 3. When someone enters or leaves your office 4. When being introduced to someone 5. When comforting someone. Order of shaking hands: 1. Superiors first, hosts first, those of higher age first, women first. Time: 3–5 seconds is appropriate. Force: It should not be too strong; when shaking hands, one should make eye contact with the other person and smile. 2. Never shake hands while wearing gloves. Bowing etiquette: 1. When bowing, one should genuinely express gratitude and respect towards the other person from the bottom of their heart. 2. This should be reflected in one’s actions, so as to give the impression of sincerity and authenticity. Situations and requirements for bowing: 1. When meeting guests, or to express gratitude or in return, a 15-degree bow is appropriate ； 2. When noble guests arrive, bow at a 30-degree angle. 3. When bowing, face the guest, keep your feet together, and direct your gaze either 1.5 meters in front of your own feet (for a 15-degree bow) or 1 meter in front of your feet (for a 30-degree bow). 4. Men should place their hands on either side of their body, while women should fold their hands and place them in front of their body. Etiquette for showing the way: 1. When guiding someone through a corridor, walk 2–3 steps ahead of the guest on the left side; stay on the left side of the corridor, allowing the guest to walk in the middle, keeping pace with them and providing appropriate introductions. 2. When guiding someone through a staircase, let the guest walk on the right side, while you walk on the left. Use gestures to indicate turns or stairsteps, and remind the guest by saying things like “This way” or “Be careful with the stairs”. Etiquette when using an elevator: 1. When there is no one else in the elevator, enter first before the guest (boss), press the ‘open’ button, then invite the guest to enter. Upon reaching the destination, press the ‘open’ button again and let the guest exit first. 2. When there are people in the elevator, the guest (boss) should always be given priority, whether going up or down. 3. In the elevator, those who enter first should stand at the back so as not to hinder others from getting in. It is not allowed to make loud noises or laugh noisily inside the elevator. When the elevator is already full, those who enter later should stand facing the elevator doors. Smiling: Smiling is an international courtesy that reflects a person’s warmth, good manners, and charm. When dealing with customers, guests, and colleagues, it is important to develop the good habit of smiling. 1. The wonderful thing about smiling in business. 2. A smile is something that can be given to others without costing anything to the giver. 3. Smiling can also earn money. 4. The only thing that can be offered to customers in business without increasing costs is a smile. 5. What is something that everyone likes, but doesn’t cost anything? ——Smile. Motto: No matter what happened to me yesterday, as long as I step through the office door today, a smile belongs to everyone. Never wear a face of class struggle or stare with vigilant eyes. Greeting etiquette: When meeting at work in the morning, greet each other with “Good morning!” ”“, Good morning! ”Wait (before 10 a.m.). When going out on business, one should greet other people in the department. When encountering guests at the company or while outside, one should approach them with a smile and greet them politely. Upon leaving work, it is also necessary to say goodbye, such as “See you tomorrow” or “Goodbye”. When visiting clients (etiquette for exchanging business cards): 1. If sitting, get up as much as possible to accept the business card offered by the other party. 2. The person of lower rank should be the first to offer their business card using the right hand. 3. When visiting somewhere else, wait until introduced by your supervisor before offering your business card. 4. When accepting a business card, use both hands and make sure to note down the person’s name and position. Do not simply place the business card on the table after receiving it. 5. Check your wallet regularly to ensure that you do not hand over a dirty, worn, or wrinkled business card. 6. Keep your business card holder or wallet in an inner pocket of your suit, rather than taking it out from the back pocket of your pants. 7. Try to avoid writing anything unrelated on the other person’s business card, and do not fiddle with it inadvertently. 8. Do not offer your business card first if your supervisor is present; wait until they have done so before offering yours. 9. Before making a visit, arrange a time, place, and purpose in advance, and keep a record of the visit details. 10. During the visit, be punctual. Upon arriving at the recipient’s office, introduce yourself first, and bow to greet the person you are meeting (offer your business card on first meeting). 11. If you encounter the recipient’s supervisor, stand up politely and greet them (offer your business card), after which the conversation can resume. 12. Try to complete the conversation within the scheduled time. When saying goodbye, greet them politely. 20-word guide to politeness: Stop, smile, make eye contact, bow properly, say “Good morning.” Common polite phrases include “Please,” “I’m sorry,” “Could you do this for me?” “Excuse me,” “Sorry to bother you,” “Okay,” “Understood,” “Hello,” “Welcome.” Questions like “Which one is it?” “Please wait a moment.” Apologies such as “I’m sorry,” “It’s okay,” “You’re welcome.” Phrases like “Please give me your advice,” “Thank you for your help,” “Please take care of me,” “I beg you,” “Goodbye.” References to the company: “It’s great to meet you.” Referrals to individuals: “Mr./Ms. X,” “Manager/Supervisor X,” “Father/Mother of XX” (when referring to someone else’s parents). Expressions of gratitude: “Thank you very much.” Basic daily phrases: Used when meeting someone for the first time or for the first time that day. ““Hello” or “Hi”. 2. Used by the reception staff when guests arrive. “\"Welcome\" or \"Hello.\" 3. Use this when guests are waiting, with a gentle and polite attitude. ““I’m sorry, may I ask…” 4. Apologize to the guest regardless of how long they have been waiting. “\"I’m sorry to have kept you waiting.\" 5. This phrase should be used when asking guests to register or go through other procedures. ““Could you please…?” 6. Use this when it’s necessary to interrupt a guest or someone else’s conversation, speaking in a soft voice. ““I’m sorry to bother you…” 7. One should express gratitude for the help and support provided by others. “\"Thank you\" or \"Many thanks.\" 8. Used when a guest takes their leave or exits, appropriate for modern professionals. “\"Goodbye\" or \"Welcome back next time\" – How to build good interpersonal relationships. Establishing good relationships with colleagues is a fundamental requirement for working smoothly and effectively. Therefore, we need to pay attention to the following points: 1. Being punctual and keeping promises. A person who is not punctual or fails to keep their promises often does not earn the trust of others. 2. Respect superiors and senior colleagues. When speaking to them, one should be mindful of proper boundaries and avoid being too casual. 3. Maintain a clear distinction between personal and professional matters: Personal calls are strictly prohibited at work, and it is not allowed to keep company property for oneself or take it home. 4. Enhance communication and collaboration: One should be proactive in work, and colleagues should share information and work together. 5. Do not shirk responsibility. When making mistakes, one should admit them openly and take active steps to correct them; there should be no avoidance of responsibility or shifting of blame among others. 6. Be serious in attitude. Mistakes often arise from insufficient preparation and consideration; if there are any unclear aspects, recheck them to confirm. The art of speaking: When things are urgent, speak slowly ； Important matters, explained clearly ； A trivial matter, said humorously ； For things you’re not sure about, speak cautiously ； Things that haven’t happened – stop making up stories ； Don’t say things that you can’t do; don’t speak things that hurt others; for things you dislike, address the issue rather than the person ； Happy things – talk about them depending on the situation ； Don’t talk about sad things to everyone you meet ； When it comes to other people’s affairs, speak carefully ； For your own matters, listen to what your heart tells you. For current tasks, act first and think later ； Things of the future will be discussed in the future ； If there is anything you are not satisfied with regarding me, please be sure to tell me. Phone etiquette for answering calls: 1. Answer promptly; apologize if it takes more than 3 rings. 2. Smile. 3. Use standard phrases in your speech. 4. Speak at an appropriate volume. 5. Have paper and pen ready. 6. Let the other party hang up first. Skills for effective phone communication: Maintain the best possible voice quality – 1. Speed, 2. Pitch, 3. Volume, 4. Smiling. Skills for answering calls: 1. Pick up the receiver, 2. State your name and offer a greeting, 3. Confirm the other person’s name, 4. Ask what the call is about, 5. Reiterate to confirm the purpose of the call, 6. End the call politely, 7. Hang up the phone. Skills for making calls: 1. Dial the number, 2. Introduce yourself, 3. Identify the other person and offer a greeting, 4. Explain the reason for calling, 5. Reiterate to confirm, 6. End the conversation politely, 7. Hang up the phone. Precautions when using the phone: 1. If you are chewing something when the phone rings, do not answer immediately; spit out the food first before answering. 2. If you are laughing or arguing when the phone rings, wait until you are calm before answering. 3. Your opening greeting when answering the phone should be enthusiastic. 4. Use body language such as smiling and nodding during a phone conversation. 5. Do not speak too loudly, and keep the microphone at an appropriate distance from your mouth. 6. If you are answering a call on behalf of someone else, ask whether they want to leave a message. 7. If you have to wait before answering a call, apologize to the caller. 8. If you are talking to a visitor when the phone rings, let them know that you have a guest and will call them back later. 9. If a friend calls while you are at work, end the call briefly and quickly. 10. When receiving a complaint call, never argue with the caller. Etiquette when dealing with subordinates: Lead by example – “Do not do to others what you do not want done to yourself.” Treat everyone equally – avoid forming cliques or showing favoritism ； One should appoint people based on their abilities, treat everyone equally, and show courtesy to subordinates: respect them and care about their well-being. Trust subordinates – after all, \"A man will die for those who understand him, and a woman will beautify herself for those she likes.\" Stay close to subordinates by being open and honest, sharing all information, and ensuring that instructions from above are conveyed down. Etiquette in dealing with superiors: 1. Maintain the proper relationship between superiors and subordinates. The smooth operation of a company relies on the proper flow of information and adherence to orders; therefore, it is essential for superiors and subordinates to maintain a healthy relationship of leadership and being led. 2. In case of uncertainties, follow the instructions from superiors. When encountering issues that cannot be resolved or are difficult to judge, one should proactively report them to superiors and follow their guidance. 3. Do not argue with superiors. When given tasks by superiors, one should adopt a humble attitude and listen carefully. 4. Listen to advice – Listening to advice can enhance mutual trust. 5. One should not talk about others behind their backs. Talking about others in secret indicates a low character and is a shameful behavior. Understanding: Everyone faces challenges; it’s important to maintain a proper distance and avoid being either too humble or too arrogant. The team spirit of modern professionals is crucial – for their careers to progress smoothly, it depends not only on the individual efforts of each employee but also on the collective strength of the team. Fully fostering a team spirit, cooperating with one another and supporting each other is of utmost importance for the company’s development. So, have you done the following? 1. Be enthusiastic and sincere when greeting. 2. Be clear and concise when answering. 3. Handle matters correctly and promptly. 4. Maintain a clear distinction between work and personal matters at the office. 5. It is more important to listen to the opinions of superiors than to rely on one’s own judgment; one should take the initiative before superiors give instructions or orders. Etiquette in Interacting with Colleagues: Work together sincerely: Share joys and sorrows; a good man needs three helpers. Compete fairly: Be tolerant toward others; no one is perfect. Techniques of eye contact: Looking downward shows authority and superiority; looking upward indicates submission and willingness to be controlled; looking horizontally conveys objectivity and rationality. People who are not popular: Those who overact and like to boast, those who are arrogant and disrespectful, those who dismiss others, those who go back on their promises, those who are too stingy, those who feign compliance while acting otherwise, those who are insensitive and slow to react, those who seek attention by causing trouble, those who are withdrawn and careless. People who are popular: Those who know how to yield, those who respect the elderly and care for the young, those who work hard without seeking fame or profit, those who are honest and righteous, those who are friendly and approachable. Six ways to make others like you: 1. Smile. 2. Remember their name. 3. Show interest in their hobbies. 4. Be sincere when interacting. 5. Pay attention during conversations. 6. Make them feel important to you. Etiquette at meals: Etiquette for Chinese food: 1. Use napkins correctly. 2. Use serving chopsticks and spoons. 3. Pick up food properly. 4. Drink soup correctly. 5. Do not talk with food in your mouth. 6. Communicate with others. 7. Offer drinks. 8. Have conversations. 9. Leave the table properly. Etiquette for Western buffets: 1. Take food in order. 2. It’s better to take one or two items at a time. 3. Do not mix up special spoons or forks. 4. Do not reuse plates. 5. Do not waste food. 6. Follow Western dining etiquette. 7. Do not overeat. Points to note when eating Western food: 1. Use utensils correctly. 2. Know the proper way to eat different foods. 3. Maintain the correct posture while eating. 4. Talk appropriately. Etiquette for tea and coffee: Step 1: Prepare the necessary items. Step 2: Place the tea or coffee on a tray. Step 3: Put the tray on the table before delivering it to the guest. Step 4. Give priority to the guest when serving tea or coffee. Step 5. Pay attention to the manner of serving. Step 6. Carry the tray away from the room. Good manners ensure smooth interactions everywhere.