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Guide to Office Protocol & Etiquette: How to Handle Office Visits?

Guide to Office Protocol & Etiquette: How to Handle Office Visits?
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Before visiting:

1.)    Schedule your visit with the office.

It is a very bad idea to just suddenly appear in the office of another person like a mushroom. If you will visit an office without prior notice, either you will disturb the colleague, or you will not be entertained, or both. Schedule an appointment at least a day before your visit.

2.)    Do not be late; familiarize yourself with your destination

It is important that you should not be late. A way to avoid this is to familiarize yourself on your destination: how to get there, how heavy the traffic would be, if there are alternative ways, and so on. This way, you don’t have to get lost in your way trying to find the place.

3.)    Observe proper attire

DO NOT go to an office in your casual wear. Wear business clothes if possible.

During the visit:

1.)    Be polite, smile.

During your visit, always be polite to everyone. Talk to them properly; use proper language and grammar. Don’t forget to smile. Do not speak loudly nor too soft; speak in such a way that you will not discomfort anyone. Greet everyone a good morning (or what time of the day it is). Always say ‘thank you’ and ‘you’re welcome’.

Look for your host at the reception desk, include your name and your appointment. If the receptionist is busy on something, wait for your turn. If you are on a hurry, say ‘excuse me’ and talk in the right manner.

2.)    DO NOT touch anything.

Unless it is provided to you, like magazines and something else to read,touch nothing.

3.)    Do not bring food or beverage

An office is where businesses matters are held, so eating or drinking is inappropriate.

4.)    Say thank you after the visit.

Having Guests in the Office

The same rule in receiving guests back at home is applied also in receiving guests in the office: be hospitable. Here are some tips to be a great host in an office:

Before the meeting:

1.)    Provide clear directions

If it’s your visitor’s first time, provide him or her with clear instructions. Also, tell him or her alternative routes in case of heavy traffic.

2.)    DO NOT be late

Everyone’s time is precious. You should conserve your visitor’s time as your conserve yours.

3.)    Prepare your office for the guests

Clean the office if it’s raucous. Make room for sitting. Take out something to read for your guest while they wait.

During the meeting:

1.)    Greet your visitors.

Do not forget to say ‘good morning’, ‘good afternoon’, or ‘good evening’. Shake their hands and smile.

2.)    Offer your visitors refreshments.

The trip to your office might be exhausting, so give them something to refresh themselves. Water, juice, coffee, tea, and other beverages will do. A light snack would be good, too.

3.)    If you have another appointment to attend to, state it directly.

Of course your visitor would understand, after all, it is a business setting. Just politely say, “I’m sorry, but I have a meeting to attend to at 1:00pm.” If your business is not finished, tell the visitor when you could meet again.

4.)    Lead your visitors to the exit.

Your visitors might get lost in the building, especially if the office is like a labyrinth. Lead them until the exit, or at least have someone do it; if these two are impossible, at least give clear directions to your visitor.