• Recognize inclusive best practices that enhance teamwork in diverse workplaces
• Recognize best practices to use when participating in work related events

Interaction in the Workplace

The first and perhaps most lasting impression you make in the workplace starts with how you present yourself. The National Association of Colleges and Employers includes professionalism as a necessary career skill. A person with this career skill:^[1] 

• recognizes that work environments differ greatly,
• understands and demonstrates effective work habits, and
• acts in the interest of the community and workplace.

There are many cultural issues involved in the best practices of professionalism in the workplace. The main focus of this text is workplace practices in the U.S. If you are engaging with individuals from different countries or cultures, be sure to study their cultural norms. There are extensive resources available online for information about business etiquette around the world.

Dress for Success

At a distance, initial impressions begin with attire. What is considered appropriate dress will vary from workplace to workplace. There are three common levels of professional dress:^[2]

1. Business professional: the most formal and appropriate for interviews. Examples include jackets or blazers with matching pair of pants or skirt, a buttoned, collared shirt with tie, or a conservative shirt.
2. Business casual: more relaxed than business professional and appropriate for organizations that have a relaxed dress code or networking events. Examples include Jackets, dress pants, dress shirts, skirts, or tailored sweaters.
3. Smart casual: the most relaxed category that is easiest to describe by what is NOT included. Don’t wear jeans, athletic wear, miniskirts, sweatshirts, t-shirts, sneakers, or footwear like flip-flops.

Absent a uniform or direct corporate attire policy, look at what your boss and your boss’s boss wear in the workplace. Dress like the employee you want to be with your next promotion.

There are times when you may be asked to attend an event away from the usual workplace. It may even be a bit social such as taking a customer out for a meal. It is better to ask others about appropriate attire than to show up incorrectly dressed. 

Body Language

The second impression you make is with body language. Posture (a form of body language) communicates a lot about you. Are you standing tall with shoulders back, but not stiffly? Did you rise when someone new entered the room? Are your legs or ankles crossed? Is your head up, looking at the other person? If the answers to these questions are “yes,” these behaviors are often interpreted as showing that you are confident and attentive.

In conversation, you should be attuned to and gently copy the body language of others you are speaking with. If the other person leans in a bit, you should consider doing so as well. If the other person is leaning back against his chair, you may do the same. Avoid copying or aping the other person’s movements, but do subtly follow him or her with similar movements. This is more appropriate if the other person has organizational rank or power.

Personal Space

Proximity, or the space around individuals, is another very culturally tied component of body language. Start by respecting other’s work spaces. Whether your co-worker is in an office or a cubicle, knock gently and pause to gain permission to enter that space. No one will produce a measuring tape to determine how close to stand from someone else, but there is such a thing as respecting personal space. Start at a distance where you are comfortable. If you notice the person gently backing up, then you are too close. If the person either moves in, leans in to hear, or repeatedly asks you to repeat yourself, you may be too far away. If the person you are speaking with is seated, try to sit near them to be at the same eye level to facilitate conversation. If this is not possible, be sure you do not stand so close that they feel like you are looking down on them. If you are seated and the person you are conversing with is standing, offer them a seat near you or stand to be at their level.

Handshakes

Handshakes are the norm for in-person professional greetings. Reach with your right hand to grasp the other person’s right hand. Grasp firmly but not in a manner to suggest a contest of strength. Shake hands up and down gently no more than three to four times. As you shake, look the other individual in the eye and continue the conversation. It is appropriate to make an effort to shake hands with all those in the group or immediate vicinity. With a room of 100, no one will shake hands with everyone but do greet those close to you or those who may enter that area.

If someone is injured or sick, they may opt out of shaking hands. Respect their wishes in this and just offer a friendly, “It’s a pleasure to meet you.” If you have a cold, you may choose not to shake hands, but you are then obligated to explain why, for example, “I’d love to shake hands, but I’m getting over a cold, and I wouldn’t want to give it to you.”

Eye Contact

Eye contact is dramatically different among different cultures. Just like the handshake, it is a part of body language. In the U.S. the norm is that we should look at the other person in a conversation and look in their eyes. Your look is directed at the other person’s eyes or the bridge, or top, of their nose without staring intently. Glance around occasionally.

Eye contact is important if you are speaking in front of a group and when you are part of an audience. As the speaker, you are trying to engage everyone with your subject so you should direct your gaze around the room and not just one person or the people closest to you. As the audience, you are showing the speaker that you are engaged and value this input. Again, do not stare intently but keep a steady gaze.

Gestures^[3]

Gestures are another component of body language and can serve a variety of purposes.

Illustrative gestures help you convey meaning when you speak. When giving a presentation, you might raise your hand to emphasize your point that employee engagement is the highest it’s ever been.

Affective gestures are movements or postures that communicate a person’s feelings without words. For example, a slouching listener might indicate disinterest.

Misinterpreted gestures result from misunderstanding. The misunderstanding can occur for a variety of reasons. A colleague who is frowning might be perceived as disagreeing when actually they are in pain due to a migraine. Fidgeting is another gesture that may occur subconsciously. Some people tap pencils or bounce their leg up and down. Some might assume that fidgeting means the person is distracted; however, for some people, the act of fidgeting helps improve their attention.^[4] If you find a gesture concerning or distracting, it’s best to have a conversation rather than make assumptions.

Considerate Conversations

The volume and location of the conversation are important. When you are speaking with others, use a volume that is audible to those individuals and only to them. You want to avoid others being forced to hear your conversation when they may be trying to have conversations of their own. Your volume will be adjusted to the situation of the conversation. Avoid cell phones around others as the volume is frequently annoying. If you must use a cell, move to a location with some privacy. Business conversations have a special need for security.

It is never appropriate, no matter what your volume, to discuss proprietary company information outside of a secure workspace. If you find yourself needing to whisper, then you are in the wrong place to have that conversation.

However, just being in the office building doesn’t mean every conversation is appropriate. If you run into your boss on an elevator or in the restroom, it might not be the best time to initiate a discussion about work. If you do have pressing matters to discuss then use that moment to inquire how to find a time to have the full conversation.

Demonstrate Dependability

Another important impression you make on others involves being dependable. Punctuality, being on time, is an important aspect of dependability. In some cultures, it is appropriate and acceptable to be late for a meeting. This is not true in the United States where we say “time is money.” Persons in positions of power might keep subordinates waiting. While you may not appreciate it, you’ll often have to accept a wait for the boss. Should the wait become too long (more than fifteen minutes), it may be appropriate to leave word you need to reschedule and leave. Let your company culture, the importance of the meeting, and consultation with others involved direct how you handle this situation.

You can also show that you are dependable by meeting goals, expectations, and deadlines. Show that you pay attention to details in your work by reviewing it before submitting it to catch unintended errors. Being able to manage your time and prioritize tasks to accomplish goals is also an important part of demonstrating dependability and effective work habits.^[5]

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