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Office Planning Guidelines : Workplace Etiquette

The new Planning Guidelines promote more open office workspaces and as a result,individuals now have to consider noise levels within the new space.

Although the provision of quiet rooms and additional rooms as well as the installation of sound masking systems is a key strategy when planning new office accommodations, each individual working within the space must also play their part in controlling the noise factor and maintaining a clean and pleasant environment to work in.

By considering the following guidelines, your workplace will be a comfortable and productive environment from which to conduct your business.

Noise levels

• Keep computer and telephone volumes at a low setting.
• If you need to talk to someone, go to their workstation; do not talk through partitions,walls. Talk in a volume that is conducive to a one-on-one conversation.
• Meetings should be held in meeting, interview, or quiet rooms. Impromptu discussions between two or more individuals should also be conducted away from workstations of individuals that are not partaking in the discussion.

Privacy

• Remember, an open workstation or a screened workstation is still a private zone for the individual who occupies the space. Please respect peoples office space and privacy.
• Inevitably there will be times when you overhear the conversation of others in the area. Although it can be tempting at times, refrain from providing commentary unless invited to do so.
• If you see that the person is busy either doing ¡°heads down¡± work or is on the phone, don¡¯t stand at their workstation waiting to get their attention. Leave a note asking them to come and see you when they are available.
• Consider setting up a type of signaling system in your office that will allow you to let people know that you are available or that you do not wish to be disturbed.

Clutter

• As most areas do not have a door which can be closed to hide one's office space, it is important to consider the state of your work area. Keep clutter to a minimum.
• Consider implementing a "clean desk" policy in your workplace. Confidential material should be put away in locked drawers when you are away from your workstation.
• When adding a personal touch to your individual work area, be conscious of others sensibilities and refrain from displaying pictures or other items that could offend coworkers.
• When you are finished using a common area, remember to clean up and leave the room or area in the condition it was in before you entered.

Odours

• Be conscious of other's sensibilities when applying perfume or aftershave. Many individuals are sensitive to odours and some are highly allergic to these odours. Many offices are now establishing a no scent working environment.
• If possible, do not eat at your workstation. The smells generated from your lunch could be very distracting to others. Consider taking a break from your work and moving to an available lunchroom.

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