17 tips for maintaining business etiquette (and why it matters)

“Did I say something wrong?”

In personal relationships, a misunderstanding or miscommunication can lead to ruffled feathers and hurt feelings, but this can easily be remedied in a few conversations. In a business context, these misunderstandings can have far-reaching, sometimes even expensive, consequences.

Business etiquette can help prevent misunderstandings and enhance collaboration.

Here’s why (and how).

What is business etiquette?

Business etiquette describes a set of accepted social norms, principles, and rules applicable to a business context. Some aspects of etiquette may be enshrined in a company’s official rules and policies, while others are more implicit. Business etiquette typically covers how employees should dress, communicate, interact with superiors, and more. It ensures that everyone can remain professional at their workplace while getting their important work done.

Why business etiquette (still) matters

There was a time when business etiquette was much more objective and stringent than it is today. Men went to work in full suits while women worked in professional dresses and high heels. Employees were all expected to arrive at a specific time and leave at a specific time—compared to many modern offices where employees are only expected to work eight hours a day, with the exact schedule up to their discretion.

While modern workplaces might have more subjective etiquette that changes from office to office (or industry to industry), business etiquette is still vital. It gives employees a solid foundation to work professionally, avoiding potentially uncomfortable situations and misunderstandings. Etiquette standardizes expectations in everything from work attire to communication and collaboration.

Business etiquette also reminds employees of what’s expected of them when they represent their employer. Whether they’re at a conference, networking with partners, or meeting customers, etiquette ensures they act in alignment with their company’s values and properly represent its brand.

So while business etiquette may seem subjective or outdated, it’s still an essential part of a professional workplace.

17 essential business etiquette tips

A key element of business etiquette in the modern workplace is that it can vary depending on where you work. This is true for both your location and your industry, and cultural differences between countries and groups of people can affect business etiquette, as well. Similarly, your industry may have its own etiquette that doesn’t apply in other industries. Workers in finance, for example, are still generally expected to wear business attire at work, while retail workers may only be expected to wear comfortable, inoffensive clothing.

That said, here’s a list of business etiquette tips you’ll find applicable to essentially any workplace.

5 basic business etiquette tips

Be on time

This applies to your shift, your workday, your meetings, and even informal meetups with coworkers or managers. Being on time shows that you respect the people you’re meeting with and that you take your work seriously.

Respect common areas

Whether you have your own desk or every part of your workplace is a common area, make sure you show respect to the coworkers you share these spaces with. That includes not leaving personal belongings lying around for too long, not occupying more space than you need, and being mindful of the time you spend in the office’s more popular spots.

Greet everyone

When you cross paths with someone in the office, make sure to greet them and use their name (if you know it). This doesn’t just make you come across as a warm, positive person, but it also helps contribute to a healthier workplace.

Dress correctly

How you need to dress for work will depend on your workplace and your industry. Refer to your company’s dress code and stick to it. Two popular examples of dress codes include business formal attire (e.g., suits and button-up shirts) and business casual attire (e.g., sweaters and slacks).

Be well-groomed

Grooming standards will vary from workplace to workplace, so make sure you consult your employee handbook or equivalent policies. Generally, grooming standards include keeping hair trimmed and neat, as well as practicing good hygiene.

6 tips for business etiquette in communication

Proofread everything you write

Emails, chat messages, and comments in enterprise collaboration tools like Zoho Workplace are essential to collaborating with others. While typos and mistakes aren’t completely avoidable, taking the time to proofread what you write before sending it shows that you respect other people’s time by keeping communication clear.

Keep communication polite and professional

No matter how you communicate (e.g., email, phone, or written notes) or who you’re communicating with (e.g., coworkers, direct reports, managers), be polite and professional in everything you say or write. This avoids potential misunderstandings and miscommunications.

Communicate clearly

When you communicate with a coworker, you’re asking them to take time away from whatever work they’re doing to read or listen to your message. That’s why it’s good etiquette to ensure that you’re communicating clearly, in a way that avoids them needing to ask for clarification.

Answer without delay

You don’t need to respond immediately to every message you receive, but you shouldn’t unnecessarily delay your responses. Answering within a business day from when you first received a message is best, though sending a reply the next business day is also acceptable. If you’re waiting on information or context before you respond, let the other person know and tell them you’ll respond as soon as you receive that context.

Keep communications brief

Written communication should be clear and concise. Otherwise, your recipient may feel like you’re taking their time for granted. Likewise, phone calls and video conferences shouldn’t drag on longer than they need to.

Avoid calling people unannounced

Phone calls and invitations to video meetings shouldn’t be sent out of the blue. Recipients need to know why you want to get in touch with them and have a chance to accept or refuse your contact, depending on their circumstances. Make sure to let someone know you’d like to call them before you dial their number.

3 tips for networking and making contacts

Ask for (and remember) names

Making the effort to learn and remember someone’s name is essential in networking. It makes each new contact feel like you’re treating them as their own distinct person instead of just a connection you can use later.

Represent your company as positively as you can

Remember that everyone you network with or contact in a professional setting will treat you as a representative of your company. Every word you say and action you take will affect your company’s image in that person’s eyes. Make sure you act in line with your employer’s interests and work to improve their reputation.

Avoid multiple unsolicited communications

Unsolicited messages are sometimes part of networking, and most professionals expect to receive them once in a while. But if a potential contact hasn’t responded to your original message (or even a follow-up message), don’t keep contacting them.

3 tips for business etiquette in video calls

Mute yourself when you don’t need to speak

Video calls can be full of distracting sounds, especially when you’re finished speaking but your microphone is still running. Make sure to mute yourself when you’re done speaking, so that your background noises won’t interrupt and distract others.

Avoid interrupting other people

It’s all too easy to speak over other people in a video call, and it can be especially disruptive—more so than when meeting in person. Do your best to avoid interrupting others. If you do interrupt someone, apologize and allow them to finish speaking.

Be intentional and clear about what you say

A significant portion of communication is done through non-verbal cues, many of which are lost in a video call. Be more intentional about what you say, prompt others to ask questions if you are unclear, and speak as clearly as you can.

Business etiquette and inclusivity

Business etiquette is much more subjective in modern workplaces than it once was, and it can vary wildly from workplace to workplace. Additionally, historical ideas around business etiquette aren’t always compatible with modern, diverse workplaces. That’s why modern business leaders need to do what they can to build an etiquette that adapts to their evolving workforce and can more accurately represent the expectations of everyone they work with. 

Here are a few tips for doing that:

• Be clear about your business etiquette expectations from the start. In too many workplaces, business etiquette is unnecessarily vague, leading to misunderstandings that can quickly grow into larger issues. Make your etiquette as clear as possible to new hires to avoid this.
• Be ready to adapt. The world will change around your organization, as will your workforce. If you’ve been in business for any length of time, you’ve likely already had to adapt your ideas around etiquette. Either way, be ready to adapt as needed.
• Don’t hesitate to consult experts. Consultants and experts, especially around diversity and inclusion, can help you ensure that your organization’s idea of business etiquette is more inclusive.
• Review breaches of etiquette from multiple points of view. When a misunderstanding arises due to a breach of etiquette, it’s important to review the situation from more than one perspective. This can help you discover ways in which your ideas of etiquette aren’t suited to an inclusive workspace.
• Consult your workforce about their expectations. The best way to ensure your organization’s idea of business etiquette accurately reflects your workforce is to ask them. Anonymized surveys can be particularly helpful in getting real, helpful feedback on etiquette.

Etiquette matters

Business etiquette isn’t the obscure, sprawling set of rules of aristocracy and dated offices. It’s the foundation that allows employees and leaders to collaborate professionally without unfortunate misunderstandings. It also allows your organization to be better represented when dealing with partners, customers, and investors. Learn the norms of your organization’s business etiquette, and you’ll be a better collaborator. Learn how to adapt etiquette to a modern, inclusive workplace, and you’ll get the best collaborators in your industry.