Professional Etiquette

• Arrive at work, meetings and interviews early to ensure you are present when activities begin.  *Extenuating circumstances may mean that you are late: in these situations, inform the host or your line manager of the situation and at what time you expect to arrive. If you anticipate missing the event, be sure to send apologies and catch up with what you may have missed.

• Get clued up on the university or workplaces absence procedure during your induction, so if you are absent due to sickness, you are aware of the process which ensures relevant staff (particularly your line manager) are informed.

• Many offices now operate a ‘hot desking’ policy, where staff can sit anywhere on any given day.  As a result, be sure to clean and tidy the desk you will use before logging on and after you finish, ensuring any of your belongings are placed in a locker or taken with you by the end of the day. This ensures the person who uses the space after you is welcomed by a clean and organised work environment.
• It can be easy to begin chatting in the office and not realise your colleague behind is in a meeting or is concentrating. Be mindful of this and move any louder conversations away from this area. If you need to ask someone a question but they appear busy, perhaps return when they look free.
• Your employer should allow a lunch break, which can be taken at your desk, in a designated food area or off site. If you are having lunch with a colleague, perhaps move to a quieter area if others are working in the vicinity.

• Listen attentively and take notes during discussions, so you remember the content of the meetings. Studies show that hand-written notes especially boost memory and comprehension!
• Be curious and inquisitive: questioning during discussions is encouraged to progress brainstorming sessions, or when a decision is needed. However, accusing, criticising or arguing should not occur during meetings, or in the office environment generally.
• Possessing a diplomatic approach – having respect and courtesy for those around you is a key tenet of a healthy office environment.  A tip to foster diplomatic relations is listening so you can reflect what someone has said back to them, demonstrating you're understanding their perspective. If you disagree, be sure to use facts to accompany your perspective.
• If you are concerned about the working or communication style of another colleague, or their behaviour, confide in your line manager, or a trusted colleague who can advise you sensibly.

• Being friendly at work is important as it allows you to meet new people, learn about what they do and perhaps collaborate on projects.  Greeting colleagues in the morning regardless of their seniority, responsibilities or background can foster such working relationships.

• If you have a concern about an issue at work, or about a colleague, raise it with your line manager, supervisor or with Human Resources if extenuating circumstances are present. Speaking disrespectfully about colleagues will not solve the issue, nor be tolerated.

• If you wish, do socialise at lunchtime as this can foster improved wellbeing – however, only share personal information which you are comfortable with others knowing, and information which others are comfortable hearing or receiving.

• Organizing and attending work socials can also offer wider networking opportunities and rapport building skills. However, we understand that preference may mean this is not possible – if that is the case, your employer may also have staff networks which host lunch-time socials and events; these networks are often based on protected characteristics. These suggestions aren’t compulsory – the most important thing about lunch is to be able to have a break, so don't feel obliged to socialise!

• It is also important to respect those colleagues who may be reserved, or do not attend these events due to cultural, religious, health or preference reasons. 

• Whilst you are responsible for organising yourself, you should consider the impact of your actions on colleagues and the wider workplace, as you also represent the latter too.

• Using initiative and independence is key at work, however, being a team-player is invaluable to achieving shared goals – being a team player makes you an asset to an organisation!

• If you are struggling to meet deadlines for a reasonable reason, keep your manager or stakeholders informed – they are there to support you if you are unable to get work done on time. It’s also ok to say no if you are at capacity with work; it is always better to be honest rather than underperform and not be able to deliver on expectations. Speaking to your line manager can help here.

• Making mistakes is only human – but it is important to be honest, open and acknowledge them. Moreover, to think about how to mitigate them in future. Don’t be too hard on yourself though – making mistakes is part of how we learn.

• Be proactive – if you have completed a task, ask if anyone needs assistance or offer your help. This shows your eagerness to be involved and will hopefully foster appreciation from the wider team; do ensure you helping is sustainable though!

• Most workplaces have a dress-code; if you are unsure what it is, don’t be afraid to ask. If you can’t find an answer, dress more formally to be on the safe side and when you are at work, gauge what people are wearing.

• Ensure you are resting adequately outside of work to avoid falling asleep at, or en route to work.

• Be sure to proofread your work before submitting to stakeholders, whether internal or external. It might be worth asking a colleague to double check if you are unsure about grammar or spelling.

• Whilst some companies and institutions have different policies on using Artificial Intelligence (AI) at work, it is better to not rely on AI to make notes as there can be a degree of inaccuracy. Do check with your work experience provider for their view on this though, as sectors may endorse using AI e.g. in software engineering or graphic design.

• Don't misuse office resources – only take what you need and if you’re not sure, find out the process for requesting resources.

• Of course, emergencies happen and you may need to pick one up via your phone in the office. However, don’t make a habit of scrolling, taking calls or watching videos unless you’re on your break. Be sure to keep the volume to yourself, preferably through earphones or headphones.

• It is recommended that employees take breaks every hour for 5-10 minutes rather than every few hours for a short amount of time, to ensure repetitive joint and eye strain are prevented. Moreover, for improved clarity and mental wellbeing. You may want to have some water, do some stretches or some breathing exercises during these mini breaks (not compulsory though).

• It might be worth looking into self-regulation techniques and using these tools in spaces you need to do them.

• Respect colleagues’ boundaries – this includes physical and emotional boundaries. For example, do not engage in physical contact (hugging, touching or too much eye contact), or prying/asking personal questions if you do not have that relationship. 

Interview etiquette is not just about how you behave during the interview; it begins with thorough preparation. After submitting a strong application and receiving an interview invitation, you should:

• Respond promptly to the interview invite. If you require any reasonable adjustments, now is the time to communicate them. Some guidance follows: Recruitment and disabled people: Reasonable adjustments - GOV.UK
• Review the job description carefully and save a copy for reference.
• Identify your key skills and competencies required for the role and prepare examples using the STAR method (Situation, Task, Action, Result).
• Prepare for any interview exercises, or presentations.
• Double-check the details: confirm the location, time, and format (in-person, online, or phone), and aim to arrive at least 15-20 minutes early. Maybe test your route if its further afield. 
• Plan time to relax before the interview—avoid last-minute stress by preparing the evening or morning before.

• Dress appropriately for the organisation’s culture; when in doubt, choose a more formal option.
• Be punctual: arriving early shows your time management skills and professionalism. Arriving late will not be accepted as ok, unless there are extenuating circumstances which you’ve informed the company about!
• Show enthusiasm and interest in the role and organisation—ask thoughtful questions at the end pertaining to the company and/or the role.
• If you are doing an assessment centre (online or in-person) do not leave abruptly.  If you wish to discontinue the assessment or interview, let someone know before or immediately after via email if there is no option to online.
• Maintain positive body language: sit upright and keep gestures natural.
• Avoid chewing gum and yawning when being interviewed.
• Avoid distractions: silence your phone and focus on the conversation.
• Thank the interviewer at the end and express appreciation for the opportunity.
• If you do not wish to attend an interview or assessment centre, notify the talent acquisition or relevant HR recruiter in good time.
• If you have been made an offer of employment for any role (from entry level, placement, internship or graduate scheme) and do not wish to accept, ensure you have notified the recruiter of your decision.  This is as recruiters spent considerable resources (time, money and energy) during hiring processes. ‘Ghosting’ a company after their  issuing an offer means the role cannot be re-advertised to other suitable candidates in good time.