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Jay Remer

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Office etiquette is a big topic and an important part of the efficiency and atmosphere of our busy work days. I recently received the following e-mail from a gentleman in the northern part of the province.

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Good morning Mr. Remer,

As I look forward each Saturday to your column, it occurs to me that perhaps, with your training and experience, you might be able to solve an office conundrum. It's not exactly driving me crazy, but is putting me on that path. I am from the typewriter age and put effort into my correspondence in respect of the recipient's intelligence and accuracy requirements. Alas, within our company are two secretaries who clearly have grown up in the instant message age, where acronyms are common and spelling, grammar, etc., are not. I have tried being humorous, returning notes that are horribly misspelled or grammatically incorrect. I have also tried low-level teasing, with no change whatsoever. Would you have any suggestions as to corrective methods, short of calling them illiterate? Thanks, Dwayne.

Good morning Dwayne,

I understand your dilemma. I would handle this by reminding them that clients do not appreciate misspellings and incorrect grammar. They should never send a memo or any correspondence without using spellcheck and grammarcheck first.

They are probably aware they can't spell and simply don't care. Such an attitude has been known to cost people their jobs. I have no idea what your position is relative to theirs, but whoever their supervisor is should know how to handle this. Regards, Jay Remer

This is just one of many annoying practices that has evolved in today's fast-paced business world. Good communication is very important. Just because we can send messages around the globe at warp speed doesn't mean any less care should go into crafting their content. Most computers have spelling and grammarcheck options. Use them all the time but remember if a word is spelled correctly, spellcheck accepts it; spellcheck does not put in the intended word. If you are sending an important document, have another set of eyes check it.

Carefully select your mode of communication when sending a message. E-mails are fast and efficient and work well in most cases but a letter in the mail is likely to get more attention as well as providing the receiver with something to refer back to and to file. A handwritten letter receives the most attention and should be reserved for personal and thank you notes.

In many instances, cubicles have replaced offices. Because the new spaces are not enclosed, the conversations one has with clients or colleagues can be overheard. Respect for one another's space is so important in these instances. If you are having a conversation that should be confidential, make sure you have it in a private office with the door closed. Hearing only a snippet of a private conversation can set off rumours around the water cooler. But keep in mind, too, that the noise from conversations, much like the news bulletins coming from a colleague's computer, are annoying to listen to. It is distracting and a source of stress. In a word, it is rude.

Speaking in a loud voice on a cell phone is also very distracting. I notice this in offices, in airports and while walking down the street. I am not interested in the details of one's private life, nor am I interested in listening to how authoritative one is or is going to be the next time so-and-so steps out of line. I am less interested in one's views on politics and religion. But since the introduction of cell phones many people seem to think we all want to share in their personal stories. Guess what? We don't. Speaking in public about private matters is a symptom of one's insecurity and complete lack of consideration for others. The sooner we practice respectful ways of communicating, the sooner they become habits and the sooner the office will become a more productive and stress-free environment.

Jay Remer is certified by the Protocol School of Washington as a consultant for corporate etiquette and international protocol. He lives in St. Andrews. E-mail your etiquette questions to jay@etiquetteguy.com and visit his website at www.etiquetteguy.com.