36 Office Etiquette Rules to Follow for a Better Workplace

Maintaining proper office etiquette is essential for fostering a respectful and productive work environment. However, certain behaviours can disrupt workflow, create tension, and damage professional relationships. Here are 36 common office etiquette mistakes you should avoid.

General Workplace Behaviour

1. Don’t ignore your colleagues—greet them politely each day. A simple "good morning" can set a positive tone for the day. Ignoring co-workers can make you appear unapproachable and unfriendly, which may hinder collaboration and teamwork.
2. Avoid using a rude or dismissive tone when speaking to co-workers. Even if you're busy or stressed, being short with colleagues can create tension. Practicing patience and kindness helps build a more harmonious workplace.
3. Don’t speak too loudly in the office or on calls. Loud conversations can be disruptive and make it difficult for others to focus. Be mindful of your volume, especially in open-plan offices.
4. Never gossip about colleagues—it creates a toxic work environment. Spreading rumours can damage trust and morale. If you have concerns, address them professionally or speak with management instead.
5. Avoid invading personal space; respect others' boundaries. Standing too close or touching a colleague without consent can make them uncomfortable. Be mindful of personal space, especially in shared work areas.

Communication Etiquette

1. Don’t send emails without proofreading for errors. Typos and poor grammar can make you appear unprofessional. Take a few moments to review your message before hitting send.
2. Avoid using unprofessional or overly casual language in work communications. While some workplaces have a relaxed culture, always maintain a level of professionalism in emails and chats.
3. Don’t ignore work emails or messages—respond in a timely manner. Ignoring emails can slow down projects and frustrate co-workers. Even a quick acknowledgment can show that you're engaged and responsible.
4. Avoid excessive emojis and slang in professional emails. While a smiley face may occasionally be appropriate, overusing emojis or informal language can make you seem unprofessional.
5. Don’t dominate meetings or go off-topic unnecessarily. Meetings should be efficient and focused. Respect others' time by keeping discussions relevant and concise.

Desk and Shared Spaces

1. Don’t leave your workspace messy and disorganised. A cluttered office desk can make you seem unprofessional and distract you from your tasks. Keeping it tidy shows respect for the workspace.
2. Avoid eating strong-smelling food at your desk. Certain foods can create unpleasant odours that disturb your co-workers. If possible, eat in a designated break area.
3. Don’t leave dirty dishes in shared office spaces. No one wants to clean up after others. Always wash your dishes or place them in the dishwasher immediately.
4. Never take the last of the printer paper, coffee, or office supplies without refilling. Leaving a shared resource empty can inconvenience your colleagues. Replenish supplies when needed.
5. Avoid hoarding shared resources—return them after use. Whether it’s a stapler, a charger, or a meeting room, make sure to return it promptly so others can use it.

Time Management & Productivity

1. Don’t show up late for work or meetings. Punctuality shows respect for others’ time. Repeated tardiness can give the impression that you're unreliable.
2. Avoid taking excessively long breaks or disappearing from your desk. While breaks are necessary, extended absences can affect productivity and frustrate colleagues who rely on you.
3. Don’t multitask in meetings—give your full attention. Checking emails or working on other tasks during a meeting can make you seem disengaged. Stay present and contribute actively.
4. Avoid lingering at a co-worker's desk uninvited. Dropping by without notice can be distracting. If you need to speak with someone, send a message first or wait for an appropriate time.
5. Don’t miss deadlines without notifying your team in advance. If you're struggling to meet a deadline, communicate early. Keeping others in the loop helps prevent unnecessary delays.

Virtual & Remote Work Etiquette

1. Don’t forget to mute yourself on video calls when not speaking. Background noise can be distracting for others. Always check that your microphone is muted when you're not talking.
2. Avoid distractions during virtual meetings—stay engaged. It’s easy to multitask during remote calls, but doing so can make you appear uninterested. Give your full attention just as you would in person.
3. Don’t show up to video calls in unprofessional attire. Even when working from home, dressing appropriately shows respect for the meeting and your colleagues.
4. Avoid excessive background noise during remote meetings. If you're in a noisy environment, use headphones or find a quieter space to ensure clear communication.
5. Don’t send long, unclear messages—keep communication concise. Clarity is key when working remotely. Structure your messages well to avoid confusion and unnecessary back-and-forth.

Respecting Diversity & Inclusion

1. Don’t dismiss or ignore cultural differences in the workplace. Respecting diverse perspectives fosters a more inclusive and collaborative environment.
2. Avoid using non-inclusive or offensive language. Be mindful of how your words affect others. Strive to create an inclusive and welcoming workplace.
3. Don’t make assumptions about colleagues’ backgrounds, beliefs, or abilities. Stereotyping can lead to misunderstandings and alienate co-workers. Keep an open mind and get to know people as individuals.
4. Avoid excluding co-workers from conversations or social activities. Everyone deserves to feel included. Be mindful of cliques and make an effort to include others.
5. Don’t disregard someone’s preferred pronouns or name. Using correct pronouns and names is a basic sign of respect. Make an effort to get them right.

Handling Conflict & Professionalism

1. Don’t let workplace conflicts escalate—address issues professionally. Ignoring tensions can make them worse. Address conflicts constructively before they spiral out of control.
2. Avoid raising your voice or arguing in shared office spaces. Loud confrontations create discomfort and disrupt the workplace. Keep disagreements private and professional.
3. Don’t shift blame—take responsibility for your mistakes. Owning up to errors shows maturity and integrity. Admitting faults helps maintain trust and respect.
4. Avoid harsh criticism; offer constructive feedback instead. Negative feedback should be framed in a way that encourages growth rather than discourages effort.
5. Don’t hesitate to seek help from HR or a manager if a conflict arises. If a problem persists, escalate it through the appropriate channels rather than letting it fester.
6. Never treat co-workers, clients, or managers with disrespect. Professionalism and kindness go a long way in building strong work relationships.

Final Thoughts

Office etiquette plays a crucial role in maintaining a harmonious workplace. By avoiding these common mistakes, you can contribute to a positive, professional, and efficient work environment. Small changes in behaviour can make a big difference in fostering respect and collaboration in any office setting.