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Manners at Office PLUS

  1. Manners at Office a presentation at BPATC Syed Masud Mahmood Khundoker Additional Foreign Secretary MOFA 24 / 02 / 2022
  2. the presentation Plan Part – I :: Opening Remarks -  Importance of Manners/Code of Conduct at Office  Some Pre-requisites Part – II :: Manners -  Personal imperatives  Office imperatives  Work imperatives  Meeting imperatives Part – III :: Gender Sensitivity -  Definition & Types  Language practices Part – IV :: Q & A
  3. What is Manners at Office again it’s Common Sense! Acceptable Social Norms!
  4. Office Manners WHY WE NEED TO OBSERVE ….. Moral Aspects :: • We must respect and practise Human Values; • We provide services to public – we’re CIVIL Servants; • Common people look for ‘ideals’ in public servants; • We represent …. .. . • We care about Progeny; etc. Obligatory :: • Conduct & Discipline rules [ of Bangladesh ] • UN and IOs follow certain norms that are well accepted across the globe [ ILO Convention ] • Maintain office decorum
  5. Office Manners Some Pre-requisites • Sincerity, Honesty, Patriotism, Values of Liberation(’71); • Know your duty, responsibility and entitlements; • Remember that you are acting on behalf of 16cr people; • Remember you represent GoB; • Patience – it is gentleman’s norms; • Common Sense – sharpen it !
  6. Office Manners Personal • Follow Dress Code • No sounds while walking; No mannerism: • No cross-legged sitting • No loud voice in conversation; mind your sound bites • Be specially respectful to your lady colleagues - junior or senior; • Don't cut jokes everywhere,mind your language; • No excessive loyalty - maintain your own dignity; • Must follow certain norms in dealing with your ‘friend’ who is now your ‘colleague’ Q: Is personal ‘appearance’ part of office manners ?
  7. Office Manners Office maintenance • Arrange your Table - Chair and Sofa according to the room lay-out • Keep your office tidy and encourage your staff members to do so • No towel on chair, no flashy items on the table and in the room • Appropriate maintenance and use of Govt properties • Be attentive to security measures • Are you serving teas to your guests ? - engage the staff in maintaining norms & etiquette • Your 'wash room' reveals your sense of civility
  8. Office Manners At work • Be timely in office • Be courteous and respectful in dealing with people including office staff • Observe Telephone manners • Avoid siting or standing crossed-legs • Listen to staff / junior with adequate attention lest they feel neglected • Don't gossip with staff members, however inquire sometimes about their well being; treat them sometimes with tea /snacks. • Appreciate any good work.
  9. Office Manners At work (contd.) • Meet Seniors periodically • Do not hesitate to say 'sir' to others; exchange greetings • Nurture Team Work spirit • Observe administrative discipline and chain of command • Some times a Request comes in the form of Order -don't feel offended ! • Seek permission if you're leaving office early, or going out for a long while • Follow up /feed back is always important
  10. Office Manners Meeting • Attend timely, if possible a bit early so that you can interact with others ahead of the meeting; • Occupy the designated seat, • Intervene appropriately with approval of the chair • Don't show your 'superiority' in understanding the subject -put forward your opinion / observation with all humbleness/humility • Listen attentively to what others say • Don't argue with seniors / colleagues and, Don't suppress/reject right way any opinion of anyone particularly juniors • If you're referring to any particular person, address appropriately
  11. Office Manners Meeting (contd.) • There are many • ‘ways’ • to say • ‘NO’
  12. Office Manners Courtesies …. • How to exchange Business/Visiting Card …. ?? • What about exchange of Gift …. ?? • What are the courtesies on Welcoming a Guest / Colleague …. ??
  13. Office Manners Gender Sensibility at Work
  14. ILO guidelines June 2019, the Centenary Conference of the International Labour Organization (ILO) adopted the Violence and Harassment Convention (No.190) and its accompanying Recommendation (No. 206).  Definition:: Sexual harassment is unwelcome conduct of a sexual nature which makes a person feel offended, humiliated and/or intimidated. It includes situations (i) where a person is asked to engage in sexual activity as a condition of employment, and (ii) which create an environment which is hostile, intimidating or humiliating for the recipient.  Sexual harassment incidents//actions may be Physical, Verbal and Non-verbal, that include but not limited to : i. Physical conduct – Unwelcome physical contact including patting, pinching, stroking, kissing, hugging, fondling, or inappropriate touching Physical violence, including sexual assault Physical contact, e.g. touching, pinching The use of job-related threats or rewards to solicit sexual favours .
  15. ILO guidelines (contd…)  [Sexual harassment incidents//actions may be Physical, Verbal and Non-verbal, that include but not limited to:] ii. Verbal conduct – Comments on a worker’s appearance, age, private life, etc. Sexual comments, stories and jokes Repeated and unwanted social invitations for dates or physical intimacy Insults based on the sex of the worker Condescending or paternalistic remarks Sending sexually explicit messages (by phone or by email) iii. Non-verbal conduct – Display of sexually explicit or suggestive material Sexually-suggestive gestures Whistling Leering
  16. Gender Sensibility : mind your language !  Practice gender inclusive language (avoid gender-biased expressions) . Discriminatory examples - • “She throws/runs/fights like a girl.” • “In a manly way.” • “Oh, that’s women’s work.” • “Thank you to the ladies for making the room more beautiful.” • “Men just don’t understand.” Some more examples : biased expressions Inclusive expressions Guests are cordially invited to attend with their wives. Guests are cordially invited to attend with their partners / spouses Fathers babysit their children. Fathers care for their children. Before submitting your document, send it to the focal point for his/her review; he/she will return it to you with comments. Before submitting your document, send it to the focal point for their review; they will return it to you with comments.
  17. Gender neutral/inclusive language Less inclusive More inclusive Plans to outsource some 19 services have not proceeded at the anticipated pace, as there aresignificant manpower shortages.” “Plans to outsource some 19 services have not proceeded at the anticipated pace, as there are significant staffing shortages.” Use neutral word A staff member in Antarctica earns less than he would in New York.” “A staff member in Antarctica earns less than one in New York.” Use neutral word If a complainant is not satisfied with the board’s decision, he can ask for a rehearing.” “A complainant who is not satisfied with the board’s decision can ask for a rehearing.” Use relative pronoun ‘Mankind’ “Humankind”; “humanity”; “human race” Neutral word ‘Man-made’ “Artificial”; “human-caused” A substitute judge must certify that he has familiarized himself with the record of the proceedings.” “Substitute judges must certify that they have familiarized themselves with the record of the proceedings.” Use plural antecede nts A person must reside continuously in the Territory for 20 years before he may apply for permanent residence.” “A person must reside continuously in the Territory for 20 years before applying for permanent residence.” Omit gendered word The author of a communication must have direct and reliable evidence of the situation he is describing.” “The author of a communication must have direct and reliable evidence of the situation being described.” Use passive
  18. Gender Sensibility (contd..) How do I know if I am using discriminatory language?  Reverse the gender : Would reversing the designation or the term from masculine to feminine or vice versa change the meaning or emphasis of the sentence? Would it make the sentence sound odd? Examples: • “Women should not seek out leadership positions.” • “Men cannot do two things at the same time.”
  19. end of slide show ………… Q? THANK YOU
  20. some DOs and DON’Ts  Don’t compliment a lady’s dress or looks at office. These comments, even though expressed sincerely, are easily misunderstood in the workplace. Instead, compliment her work on a project or her positive attitude.  Don’t pull out a chair for her at the conference table. In a social setting it’s appropriate for a man to seat the woman to his right, for example, at the restaurant table. But professional women don’t expect their male associates to seat them in a business meeting or business meal.  Do hold a door, especially if her hands are full. But again, everything in business is considered ‘gender neutral. So, often a woman is okay opening the door herself if she reaches it before you do. An exception to this is if the woman is your boss. It is then appropriate for you to step quickly ahead as you approach the door to open it for her. (And, it’s proper etiquette to do the same for a male boss.)  Don’t go for a hug with her, unless you’re expressing condolences. It’s better to give a 2- handed handshake. And if you do hug, make it a side hug rather than a front hug.