Office Etiquette for Students
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Telephone Etiquette
The rules governing office etiquette with student workers aren't necessarily documented in any
procedure manual – they tend to boil down to common sense and courtesy. But
as the college workplace becomes busier and more pressured, these guidelines are
more apt to fall by the wayside as we try to find time to advise our student
workers. Here are some tips to keep in mind when
supervising students that may help:
 The students must treat everyone
that comes into the office with respect and dignity, from the
college president to the freshman student. Never permit the student to
engage in any actions that may embarrass people, your department or let
them make others feel uncomfortable in any way. Office manners are
very important. Click
here
to view more office manner examples.
Don't permit public
criticism or arguments. If the student disagrees with an
assignment or position you have taken, they should bring it up during a
staff meeting or request a private meeting where they can ask for
clarification and express their concerns. You will then be able to
explain to the student why you have taken such an action in a calm, friendly
environment.
On occasion, be sensitive to the
students' need for privacy if it is office related. For
example: If you come into their cubicle and he or she receives a phone call,
offer to excuse yourself.
It is very important that the
students learn how to address people on the phone. In
addition they need to know all the workings of the phone system especially
if they are going to be stationed in the outer office where most of the
calls arrive. Click here for more Phone Etiquette.
Don't permit cell phone
calls in the office environment. Let them make their calls outside the
office on their breaks. Click
here for information about telephone
etiquette.
Make sure students do not
read materials, such as faxes, that are not addressed to them.
Make sure they have been
trained properly and understand the office procedures you have.
It is also very important that they are clear about what their
responsibilities are. Attempt to keep them busy.
Make sure they understand how
important it is that every call and e-mail is returned within 24
hours. That means it is imperative they get the messages to
the faculty/staff that it was sent to. Make sure they print legibly
when writing messages and they know where the messages are to be left.
Make sure the students understand
this is a real job and they are expected to work the days they
are scheduled and are to arrive on time.
There are many more rules of office etiquette – the list is endless and will
continue to evolve as new technologies develop and protocols for using them
are established.
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