WORKPLACE ETIQUETTE CONTINUED: RESPECT IN AN OPEN-PLAN OFFICE
Open-plan offices are a common design of the modern workplace that encourages face-to-face collaboration between employees and allows people to work within a shared space with ease of access to each other. Due to the lack of barriers between workstations, or separate teams that closed offices embody, open-plan offices are noted to be a space that encourages creativity and open conversation, while simultaneously creating distractions and a lack of privacy for employees.
When working in an open-plan office environment, it is important to respect one’s colleagues by being mindful of one’s work habits, communication practices, and general activity around the office that may affect those they work with.
Although seemingly simple, fostering respect within an open-plan environment may not be straightforward. Here are some tips to help create a respectful open-office working environment:
Be mindful during phone calls. Being in an open-plan office means that your colleagues will always have access to your end of a phone call. It is important to be mindful of the volume of your voice and the content you discuss in an open concept. Try to maintain a low enough projection that allows the person on the other end of the phone call to hear you, and keeps you from distracting those within earshot in the office. Pay attention to the content of your phone conversations. If you are discussing sensitive topics, take your call in a conference or meeting room, or use your company mobile phone to have the conversation in a more private place.
On the other hand, if your colleague is on a phone call do not listen to more than is expected from an open-plan concept. Employ techniques to block out conversations that may work for you. This may include reading your work while muttering under your breath to concentrate more fully on it, plugging in earphones or earbuds to block out sounds, or simply giving a friendly signal to your colleague that reminds them to lower their voice if it gets too loud.
Respect others' privacy when walking around. Your position in an open-plan office may inadvertently give you access to viewing your colleagues' computer screens as you walk past or turn your chair around. Be sure to avert your eyes and draw attention to all concerned as you walk past an open screen so they can shield confidential information. The same applies to paperwork on someone else's desk. Avoid the temptation to rifle through it if you are not meant to access it.
Do not share information without authorisation. If you find yourself unintentionally furnished with information not meant for you, Mum’s the word. There is no reason to share it with others. Instead, keep the information to yourself and do not act on it unless required. If the information requires attention, discuss it with your line manager, or a supervisor in charge who will take the appropriate action.
Acknowledge colleagues from different departments. As people walk into the office at the beginning of the day, it is polite to greet them when they walk past to their workstations. Acknowledging them as they leave at the end of the day is also important. If you notice that someone is headed in your direction and you make eye contact with them, give them a polite smile or another form of appropriate acknowledgement. This helps to foster the collaborative environment that forms the basis of the open-plan office environment.
As we work in open-plan office environments, respect for our colleagues and others who access our space is of paramount importance. Keeping our eyes averted from others' screens, being mindful of our tone when on the phone, maintaining the confidentiality of sensitive information, and acknowledging those we share the space with are some of the ways in which we can show respect for each other and foster a positive company culture
