In-office etiquette and communication policy 

SOP Number: YES00040 
Effective Date:  11/27/2024 
Revision Date:  11/27/2024 
Owner:  HR 
Review Frequency: [Quarterly] 
 
 

 

Responsibilities 

List the roles and their responsibilities for this procedure. Be specific about who is responsible for each part of the process. 

1. Role 1: Recruiter  

2. Role 2: Account Manager  

Definitions 

Provide definitions for any terms or acronyms used in this SOP that may not be commonly understood. 

Procedure Steps 

Your Employment Solutions strives to create a respectful, professional, and collaborative work 

environment. To promote positivity and productivity, we expect all employees to follow these guidelines 

regarding appropriate in-office conversations and communication: 

CONVERSATIONS 

 Avoid topics that could be considered as harassment or discrimination. Topics involving politics, 

religion, or explicit/offensive language can lead to creating a hostile work environment. 

 Use respectful and professional language. Expressions of intolerance or disgust surrounding 

protected classes should be reported to your manager or HR for considered disciplinary action. 

 Refrain from using profanity or vulgar language. 

 Be mindful of volume and your audience. Loud conversations can be distracting to coworkers 

and can be overheard by applicants. 

 Do not participate in speculation about other employees, this can create a distrustful 

environment amongst the team. 

 In the event a co-worker does confide in you about something, expect and maintain 

confidentiality. Do not share other employees' personal information that they have shared with 

you without their consent. Encourage them to contact their manager or HR if urgent or 

necessary. 

 Keep non-work-related conversations outside of work hours. 

RESPECT FOR COWORKERS 

 Give co-workers the time to complete phone calls without interruption. 

 Recognize the time and effort given when transferring knowledge of an account to you. Take 

notes and refer to those notes or do your own research when a question presents itself 

regarding this new client. 

 Respect others' personal space and privacy. Do not enter offices or workspaces without 

permission. 

 Address coworkers appropriately by their names or professional titles. Nicknames should only 

be used if appropriate and given permission by the employee. 

 Form your own opinion about a matter and do not let yourself be guided by other people’s 

assumptions that can cause more gossip and harm. 

MEETINGS 

 Arrive promptly and mute phones/devices before meetings start. 

 Be courteous to your co-workers who are in a 1-1 meeting and refrain from interrupting or 

eavesdropping. 

 Avoid side conversations and stay focused on meeting agenda items. 

 Allow others time to share ideas without interruption. 

 Consider the urgency of a topic if interrupting a meeting. If it can wait until a meeting is 

completed, give that respect to your team members. 

IN OFFICE ETIQUETTE AND COMMUNICATION POLICY AFELCIANO | LAST REVIEWED: 01/08/2024IN-OFFICE ETIQUETTE AND COMMUNICATION POLICY 

DISCUSSIONS WITH CLIENTS AND CUSTOMERS 

 Maintain professionalism in your communications to customers and clients. Positivity can go a 

long way. 

 Keep personal devices muted and away from view. Ensure our customers are getting your full 

attention when you are meeting with them. 

 Provide prompt and thoughtful responses to inquiries. If you don’t know the answer right away 

professionally request they give you time to research. 

 Maintain confidentiality standards. 

OFFICE TASKS 

 Assist with phone calls and answering Sense messages whenever time permits. 

 Resist using your personal phone during down time, reach out to your team to see what help 

you can provide them. 

 In down time, review your KPIs and office/company critical issues and see how you can work on 

any personal goals you have, or what benefit you can help provide to drive any company 

movement forward. 

We appreciate your willingness to help our office to be an awesome place to work!! This new policy will 

help ensure that all employees feel comfortable while at work and that YES is maintaining a positive and 

supportive work environment. Employees who violate our etiquette guidelines may be subject to 

disciplinary action, up to and including termination. 

This policy is not intended to and should not be interpreted to prohibit employees from discussing the 

terms and conditions of their employment if they so choose. Should any employee feel they are being 

subject to or a witness to any sort of discrimination, they should bring it to the attention of their 

immediate supervisor, department manager, the HR director, or any other member of management 

with whom they feel comfortable bringing such a complaint as soon as possible. 

 

Guidelines and Best Practices {OPTIONAL} 

Offer any additional guidelines, tips, or best practices to help with successful execution of this SOP. 

Approval and Revision History 

Version	Date	Approved By	Changes Made
1.0	11/27/2024	IT , ML	Initial Creation

Contact Information 

For questions or support related to this SOP, contact: 
Role/Department: HR 
Email: [email protected] 
Extension: 117