Description of Office Procedures


In an office environment it is important to always maintain a professional demeanor. Punctually is essential and every attempt should be made to arrive on time. Unless you are expecting an important call, cell phones should be turned off or set on vibrate so as not to disrupt the office. Dress in the proper attire for the type of business conducted. For example wearing jeans in a professional office environment would be considered inappropriate, but jeans may be acceptable attire in a construction office.

Customer Service

  • One of the most important factors in office procedures is how customers are treated when they phone or visit the office.

    When dealing with customers in person it is a good idea to greet the person with a smile and be attentive to their needs. If a customer comes in with a complaint listen attentively but don't become defensive, confrontational or get upset, it will only serve to escalate the situation. Show genuine concern though facial expression or body language, when a customer complains. If the customer is ranting, allow them to rant--don't try to stop them or talk over them. Once they have voiced their complaint, calmly respond by telling them what you plan to do to help them or to whom you will refer them and how that person will be able to assist in resolving the problem.

Telephone Etiquette

  • Because the person on the other end of the line can't see you, phones should be answered in an upbeat manner. The person on the other end should be able to hear the "smile" in your voice. Always answer incoming calls with the name of the company taking care to enunciate the name of the company so that it is understandable. Sometimes it is necessary to screen calls before forwarding them to the recipient. Make every attempt to get the person's name right. Keep a notepad handy to write down the caller's name in case of interruptions or the recipient does not answer and the call is bounced back. This will make it possible to address the caller directly.

Interaction with Other Employees

  • It is never a good idea to discuss personal issues with other employees or get involved in office gossip. Politics and religion should be avoided as topics of office conversation.

    Always be respectful when addressing other employees. A good rule-of-thumb is if the person you are addressing is a subordinate it's OK to address them by their first name, but a supervisor or manager should be addressed as Mr. or Ms. unless they ask to be addressed by their first name.


  • The work area should always be clean, neat and organized. If you are out sick or away from the office for any reason, someone may have to retrieve information from your desk and should not have to "rummage" through everything in your work area to find what they are looking for. It is also important not to keep personal items in or on your desk because someone my accidentally "stumble" upon something you don't want to become public.

Attention to Detail

  • If the work requires several steps to complete, it's a good idea to make a checklist and check off each item as it is completed. No matter what duties are assigned close attention to detail is crucial to doing a good job.

    If document creation is a part of the job, make sure to run a spell and grammar check on each document. Whatever the job requires, it is always a good idea to double-check the work before turning it in.


Promoted By Zergnet


You May Also Like

  • General Office Practices & Procedures

    Knowing and practicing good office etiquette has become more important as quarters have become... General Surgery Office Procedures. General Surgery Office Procedures.

  • Examples of Norms for Office Procedures

    Office procedures are the accepted standard for doing business within a specific ... The Job Description for a Compliance Officer

  • Medical Office Policies & Procedures

    Whether it's a new office or an existing one, a review of policies and procedures should be a ... Contemporary Medical Office...

  • Cash Office Procedures

    Cash Office Procedures. A cash office is responsible for handling cash, checks or ... Office Coordinator Job Description. An office coordinator will...

  • How to Write an Office Procedures Manual

    How to Write an Office Procedures Manual. From time to time, workers may need to refresh ... Make a list of all...

  • Front Office Procedures

    Office procedures are important if you want to run things smoothly in a professional environment, whether it is a legal firm, doctor's......

  • Construction Site Attire Rules

    Workers and visitors on construction sites must wear the proper attire. This is required primarily for safety issues. Workers on job sites...

  • How to Stop Employees From Using Their Cell Phones at Work

    ... however, cell phone usage can disrupt the ... and review any complaints the human resources ... How to Stop Excessive Personal...

  • Office Operating Procedures

    Written office procedures help business run smoothly and more efficiently. Basic procedures outline the front-office practices: the procedures, who performs them and...

  • Phone Call Procedures in a Medical Office

    Phone Call Procedures in a Medical Office. Telephone calls are a vital means of communication for a ... If his records will...

  • Office Safety Topics

    Office Safety Topics. Safety on the job is important no matter where you work, and office ... Office Safety Procedures. Establishing a...

Related Searches

Read Article

Are You Really Getting A Deal From Discount Stores?

Is DIY in your DNA? Become part of our maker community.
Submit Your Work!