Protocol and Etiquette Training Outline
Learn Why
It is often easier to follow a protocol or etiquette if you understand the reasons behind it. This is true for particular protocols like the chain of commands. The hierarchy of a worker's role in the company and to whom he or she will report is called the chain of command. When situations arise, it is important to keep in mind the chain of command so that the proper workers can file the necessary paperwork and inform their superiors. The situation will then be addressed appropriately. Why do we need to have a chain of command? The worker who first finds the problem should respond immediately so it doesn't take too long to get to the managers. It is possible for lower-level workers to respond incorrectly and cause a larger problem than what they have solved. The company can make better decisions by moving up the hierarchy of command. This is because the workers will reach out to their superiors and make democratic, hierarchical decisions. Understanding the logic behind protocols and etiquette is crucial so that workers don't stray too far from the rules.
Be specific
Sometimes, a protocol you have established can be misinterpreted by your team. This can be prevented by providing clear details and precise information. When referring to protocols or etiquettes, it should be a rule that is specific. It is a good idea to read the rules you are writing and consider how it can be interpreted. One example: I might create a rule requiring that "decent clothes" be worn in the company dress codes. This wording has a problem because the definition of "decent", while it is vague, is perfectly acceptable. I could wear anything indecent to work and still say that the dress code said "decent clothes" but didn't specify what "decent" meant. We can provide examples of what is acceptable and unacceptable to wear to work. Spaghetti straps and sleeveless tops are examples of unacceptable attire for work. For example, long-sleeved blouses, polo shirts and dark slacks might be examples of what you should wear to work. Workers will not be able to misunderstand or find loopholes in the office's protocols and etiquette if they are given clear instructions.
Be sensitive
Remember that when you set protocol and etiquette, you are dealing directly with humans. They will often make mistakes, regardless of the intent of protocol and ethics. It is crucial that the person who found the error handles it with care and compassion. It is important to not, under any circumstances, call out an individual for failing to adhere to protocol or etiquette. This is unprofessional and disrespectful. In the hope that he will remember, the second worst response is to say nothing and do nothing. Although he might not be able to blame you for not speaking up about it, as anyone could have seen, he would still prefer that someone tell him. It is appropriate to inform him, but gently and discreetly. This will allow him to follow company protocol and also help him to address the problem. This will not only help the team member to follow company etiquette but also create a sense of care and concern. It is important to use tactfulness and avoid creating more problems than you intend to solve when dealing with members of your team. Participants learn to be more sensitive towards co-workers.
