Knowing your limits

A LACK of common courtesy and consideration in the office creates a hostile work environment that can be very costly to a company in employee turnover, absenteeism, lost business, lack of productivity and employee stress and frustration. Conflicts arise among co-workers over seemingly minor matters that can build on one another and cause a combustible atmosphere. Co-worker courtesy takes little time and costs nothing, but it can do a great deal to making our lives at work more pleasurable and productive. And, positive work relations are the leading factor in employees remaining with a particular company according to a recent survey. In the next few columns, your co-worker concerns and conflicts will be addressed in the hope that we can contribute to the harmony and productivity of your workplace.

Dear Hilka,

How can I get one of my co-workers to stop loitering around my desk without causing conflict with this person? I find his behaviour very distracting and it prevents me from getting my work done. It is especially annoying when he reads my computer screen over my shoulder or sits by my desk while I am on a telephone call. It takes all my effort to remain civil!

Driven to Distraction

Dear Driven,

Desk loiterers who distract us from our work are one of the most common irritants in an office. And, they never seem to take the hint when you try to ignore them.

When your loiterer arrives, discreetly click on the icon to bring up your desktop or your screensaver to camouflage your work from his prying eyes, then greet the intruder and ask how you can help him. Sometimes loiterers do have a legitimate reason for dropping by your office, so it is never wise to jump to conclusions. If he has no real reason for being there, offer to see him during your break or at lunch, then inform him that you must get back to work.

If he persists, the most effective way to get him out of your office is to actually stand up as you carry on the conversation, take him by the elbow if necessary, and escort him to the door, the coffee machine, or the office copier before thanking him for stopping by and making your excuses. Do this often enough, and he may eventually realise that loitering around your desk is a waste of his time.

When a desk loiterer insists on eavesdropping on your telephone calls, ask the caller to let you put him on hold while you see someone out. Then, thank the loiterer for dropping by or suggest you will stop by to see him when you have finished.

If your loiterer is particularly persistent, you may have to be firm with him and explain that you do not appreciate the interruptions. You can be firm and still be civil, provided you deal with this loiterer before you really are driven to distraction. While it is important to keep the workplace harmonious, your first priority at work is to the job and to your boss.

Dear Hilka,

One of the sales representatives in our office hasn't learned that one does not need to shout to be heard over the telephone lines. His booming voice makes it very difficult for the rest of us to think let alone conduct our business over the telephone, especially when he uses a speakerphone. At times it is even embarrassing when he has personal conversations to which we are all privy. Since he is one of your fans, would you please give some advice in the hope that he will read it?

Ringing Eardrums

Dear Ringing,

Explain to your salesman that he can be heard across the room and, since you are certain he values his privacy as well as that of the people he is speaking to, he may want to turn down his volume a bit.

Modulating one's voice is a basic aspect of proper telephone usage. Not only is a raised voice distracting to all those in the vicinity, it is also an irritant to the person at the other end of the telephone line who is probably holding the receiver at arms length because the telephone receiver magnifies sound. The person at the other end of the line would most likely also be distressed to learn that others are privy to the call, especially when it is of a personal nature.

The ideal telephone voice is well modulated and a level quieter than that used in normal conversation. Posture rather than volume give the voice energy. Avoid slouching over the desk or leaning back in the chair. In fact, standing rather than sitting while talking on the telephone can improve the energy level of the voice. Smiling while talking also improves the tone. It is a good idea to remember that a caller can hear the expression that is visible on your face.

Dear Hilka,

My colleague at the desk next to me never takes lunch. Instead, he eats at his desk all day long. While I don't have a problem with this, I do object to the smells and to the mess that surrounds him. Don't you agree that he should eat away from his desk or, at the very least, refrain from eating smelly foods, and that he should clean up after himself?

Infringed Upon

Dear Infringed,

Desk dining is not the healthiest way to eat, yet more and more people do it these days. People dine at their desks for a number of reasons - time constraints, an excessive workload, nervousness, a lack of in-house eating facilities, economy, or a dislike of eating alone. Knowing why your desk neighbour eats at his desk might provide you with a solution to get him to eat elsewhere, thereby eliminating both the odour and the litter problems.

Desk diners should always make a point of bringing in foods that would not offend others in their vicinity. We intrude on another person's space not just with our physical proximity, but also with smells whether they be the fragrance we wear or the foods we eat. When in doubt, always keep any smells to a minimum. Then, desk diners should dispose of any refuse in a closed container away from the work environment to prevent lingering odours. Cleaning up after oneself is essential, too, not just to keep the appearance of the workplace more attractive and professional, but also to control insect and rodent problems.

Consider inviting your desk diner to join you in the cafeteria or at a restaurant. If economy is the issue, suggest taking your lunch to the park. If workload keeps him glued to his desk, is there something you can do to help out? If not, remind him that he will probably be more productive for the remainder of the day for having taken a break away from his desk. If you can't get the person out of the office, try to refrain from spraying room deodorizer or from shouting comments like, "What is that disgusting, smelly thing you're eating?" Instead, explain in private that you are bothered by the smells and would appreciate him bringing in something blander and cleaning up after himself.

Best wishes,

HILKA KLINKENBERG

e-mail: hilka-hindu@hotmail.com

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