The complete guide to professionalism at work

The way you present yourself, your attitude, and the way you communicate with others demonstrate professionalism — or a lack thereof.  Professionalism establishes a behavioral framework for a job and helps you build credibility and trust. The payoff? Workers who are considered professional and are more likely to unlock new career opportunities. 

 

In short, when you expect to be in the presence of a co-worker, you should look and act the part: Be on time, be courteous, and be prepared. 

Professional email writing

 

When it comes to emails, you don’t write to clients, co-workers, or managers in the same way you would to friends. Avoid slang and texting abbreviations like LOL or JK.  If you are unsure of how formal email communications with clients should be when starting a new role, ask your colleagues or manager. In some companies, it may be acceptable to address a client by their first name in an email; in others, it’s more appropriate to use a salutation and surname combination (e.g., Dr. Xavier).

 

Professional behavior in meetings

 

Dominating a meeting with your input can come across as immature or oblivious, while remaining silent could make you seem scared or apathetic. The key is balance. Participating in meetings demonstrates drive and confidence. Arrive to meetings prepared, and actively listen to the conversation, rather than just waiting for your turn to talk. If someone else has already mentioned an idea that aligns with a proposal you want to make, be sure to acknowledge what that colleague has already said.

 

Workplace etiquette for conflicts

 

Everyone feels cranky or annoyed at times, but navigating conflict at work gives you the chance to flex soft skills like empathy, creativity, judgment, and emotional intelligence. 

 

Instead of resorting to passive-aggressive behaviors (e.g., silent treatment, sarcasm), focus on empathy, self-awareness, self-regulation, active listening, and motivation. Don’t solely fixate on why you’re upset; consider the roots of the other person’s actions, too. Showing that you know how to understand and manage your emotions while resolving a problem can set you up for long-term success, whether it’s a strong performance review this year or a fast-track to a promotion. 

The key elements of on-the-job professionalism include boundaries, dressing appropriately, time management, effective communication, proactive problem-solving, and work-from-home professionalism.

 

Setting professional boundaries 

 

Being a professional on the job starts with setting and respecting boundaries, which is easiest to do when you start a new job.  If you don’t want to respond to emails 24/7, then explain up front when you are available, and establish a contingency plan for true after-hours emergencies. (For example, a co-worker would need to know that you don’t check email after 7 p.m., but they can call or text you if there’s something urgent that cannot wait until the following day.) If you send work emails late at night, respect your colleagues’ boundaries by writing, “This does not require an immediate response. Feel free to get back to me during your normal working hours.”

 

If you’re someone who likes to have close friendships with your colleagues, it may be appropriate to discuss what you did over the weekend. If you prefer to keep your personal life separate, you can simply tell a chatty co-worker, “I keep my personal life out of the office, but I’m happy to listen.”

 

Professional appearance

 

“Business attire,” as it was defined in generations past, has changed.  If you’re working at a law firm, you probably need dark suits. If you’re in a creative field, like interior design, your clothes might reflect your design aesthetic. A sporting goods store manager can wear a uniform or the latest athletic apparel and sneakers to work; an accountant (probably) should not. 

 

The internet is your friend when navigating the dress code of a new job. Check in with other professionals in the Glassdoor Community to find out what “dressing appropriately” means in your field, and explore Pinterest boards dedicated to your field for visual inspiration.  You can even start before you land a new job by posting a question in the Interview Tips Bowl to ask what to wear for a job interview for a particular field. 

Time management

 

Learning how to budget and allocate your time is critical, especially early in your tenure at a new job. If your work is late, it could cause a colleague’s work to be late, so you need to learn how long a task takes and set reasonable expectations around when you can deliver work. 

 

For example, let’s say it’s Wednesday and you’ve been assigned to analyze a report by Friday. If it’s your first time analyzing this type of report, you may not know how much time you need. Track your time carefully for this initial task, even if you work extra hours to complete it on time. That way, the next time you receive a similar task, you can propose a realistic timeline or suggest tasks that can be moved to prioritize the information your team needs.

 

Tools like AI assistants, timeboxing,  and the Pomodoro Technique can be helpful in time management, but every employee is different. Experiment to find out what works for you. 

 

Effective communication

 

When you’re learning the ropes of a new job or adjusting to a new manager, it’s natural to have questions. Don’t hesitate to ask for clarity about what a colleague’s expectations are. (For example, asking before creating slides for a presentation if there is a range or limit in the number of slides you deliver, or asking at the start of a meeting, “Do you have flexibility in your schedule, or do you have a hard stop time today?”) 

 

Similarly, if you are assigning tasks or collaborating with a co-worker, establish the “definition of done.” In project management, this means defining the components of a task that must be completed for the task to be considered finished.

 

Proactive problem-solving

 

Bosses are used to employees reporting problems, but they’re more likely to respond — and respect you — if you can suggest ways to fix what’s wrong. Nothing makes a boss’s job easier than when their people are proactive in providing solutions. It speeds the decision-making process, and you earn bonus points for being the one to solve it.

 

Professionalism when working from home

 

When you’re working from home, it’s easy to fall into an overly-relaxed pattern because your boss isn’t going to walk by. But just because you can get away with something doesn’t mean you should. Think of it this way: Try not to do something when working from home that you would be embarrassed to do at the office. If you wouldn’t wear pajamas or scroll on social media in front of your boss, you shouldn’t do it when working from home.  Remove distractions from your WFH space, and present yourself as you would in the office, at least from the waist up. (No one has to know that you’re wearing sweatpants.) 

On the hardware side, make sure that you’re meeting the technical requirements for your team to work seamlessly with you.  Simple actions like turning on your camera during meetings can reduce WFH loneliness and improve team dynamics, so confirm that your camera works and permissions are enabled before you start a call. If you’re on frequent video calls, either establish a clean spot in your home for calls or select a professional-looking virtual background. If you have a noisy pet or child,  make sure you have noise-cancelling headphones with a microphone.

Modern work communication is centered around email and instant messaging. Even if you’re an experienced digital communicator, take time to study the tone of communication at your company. Here are four more ways to improve your communication at work. 

 

1. Avoid negativity

 

Written communication leaves room for misinterpretation, so be cautious when sending a message that is negative. Even if your intent is playful or sarcastic, writing lacks context, like a tone of voice or facial expressions that indicate good humor.  

 

2. Personalize it

 

Make sure that every message you send is written specifically for the recipient, and that you’re sending it to the right person. If you’re using a template, personalize it and keep in mind the communication style of the recipient before hitting send. 

 

3. Be patient with follow-ups

 

As a general rule, a follow-up email should never come less than 24 hours after sending the initial email. If a matter is truly urgent, then include an indication like, “Urgent: Please respond before 4 pm” in the subject line of your message. If you’re using Outlook, you can set a message as “High Importance.”  

 

When communicating through an instant messaging platform like Slack or Teams, it may be reasonable to expect a faster response — especially when you can see that the other person is online. 

 

The same logic applies to your own response times. Be sure your calendar is linked to your messenger so your colleagues know that you’re in a meeting and not just ignoring them. If you’re out of the office or you simply need uninterrupted concentration time, update your status accordingly. 

 

4. Get to know your company emoji culture

 

Emojis in email are best left to internal communication with your team. For instant messaging, professional emoji use varies according to the company and industry. People-centric industries tend to use more emojis, while regulated and risk-aware industries use them less frequently. Before going wild with emojis, even with your colleagues, remember that emojis like the thumbs-up are often interpreted as passive-aggressive. When in doubt, use your words.

Networking increases your value within your company. To create more opportunities for growth within and beyond your current role, set aside time for both external and internal networking.

 

How to approach external networking

 

External networking is about who you know within your industry outside of your company. Most commonly, that will happen through a professional organization, like a state or local bar association, or a specialized group like the Society of Women Engineers.  

 

Focus your external networking time on building genuine relationships with professionals in your field and honing your expertise within your niche. (Chairing a committee for an organization or speaking on a panel is a great way to polish your reputation.) 

 

Keep in mind that you are still representing your company when you’re at an external networking event. Even if you’re looking to change jobs, making negative comments about your current company or colleagues is unprofessional. 

 

Building your internal network

 

Internal networking can give you the inside track on job openings within your organization and help you gain experience for a career shift. The stronger your intra-office relationships are, the more success you’ll have with collaboration — a benefit in your current role, and when you’re up for a promotion or looking to make a lateral move.

If you’re trying to develop more experience in a different area of business, network with employees in that department. Reach out and make it known that you’re interested in learning more about what they do. Conduct informational interviews or even ask to shadow or take on a small role in a project they might be working on. Getting exposure to a different sector of your company will give you more experience for your resume.

Here’s a cheat sheet of six professionalism tips to accelerate your career:

 

Do:

 

• Be accountable. Prove that you are a responsible person who delivers on time. When you make mistakes, own them and learn from them.
• Express opinions carefully. Avoid unnecessary conversations that could get too heated, like religion and politics. 
• Hone your soft skills. Emotional intelligence may come naturally to some, but anyone can learn and improve their EQ. 

 

Don’t: 

• Use overly casual language. Examples: Likes and ums. Hey guys and yassss. Go off and rizz.

  You don’t have to speak like a robot at work, but the words you choose and your style of speaking should convey that you are competent and trustworthy. Save the slang for the weekend.

• Ignore boundaries. When your colleague establishes a boundary, respect it. When you set a boundary, enforce it. If an emergency comes up, acknowledge that the boundary exists and that the outlier situation will not become the norm. (For example: I’m sorry to contact you outside of business hours, but the entire website is offline and I need your help.)
• Assume your communication is private. The messages and emails you send on your work accounts belong to your employer. Even if you’re frustrated with a situation or a co-worker, don’t say or write something that you wouldn’t want your boss or HR to know.

Being professional ensures a positive first impression, successful interpersonal relationships, and a lasting reputation. Now that you know all about professionalism, find more ideas to help you put your best foot forward at work in the Glassdoor Community for your industry.