Professional Etiquette

10 Professional Etiquette Principles

1. Time Management & Punctuality

Being on time shows respect for others' time and builds trust with your team. In remote work, time zones can add complexity, especially when working with teams in the U.S. or other countries.

• Start and end meetings on time. Joining late disrupts the flow and may be seen as unprofessional.

• Plan across time zones. Use tools like World Time Buddy to find meeting times that work for everyone.

• Use Google Calendar to keep track of meetings, deadlines, and tasks. Sending and accepting calendar invites is a basic professional skill.
  
  

2. Responsiveness & Follow-Up

Timely communication is highly valued in most U.S.-based companies. Responding within 24 business hours (excluding weekends) is the standard.

• Reply even if you don’t have a full answer. A simple “Thanks for your message—I’m checking and will update you soon” shows professionalism.

• Follow up when needed. If someone hasn’t replied in a few days, politely check in. This is called “circling back” and is common and acceptable.

• Confirm when you’ve received something. A quick “Received, thank you” can go a long way.
  
  

3. Understanding Hierarchy & Initiative

Unlike some work cultures where employees wait for instructions, U.S. employers often expect team members to take initiative and be proactive.

• Give updates without being asked. Let your manager know when a task is done or if you’re facing challenges.

• Suggest solutions. If there’s a problem, try offering an idea for how to solve it.

• Ask questions early. Waiting too long can cause delays. It’s okay to say, “I want to make sure I understand before I continue.”
  
  

4. Clarity in Written and Verbal Communication

Remote teams depend heavily on clear communication, especially through email, Slack, WhatsApp or other messaging tools.

• Keep messages short and clear. Focus on the main point and include only necessary details.

• Be polite, but not too formal. A friendly tone like “Hi James, just checking in on…” works well.

• Make things easy to read. Use subject lines, bullet points, and bold text when appropriate.
  
  

5. Meeting Etiquette

How you show up to meetings matters—whether it’s a one-on-one or a large team call.

• Join on time and be prepared. If possible, turn on your camera and avoid distractions.

• Use mute when not speaking. It prevents background noise. Use chat or the “raise hand” button to join the conversation respectfully.

• Take note of any next steps. Following up afterward shows that you were engaged and responsible.
  
  

6. Being Results-Oriented

Many American employers focus on what gets done, not how busy you look. They value results over effort alone.

• Set goals and meet deadlines. Break large tasks into smaller steps to stay on track.

• Use task management tools. Tools like Trello or Asana help you track what’s done and what’s next. You can also use your calendar, or basic tools on your computer like Notes  to keep track of your tasks. 

• Communicate your progress. Let your team or manager know when something is complete or if you’re running behind.
  
  

7. Digital Professionalism

Your online appearance represents you and your company. Keep it polished and professional.

• Use professional names and photos. Email addresses, Zoom names, and LinkedIn profiles should include your real name and a clear photo.

• Tidy your on-screen space. Choose a quiet background for video calls, and dress appropriately.

• Match the company’s tone. Don’t use emojis, slang, or jokes in work chats unless you’ve seen others doing it.
  
  

8. Cultural Curiosity & Sensitivity

Remote teams include people from many countries and backgrounds. Be open and respectful.

• Learn U.S. work norms and share your own in a humble, respectful way.

• Avoid sensitive topics. Don’t bring up religion, politics, or personal beliefs unless invited to. Comments on someone's personal appearance are not generally appropriate in the workplace. 

• Ask when unsure. A phrase like “How does your team usually handle this?” shows maturity and respect.
  
  

9. Feedback & Performance Reviews

Feedback helps you grow. It’s a normal part of most workplaces and not a sign that you’re doing badly.

• Don’t take it personally. Listen calmly, thank the person, and reflect on how to improve.

• Ask for feedback. You might say, “Is there anything I could have done better on that task?”

• Keep a growth mindset. View feedback as a tool, not a judgment.
  
  

10. Respect for Confidentiality & Company Property

Remote work still comes with serious responsibilities around data and digital tools.

• Follow privacy rules. Don’t share private information, files, or passwords.

• Don’t use work tools for personal use. Keep personal and professional accounts separate.

• Be careful with sensitive content. Never screenshot or forward documents without permission.
  
  

Reflection Activity: "One Thing I Will Improve"

Instructions: Choose one area where you feel you could improve (e.g., time management, communication, responsiveness, etc.). You will be asked to enter this in to your weekly self-reflection.

• Write a brief reflection (2-3 sentences) on why you chose this area and how you plan to improve it.

• Set one small, achievable goal to work on this area in the next week. For example, "I will start using Google Calendar to track all meetings and deadlines" or "I will reply to emails within 24 hours." 

This will help you focus on one specific aspect of your remote work etiquette and start making improvements right away. Once you have turned that small goal into a habit, you can pick a new one to continue improving your professional etiquette.

Project: Professional Etiquette Guide

Objective:
To demonstrate understanding of professional etiquette by creating a guide for remote work that reflects the principles you have learned. 

Instructions:

1. Create Your Guide:
   
   

   • Pretend you are a manager for a new remote employee. In order to help this new employee with professional etiquette,  create a Professional Etiquette Guide for remote work, focusing on key principles such as time management, communication, meeting etiquette, responsiveness, and digital professionalism.
     
     

   • The guide should be at least 2-3 pages long (could be a Google or Word Doc, PowerPoint presentation, or infographic). If you choose a PowerPoint presentation, it should be at least 7 slides.  Please be sure to incorporate all of the principles you have learned in previous modules about PowerPoint or Word. 
     
     

     • Content Requirements:
       
       

       • An introduction to why professional etiquette is important in remote work.
         
         

       • A section on each of the following principles:
         
         

         • Time Management & Punctuality
           
           

         • Clarity in Written and Verbal Communication
           
           

         • Digital Professionalism
           
           

         • Responsiveness & Follow-Up
           
           

         • Meeting Etiquette
           
           

       • Tips for practicing each principle effectively in a remote environment.
         
         

   • Design Requirements:
     
     

     • The guide should be visually appealing (e.g., use bullet points, headings, images, and simple graphics).
       
       

     • Ensure the tone is professional yet accessible, as if explaining these concepts to someone new to remote work.
       
       

2. Submission:
   
   

   • You will submit your Professional Etiquette Guide as a file upload in your weekly self-evaluation.

3. Reflection:
   
   

   • After creating the guide, please write a brief reflection (2-3 sentences) on what you learned while creating it. You should address:
     
     

     • What was the most challenging principle to include in the guide, and why?
       
       

     • How will this guide help others improve their professional etiquette?