Office Etiquette for Every Employee

Today, many businesses are utilizing the open floor plan where the majority of employees work in cubicles set up in the middle of the workplace, surrounded by offices along the perimeter. In such close quarters, employees working side-by-side in cubicles need to remember one word – EMPATHY. It means to vicariously experience or understand the feelings, thoughts, or attitudes of others. Simply put, treat people the same way you want them to treat you. Do not talk loudly while a coworker is on the phone or gossip about coworkers if you wouldn’t want the same done to you.

When referring to relationships between coworkers, Jacqueline Whitmore, founder of EtiquetteExpert.com said, “It’s like a marriage. It’s the little things that get under your skin and mount up after awhile.”

Avoid getting under your coworkers skin and the ensuing conflict by considering others and follow these general office etiquette guidelines:

• Be on time to work and scheduled meetings; do not sneak out early – people are depending on you to get a job done in a pre-determined set of hours
• Adhere to the organization’s dress code; do not wear revealing or tattered clothing or flip flops – it’s important to appear professional because as an employee, you not only represent yourself, but the organization
• Use perfume and cologne sparingly – coworkers may have allergies or sensitive noses
• Be respectful and friendly to everyone – good rule to follow in general
• Do not tell offensive or dirty jokes – you will end up in HR
• Hold the door and the elevator for others – another good rule to follow in general
• Use your manners – knock before entering an office, do not interrupt conversations, and say please and thank you
• Use your indoor voice – talking loudly in open areas may disturb coworkers on the phone, in a meeting, or trying to concentrate
• Use a tissue and wash your hands immediately after coughing or sneezing – this is the easiest way to prevent the spread of germs
• Avoid chewing gum and popping bubbles – eat a mint instead
• Eat lunch in the designated eating areas and not at your desk – keep your desk free of crumbs and keep smelly food out of the main office area
• Clean your own dishes and do not leave food in the refrigerator – the office cleaning service is not responsible for kitchen maintenance
• Put your cell phone on vibrate – it’s distracting to hear various ringtones throughout the office
• Do not use your personal social media accounts – it’s an unproductive use of valuable time
• Do not gossip about or criticize coworkers – no one likes to be talked about behind their back and it’s just not nice
• Take responsibility for your mistakes – apologize to all parties involved and correct the mistakes immediately
• Do not whistle or sing while walking through the office – it’s distracting to coworkers
• Keep your radio to a minimum – your favorite station may not be your coworkers’ favorite station
• Respect your coworkers’ privacy – do not listen to phone conversations
• Keep your work area neat and tidy – treat the office as if it were your home

Do you have a story to share about an inconsiderate coworker? Do you have any office etiquette guidelines to add? We would love to hear from you!

What is it? …Phacoemulsifier

A Phacoemulsifier [phaco·emul·si·fi·er] or Phaco Machine is an ophthalmic surgical piece of equipment used by various healthcare facilities such as hospitals, eye clinics, and nursing homes to remove cataracts. A cataract is a clouding of the lens of the eye, obscuring the passage of light causing vision loss in varying degrees. 

In laymen’s terms, a Phacoemulsifier sends ultrasonic vibrations to a tiny probe that has been inserted through an incision into the cataract, aka cloudy lens. The probe vibrates at 40,000 cycles per second causing the cataract to break up into tiny pieces that are then vacuumed from the lens. The Phacoemulsifier can be operated by a foot switch and comes equipped with the probe, vacuum (aspiration), and irrigation system.

There are several manufacturers of Phacoemulsifiers in the US, China, and Hong Kong; Bausch & Lomb, Abbott Medical Optics, and Tyoptics are just to name a few. The machine can be bought new or refurbished, or can be leased. The sophistication of the Phacoemulsifiers has progressed over the years as corresponding technological advances are made in ophthalmology. Since more advanced machines are being manufactured, it is imperative to have a suitable corrective and preventative maintenance plan in place. When it comes to equipment maintenance, there are a few different avenues to take. The traditional approach is to buy the standard Original Equipment Manufacturer (OEM) service contract. Healthcare organizations may also choose to forego the maintenance contract and only pay for parts, labor, and travel when needed, otherwise known as Time & Materials (T&M). The last option falls in between the OEM service contract and T&M – an Equipment Maintenance Management Program (EMMP). Whichever avenue is chosen, the healthcare facility must do proper due diligence and make the best decision possible for that facility.

If you own your own equipment, give us your thoughts. Did you buy the Phacoemulsifier new or refurbished? What manufacturer did you choose and why? Are you happy with the overall performance of the machine? Did you choose the OEM service contract, T&M, an EMMP, or something else? We would love to hear from you!

Understanding the Different Types of Service Agreements

When considering the purchase of an electronic equipment service agreement (synonymous with contract), the level of service required for the organization needs to be determined first. There are numerous vendors to choose from that offer different products and knowing the difference between the most common types of service agreements will help make the decision much easier.

Below are the definitions of the most common types of service agreements:

• Full-Service - Service can be requested 24x7 usually via a toll-free hotline; typically includes response priority, corrective and preventative maintenance, parts and labor, the use of OEM certified parts, and software updates.
• Business Hours - Service can be requested during normal business hours, usually 8 hours a day and 5 days a week; typically includes response priority, corrective and preventative maintenance, parts and labor, the use of certified OEM parts, and software updates.
• Extended Business Hours - Service can be requested usually 12 hours a day and 5 days a week; typically includes response priority, corrective and preventative maintenance, parts and labor, the use of OEM certified parts, and software updates.
• Extended Business Hours & Weekends – Same as above, but set weekend hours are included.
• Preventive Maintenance (PM) Only – Service includes a predetermined number of preventative maintenance service calls during normal business hours; typically includes parts and labor, the use of OEM certified parts, and software updates; this type of contract does not cover unplanned corrective maintenance.
• Time & Materials (T&M) – Service is paid for on an as-needed basis; the service vendor charges for parts, labor, and travel.
• Loaner or Depot Service – The equipment is returned to the vendor and the vendor provides a loaner piece of equipment until the faulty device has been repaired and returned.
• Inspection Only – Similar to PM Only contracts in that it’s a flat fee paid for only a known service.
• Calibration Only – Similar to PM Only contracts in that it’s a flat fee paid for only a known service.

Smart Ways for Businesses to Go Green

“Going Green” is a hot topic and growing trend that has everyone talking. In a nationwide survey by Tiller, LLC, - a NY-based advocacy marketing firm - 53% of Americans believe that it is individuals who are positioned to have the most positive impact on the environment versus communities at 22%, businesses at 17%, and the government at 8%. The truth is, it can be difficult for individuals to go green and even more difficult for businesses to become environmentally friendly. Believe it or not, there are less than prudent ways of going green. Many businesses make some common mistakes when trying to become environmentally friendly; instead of moving forward in the right direction, they end up taking two steps back. To be the “right kind of green”, asking a few simple questions before changing familiar business practices could save time, money, and energy. Decision makers must do their due-diligence first to make sure the proposed changes are in fact beneficial to the company as well as the environment. The rest of the article will address the smart ways for businesses to go green, or at the very least change some wasteful habits.

One of the most common ways for businesses to become environmentally friendly is to use remanufactured or recycled ink cartridges for copiers, printers, and fax machines. However, there is a bit of controversy around this subject. It’s not surprising that Original Equipment Manufacturers (OEM) are publically negating the benefits of using remanufactured ink cartridges. "Printer vendors have definitely ratcheted up the stakes and are becoming more aggressive as the cartridge-replacement industry approaches $3 billion in worldwide annual sales," says Patricia Judge, Executive Director of the IITC. Remanufactured ink cartridges cost anywhere from 15% to 50% less than OEM cartridges, which has an immediate affect on a company’s budget. Recycled ink cartridges are also beneficial to the environment because the empty cartridges are refilled, repaired, and resold, which averts tons of industrial-grade plastic and metal from ending up in landfills. According to Tangerine Office Systems, additional benefits include natural resource conservation and energy conservation because fewer new cartridges are consumed and ultimately produced.

Now the question is which remanufactured ink cartridge distributor to use, if any at all. This is where decision makers need to do their due diligence. If a poorly remanufactured ink cartridge is purchased and used, it could cause print quality issues resulting in increased paper usage or printer failure resulting in unexpected maintenance. It is worth the time to research remanufactured ink cartridge distributors and pick a handful that properly refill and repair the cartridges, have a reputation for providing high quality products, and offer a warranty or money back guarantee. Then, test several different remanufactured ink cartridges and conduct quality control checks while using them, ask the employees their opinion, and then determine if this should be a new business practice.

Another common, environmentally friendly change to make is to use recycled paper. Again, while testing several different brands, conduct quality control checks. In addition, ask the following questions: does the recycled paper have the same print quality as traditional paper, does it cause more paper jams, and is the recycled paper cost-effective and easily obtainable? If the print quality is so-so and employees are constantly reprinting documents, recycled paper may not be a best practice for the business. If an employee has to drive out of their way to purchase it or a special delivery has to be made, it may not be green after is all said and done.

Similar questions should be asked if switching to recycled paper towels and toilet paper. If more is needed to get the same job done that traditional products can do using less, then switching may not be beneficial. If a special order needs to be made, does the all-encompassing cost of shipping outweigh the benefits?

Another easy and environmentally friendly change to make is to eliminate the use of Styrofoam and plastic cups in the office. Purchase ceramic mugs and give them to employees to use instead or leave it up to the employees to supply their own cups and mugs.

Businesses can also change the printer settings to print double-sided and in black and white. If single page or color copies are needed, employees can temporarily change the settings. Along the same lines, instruct all employees to print only what is absolutely necessary. Storing files electronically can substantially reduce paper and toner consumption.

Provide a paper shredder or shedding service. Depending on the size and location of the business, it may be more beneficial to have an on-site receptacle versus a regularly scheduled pick-up. Be sure to choose a shredding company that properly disposes of the paper waste.

Require all employees to shut down electronic equipment (computers, laptops, copiers, printers, and fax machines) and shut off all the lights at night and on weekends, unless there are special circumstances, e.g. maintenance, updates.

Regardless of what new business practices are implemented with the intent of going green and becoming environmentally friendly, businesses must do their due diligence and be cognizant of the ripple effect caused when particular business practice changes are made.