Sharing an Office- Avoid the Faux Pas

Hi Dallas,

My wife forwarded me a press release asking for real-life scenarios regarding business etiquette. I am seeking advice as I'm starting to try to handle the situation and feel that I am likely doing it inappropriately. :)

Up until June 2008, my colleague and I have had separate offices, but are now sharing the same space. Very soon after our move to the new office I was longing for the good old days when I had a door separating me from her. She does EVERYTHING out loud. I can't imagine that she did this when she was by herself because after 1.5 years of working together it seems like I would have walked by her office and heard her talking to herself...

But anyways, she listens to voicemails on speakerphone, reads all of her e-mails out loud -- even if its an e-mail that I was cc'ed on and oftentimes which I have already read. Our department is having a holiday party today and our administrative assistant e-mailed the menu... my colleague proceeded to read the entire menu out loud.

I cannot concentrate at all and my production has gone down significantly and I just cannot take it anymore. I've started to "shoosh" her, but I know that that's childish and probably not the best approach.

Help!!!

A: There is quite an adjustment for those of us that suddenly find ourselves having to share an office space. I have been a victim of this myself in years past. Since this is a work environment, we all deserve to have an atmosphere that promotes a professional and positive environment. If your office mate's behavior is impeding your production this could be considered stealing valuable time from your employer.
When a colleague is too loud, they are not being considerate of their office mate or anyone else around them. What if a client walked in your place of business, are they are subject to this inconsiderate behavior as well? You mentioned that you have had to “shoosh” her and you do not feel that is the best approach. I agree that is not the best approach for a long term solution.

Consider the following:

If you have a close enough relationship to this person, request a private conversation where you can genuinely express your concerns to your colleague. Ask her if there is a particular reason that she reads out loud? Share with her that this is having a negative impact on the quality of your work and try to find a solution. If she continues this behavior, speak with your supervisor and explain the situation. Be sure to also communicate the steps you have already taken to resolve the issue.

Here are some guidelines when sharing an office space:

• Be courteous of those around you by removing ambient noise such as a radios, podcast, webinars etc.
• Keep your voice at a reasonable volume so that you do not disturb your office mate.
• If you have a conference call where you must use the speaker phone; arrange another location for this particular call.
• Do not use your voice mails to entertain the office; putting them on speaker disturbs those around you.

Be sure to ask yourself if you creating the same offenses. The goal is to treat others with respect and finding a mutually agreeable solution.