Office Etiquette Refresh: Navigating the New Normal at Work

Heading back to the office after months (or even years) of remote work can feel like stepping into a parallel universe. You’ve gone from the comfort of your own space - where you controlled the noise, the temperature, and the dress code - to a shared environment where colleagues, meetings, and office quirks are back in full force. 

And while remote work may have loosened some workplace norms (yes, we all got used to conducting meetings from the couch), office etiquette is still very much alive. While many of these might be familiar to you, here’s a quick refresher on how to keep things professional and respectful for everyone. 

Understand personal space and boundaries

At home, your workspace was entirely yours - no interruptions, no unexpected shoulder taps, and no colleagues hovering over your desk while you were mid-task. Back in the office, it's a different story. 

Some colleagues will be thrilled to be back to in-person interactions, while others may prefer a bit of distance. Unsure if a handshake, a hug, or just a friendly greeting is the way to go? Pay attention to body language, and when in doubt, just ask. A simple, “Mind if I sit here?” or “Are we doing handshakes these days?” goes a long way in showing you’re aware that everyone’s preferences are different and help set a respectful and collaborative tone.

Refresh your meeting etiquette 

Remote work often saw us quickly muting microphones, turning cameras off, or even taking calls while multitasking (we’ve all had those sneaky email-checking moments). However, in person, you need to maintain eye contact, give verbal and non-verbal cues, and actively participate. Body language is more visible, and passive listening is far more obvious.

Good meeting etiquette means arriving 5 minutes early and prepared with notes, listening actively, and contributing when needed. To keep multitasking to a minimum, put your phone on silent, close unnecessary laptop tabs, and avoid side conversations. Also, nodding, making eye contact, and showing engagement go a long way in making discussions more collaborative. 

Respect working hours 

One of the biggest perks of remote work was flexibility - grabbing a coffee between calls, squeezing in a midday walk – whereas the office tends to run on a more shared structured schedule. 

Be mindful of your start and finish times, meeting durations, and break lengths to keep everything flowing and manageable for you and your teams. If you need to ask for flexibility, have that conversation with your manager rather than assuming you can carry over your home routine.

Know when to small talk 

After months of digital communication, you might be used to the ease of texting, emailing, or sending quick messages in virtual meetings, and only needing to talk to those you directly work with. However, returning to the office opens up opportunities for more spontaneous and informal conversations - at the coffee machine, in the hallway, or around the water cooler. You can build and strengthen your network by taking a moment to greet colleagues when you pass them (yes, even ones you may not know), having a chat while making coffee, or asking about their weekend. 

While these moments are important for building rapport, it’s equally important to know when NOT to small talk. If a colleague is deep in work mode, launching into a full breakdown of last night’s TV binge might not be the best timing. 

Read the room before launching conversations. It's easy to misread when someone is busy or open to chat. Observe how colleagues prefer to engage - some may appreciate in-person drop-bys, while others prefer a scheduled chat in their diary. When in doubt, send a message before approaching someone’s desk to check availability. 

Check dress codes 

At home, you may have worn pyjama bottoms at least once or twice while taking a video call. While your company may have loosened the rules, it's still important to look polished now that you’re visible from top to toe. What will your new signature presence be? 

If you’re worried, business casual is a safe bet unless your company has a clear dress policy. Think structured yet comfortable - smart trousers, shirts and jumpers instead of hoodies and loungewear. And definitely double-check the writing on any graphic tees.

Sticking to a wardrobe of neutral colours, like white, black and navy, could make mixing and matching effortless in the morning. Or just prep your outfit the night before, just as you would for your child’s uniform – shoes and all!

Find a balance with collaboration

Remote work reshaped the way we collaborate. Video calls, instant messaging, and shared online documents became the norm, often replacing the spontaneous discussions and quick problem-solving that happened naturally in the office. 

While being in the same space now allows for more immediate collaboration, it’s important to strike a balance. Not everything needs a formal meeting, but not every discussion should be an impromptu desk-side chat either.

Before approaching a colleague, consider the best way to engage - would a quick Slack message work, or is an in-person chat more effective? For longer discussions, instead of calling an hour-long meeting because “everyone’s here,” consider shorter, focused catchups. Be deliberate about making the most of in-person teamwork, while respecting people’s focus time. 

Maintain transparency with information sharing 

The same applies to information sharing. Remote work made us better at documenting information - shared files, clear written updates, and structured communication kept everyone aligned. Now that we’re back in the office, there’s a risk of slipping back into informal, verbal updates that don’t always reach the right people or could get lost in translation. 

If a decision is made in a casual chat, follow up with an email or update the relevant document. Keep key information accessible so it doesn’t rely on memory or word-of-mouth. The best approach blends in-person efficiency with the clarity of digital documentation. 

Promote inclusivity in office conversations 

In remote work, it was easier to communicate in tight-knit groups, but being back in the office means engaging with a broader team. Be mindful of inclusivity and avoid forming cliques, whether in casual chats, lunch breaks, or meetings. 

If you find yourself speaking with the same group all the time, invite others to join the conversation. A simple “What do you think?” in meetings can help quieter colleagues feel valued. In more causal settings, mixing up who you sit with at lunch or coffee breaks helps keep workplace dynamics fresh and welcoming. 

Adapt to the "unwritten rules" of office culture 

Every office has its quirks - whether it’s the unofficial coffee rotation, the way people handle birthday celebrations, or how emails are signed off. These little customs may not be written down, but they shape the culture of your workplace. 

Observing and adapting to these nuances can help you settle back in more smoothly. It might feel unfamiliar at first, but with a bit of patience and observation, you’ll find your rhythm again. And remember, if something isn’t clear – just ask!