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辦公室使用規範大全(工作場所禮儀) -- 中英對照

 為維護集團總公司辦公室之良好規範,特此公告相關規定,請辦公室同仁與至總公司洽公之同仁配合辦理,共同維護整齊清潔之辦公環境。
 
  • 辦公區整潔:
現場營運同仁應另準備一雙辦公室專用的鞋子,當進入辦公區時,請更換乾淨鞋子,避免將店內油漬踩入辦公室,影響觀瞻。
  1. 公共區域:
  1. 會議室:
    1. 使用會議室應事先登記,清楚記載登記者之姓名與連絡電話,以及與會人數。
    2. 會議前至少半小時,應至會議室檢查各項準備是否完善。
    3. 會議桌上需置物品時,請小心輕放避免刮傷桌面。
    4. 請為與會客人準備茶水,同仁可攜帶公司提供的飲水容器至會議室。請使用杯墊,避免留下水漬。
    5. 會議後應恢復會議室佈置原狀,並應將會議室清理乾淨,包含桌面恢復清潔、桌椅排列整齊、白板乾淨無筆跡、投影機關閉等,每次使用後應擦拭桌面和所有表面;勿將垃圾任意棄置於會議室內。
  2. 事務機器區:
    1. 請依設備使用說明書正確操作。
    2. 遇發生故障時,屬簡易故障者,請依操作步驟解決,未能自行解決者,請務必通知秘書要求廠商到場檢修。
    3. 可回收再利用之紙張應確實去除紙上異物(例如迴紋針、訂書針、原子夾等),無缺角、按統一方向整齊擺放於固定位置。
    4. 收件人尚未取走之傳真,應統一集中置於傳真盒中,勿任意棄之不顧。
  3. 茶水區:
    1. 使用飲水機請勿將水濺灑至地面,茶葉渣請集中丟棄,勿流入濾水網,避免阻塞。
    2. 使用咖啡機請按面板提示操作,如遇咖啡豆用完時,應主動裝填,咖啡豆無存貨時,應通知採購部購買。
    3. 如遇咖啡或茶水溢出、翻覆時,應盡快擦拭乾淨,避免殘留污漬,日後不易清除。
    4. 存放冰箱之個人物品不宜過大或存放貴重物品,並應貼上姓名標籤與保存期限,公司不負保管責任;每週定期清理時,將請清潔員丟棄過期物品。
    5. 洗手時應注意,勿濺灑地面上,避免造成地面濕滑髒亂。
    6. 用完擦手紙時,請利用使用過之擦手紙順手擦拭洗手檯,以保持乾淨。
    7. 茶水間之水杯若作為公用時,用畢應清洗乾淨、擺放整齊;個人水杯置於茶水間時,請先確認是否為個人所有,勿錯拿其他同仁水杯。
    8. 每次使用後應擦拭桌面和所有表面。
  4. 走道:
    1. 公共走道應常隨時保持整潔,垃圾紙屑不得隨地丟棄。
    2. 大門內外及走廊、通道等處雖有外包清潔員清掃維護,但每位同仁應養成隨手檢垃圾之好習慣。
  5. 廁所:
    1. 在使用時若能發揮公德心,將使下一位使用者有舒服、整潔的環境
    2. 如廁時請務必確認位置,避免造成地面濕滑,產生異味。
    3. 禁止站在馬桶上。
    4. 衛生紙請酌量取用,勿浪費,僅限衛生紙可投入馬桶中,其他像是女性生理期用品,應妥善包好後再丟入垃圾桶內;勿將馬桶當作垃圾桶使用。
    5. 非殘障人士請勿佔用殘障用廁所。
    6. 洗手時應注意,勿濺灑於鏡面及地面上,避免造成地面濕滑髒亂。
    7. 用完擦手紙時,請利用使用過之擦手紙順手擦拭洗手檯檯面,以保持乾淨。
    8. 不可站在馬桶上。
  1. 個人區域:
  1. 辦公桌:辦公桌上放置物品,應力求簡潔合用,下班前亦需整理桌面,保持整潔美觀。
    1. 桌面上應僅放置電話、必備文具,以及當日處理之公文。
    2. 僅可使用被核准的飲水容器,並請在您的容器上標註您的姓名。
    3. 桌墊上僅可放置電話分機一覽表。
    4. 桌子下方請盡量保持淨空,不堆置任何紙箱、雜物。
    5. 離開座位或下班時,應將椅子靠攏,以保持整齊。
    6. 辦公桌抽屜僅存放必備之文件及用品,並放置整齊。
    7. 電腦設備應常擦拭,避免積灰塵,尤其電腦及電話,按鍵上不應積垢,電話話筒應定期以酒精消毒,減少異味發生並保持衛生。
    8. 冬季大衣請整齊掛在椅背上,避免垂落地面,以致被座椅輪子碾過發生跌倒意外。
  2. 置物櫃:
    1. 報表文件或紙箱整理後,應存放倉庫或公文櫃內,不得隨意堆置於辦公桌旁或辦公區內。
    2. 公文櫃之整理,應將不需要之物品文件丟棄,善用空間隨時整理擦拭。
    3. 置物櫃鑰匙應由專人負責保管,遺失時,應盡快報備以利更換鎖匙。
  3. 垃圾桶:
    1. 僅限丟棄非食物類別,剩餘飲料或食物應於茶水間集中丟棄,避免辦公室孳生螞蟻、蟑螂等。
    2. 每日下班前應將垃圾倒乾淨。
  4. 其他:
    1. 地面及角落,應保持清潔及淨空,不得堆放存貨、廢棄物或堆積垃圾。
    2. 盆栽、花卉應作適當之擺設,定期澆水、修剪枯黃葉片,保持葉片清潔、勿積灰塵。
    3. 請勿攜帶個人茶具、電磁爐,於辦公區()內烹煮個人飲品;請使用茶壺於茶水間沖調飲用。
 
  • 辦公室禮儀:
  1. 服裝儀容:
  1. 上班期間應隨時配戴識別證。
  2. 上班服裝請以整齊、清潔、大方、適合辦公環境為主,不宜過於花俏或休閒,例如:
    1. 男性:襯衫、西褲、領帶、夾克、西裝。
    2. 女性:有袖上衣、線衫、裙裝、長褲、套裝。
僅星期五或週末時,可穿著休閒服裝,例如T恤、POLO衫、牛仔衣褲()等。
  1. 鞋子:以皮鞋為主;應保持鞋面乾淨,定期以鞋油保養。女高跟鞋若後腳跟鏤空無鞋帶,請穿長褲以遮蔽腳跟。
不可穿拖鞋。
逢星期五或週末時,可穿著休閒鞋款,例如球鞋、帆船()鞋等。
  1. 遇正式場合時,例如正式會議或外賓來訪,男性應穿著西裝,女性應穿著套裝。
  2. 搭配服裝之配件以12件為宜(不超過3),且適合辦公環境者。
  3. 香水不宜過濃、過嗆,避免特殊香味造成他人困擾。
  4. 髮型、鬍鬚應保持合宜的樣式。
  1. 行為規範:
  1. 上班不遲到,下班不早退,請假者例外。
  2. 上下班打卡時應依序進行,不可因趕時間爭先恐後,並嚴禁代他人打卡。
  3. 非午餐之進食僅限於茶水間使用,且不應於上班時間內使用。
  4. 吸煙應至指定場所。
  5. 不可任意進入他人辦公桌,隨便翻閱他人東西,或任意打斷別人工作。
  6. 廁所內,請勿隨意聊天,避免洩露公務機密或道人長短。
  7. 應對進退須合宜,行進間遇見其他同仁或客人應主動問好,並視情形讓道請其先通過。
  8. 使用公務器材應有節約的觀念,不可公器私用;使用後應將物品設備歸回原處,保持整齊。
  9. 在辦公區內走路應放輕腳步,講話時應控持音量,勿大聲喧嘩,減少閒話家常,以保持安靜的辦公環境。
  10. 會議進行中,應將行動電話關機或調整為靜音、震動狀態,應專心傾聽,不宜接聽電話,除非是必要來電。
  11. 若有私人要務必須處理時,請利用休息時間處理。
  12. 除了為公司業務連絡需要之外,禁止於公司提供的桌上型電腦、筆記型電腦安裝即時通訊軟體,例如LINE等社交媒體工具。
  1. 電話禮儀:
  1. 若他人電話久響無人接聽,應代為接聽並適當應對、協助留言,切勿不予理會。
  2. 代他人留言時,應確實將留言條放在來話者指定的同仁桌上。
  3. 講電話時,應主動說出個人姓名、向對方問好。
  4. 講電話時,言詞力求清楚扼要,聲音應溫和親切,勿因見不到對方而改變面部表情,仍應做懇切表達。
  5. 來話者詢問其他同仁之公司電話號碼時,應婉轉告知或詢問轉接需求,不宜回答「不知道」。
  6. 為其他同仁留話時,應記錄對方姓名、交待事項及接聽電話時間,並確實將留言條放在來話者指定的同仁桌上。
  7. 來話方若有不合理之請求或非與業務相關問題時,應委婉地拒絕,請對方諒解。
  8. 通話完畢時,應有明確之結尾語,例如「謝謝」「再見」,並應等對方先掛上電話,再輕輕地將電話掛上。
  9. 撥出電話前,最好先將通話內容摘錄在便條紙或備忘錄上,先簡單整理頭緒,避免有所遺漏,且盡可能集中於一通電話內溝通完畢,減少通話次數。若為與分店通話,應避開餐期尖峰時間,以增進溝通效率。
  10. 撥出、接聽電話前,應將所需資料、筆、便條紙或備忘錄準備好,放在隨手可得的地方,以便取用。
  11. 撥出電話時,請避免使用免持聽筒撥號,減少對其他同仁之干擾。
  12. 撥錯電話時,應禮貌地表示歉意。
  1. 飲食限制:
  1. 上班期間請勿飲酒。
  2. 非午餐之進食僅限於茶水間使用,且不應於上班時間內使用。
  3. 不得在茶水間以外區域進食。
  4. 在個人辦公桌時,請使用公司提供之飲水容器飲用飲料。
  5. 如需在茶水間使用食物,請選用味道較溫和者,避免食用大蒜、沙茶等味道不易散去之食品。
  6. 同仁應在上班時間開始前,用畢個人早餐、準備好個人茶水;一邊工作一邊吃東西是不被允許的。

 
To maintain the good norms of corporate office of the Group, here we announce the office manners.  Please read it and jointly keep the office environment in well.
 
  1. Office area.
Operations employees need to prepare and extra set of office shoes.  When entering the office area please change shoes, to avoid the greasy footprint brought to office.
  1. Public area:
  1. Meeting rooms:
    1. Please book in advance for meeting.  The registration should clearly indicate registrant's name, contacts, and the number of participants.
    2. At least half an hour before the meeting, should check all the preparatory is ready.
    3. If there are things to be put on the table, please handle with care to avoid scratching the desktop.
    4. Please prepare water, tea or coffee for guests.  Employees can bring company-supplied drink container attend the meeting.  The glass coasters should be placed, to avoid leaving water spots at the table.
    5. Please recover the status of meeting room when meeting is finished and keep meeting room clean, which includes desktop clean up, chairs arranged in neat, whiteboard is clean, projector is power off, etc.  Do not put any rubbish dumped in the meeting room.  Wipe down tabletops and all surfaces after each use.
  2. Business machine room:
    1. Please correctly operate machines by following standard procedures.
    2. When out of order, please solve the problem by following standard procedure.  If cannot fix it, please notify Executive Secretary to call the vendors.
    3. Reusable paper should have clips or staples removed, gathered at a certain place in one direction.
    4. The fax has not been taken by the recipient, should be placed in fax case, do not arbitrarily disregard.
  3. Pantry:
    1. Do not use water dispenser spill to the ground.  Please discard the tea leaves in the trash, do not flow into drainage to avoid congestion.
    2. Press coffeemaker by panel instructions.  In case of run out of coffee beans, please take the initiative to fill.  When the beans without inventory, should notify Purchasing Department to buy.
    3. In case of spill coffee or tea, should be wiped clean as soon as possible to avoid residual stains.  It is difficult to remove in the future.
    4. Storage of personal belongings in refrigerator should not be too large or valuables, should be labeled with a name tag and expiry date.  The company assumes no responsibility for loss.  When at regular weekly clean-up time, the cleaners will discard expired items.
    5. Hand washing should pay attention, do not spill on the ground, to avoid dirty wet floor.
    6. When using paper towels, please use the used paper towels to wipe washbasin to keep clean.
    7. When guests cups are used, should be clean, neatly.  When take away personal cups placed in the pantry, please confirm whether the individual owns it, do not take wrong of others.
    8. Wipe down tabletops and surfaces after each use.
  4. Walkway:
    1. Public walkways should always be kept clean, not anywhere discard of garbage.
    2. Although the outsourcing cleaner will clean internal and external doors and walkway, passageways, etc., employees should form good habits to pick up the garbage.
  5. Toilet:
    1. Everyone should play in the use of civic-minded, make the next user has a comfortable, clean environment.
    2. Be sure to confirm the location of the toilet to avoid slippery floor and strange odors. 
    3. Standing on toilet is prohibited.
    4. Please consider usage of toilet paper, do not waste. Only toilet paper is allowed in the toilet.  Other items such as female sanitary napkins, menstrual period supplies etc. should be wrapped and disposed of in the trash can. Do not use toilet as trash can. 
    5. Do not use handicapped accessible toilet unless necessary.
    6. Hand washing should pay attention, do not spill in the mirror and on the ground, to avoid dirty wet floor.
    7. When using paper towels, please use the used paper towels to wipe counters and washbasin to keep clean.
    8. DO NOT STAND ON TOILET
  1. Personal area:
  1. Desk:
Place items on the desk, should be concise combination.  Before get off work, should also clean the desktop, keep clean.
  1. Only telephone, necessary stationary, daily official documents should be placed on the desktop.
  2. Use of approved drink container only.  Please mark your container with your name.
  3. Only the extension number list can be put under the mat.
  4. Clearance should be maintained under the table, without stack of any boxes or debris.
  5. When leaving the seat or get off work, chair should move closer to keep tidy.
  6. Desk drawer to store only the essential documents and supplies, and placed neatly.
  7. Computer and equipments should always wipe to avoid gathering dust.  Telephone microphone should be regularly disinfected with alcohol, to keep sanitary.
  8. Coat should be hung on the back, to avoid drag to the ground, which might cause falling accident occurs if chair with wheels run over.
  1. Cabinet:
    1. After finishing the report file or cartons should be stored inside a warehouse or cabinet.  It is not allowed to pile at your desk or office area.
    2. It should not need to file discarded items in cabinet, make good use of the space and wipe at any time.
    3. Locker keys custody should be assigned one particular person.  When lost, should replace the keys soon.
  2. Trash:
    1. Only discard non-food stuff.  The beverage or food should be discarded in the pantry, to avoid office appears ants, cockroaches, etc.
    2. The rubbish should be daily disposed.
  3. Others:
    1. Ground and corners should be kept clean and clearance.  It is not allowed to pile inventories, waste or garbage accumulation.
    2. Potted plants, flowers decorations should be appropriate.  Regular watering, pruning yellow blades, keeping the blade clean.  Do not gathering dust.
    3. Do not carry personal tea cooker to cook individual drinks in office.  Please use the teapot brewing in the pantry.
  1. Office manners.
  1. Dress code:
  1. During the work should always wear identification card.
  2. Office clothing should be neat, clean, elegant, suitable for office environment, not too fancy or casual.  Such as:
    1. Male: shirts, trousers, ties, jackets, suits.
    2. Female: sleeved shirt, sweater, skirt, pants, suits.
Only on Fridays or weekends, employees can wear casual clothing, such as T-shirts, POLO shirt, jeans, etc.
  1. Shoes: leather shoes.  Shoes should be kept clean, polish on a regular basis.  Women high heels if no shoelaces, please wear long pants to shield heels.
No slippers.
Every Friday or weekends, employees can wear casual shoes, such as sport shoes, moccasin, plimsoll.
  1. In case of formal occasions, such as formal meetings or guests visit, men should wear a suit and women should wear suits.
  2. Clothing accessories of 1 to 2 is appropriate (not more than three), and request be suitable for the office environment.
  3. Perfume should not be too thick, too choked to avoid special flavor causing distress to others.
  4. Hairstyles and beards should be kept in a presentable fashion.
  1. Code of conduct:
  1. Do not be late for work, do not leave early, except personal leaves applied.
  2. When clock-in/out, should be in sequence, not in hurry rushed, and it is prohibited to clock-in/out on behalf of others.
  3. Non-lunch eating should be done in the pantry area only, and should not be done on the clock during your shift hours.
  4. Smoking is allowed in designated areas only.
  5. Without prior agreement, should not enter other’s office or working area, or read other’s documents, interrupt other’s work.
  6. In toilet, do not chat or gossips, to avoid public disclosure of confidential information.
  7. Be appropriate to deal with colleagues’ interaction.  When walking, see other employees or guests, should take the initiative of greeting, and let the walkway when necessary.
  8. Proper use of office equipment for save cost, it is not allowed using office assets for personal purpose.  After usage, should return to its storage place and keep it clean.
  9. In the office area, in order to keep quiet office environment, should walk softly, control the volume of speech, do not make noise, reduce chatting.
  10. In conference or meeting, the mobile phone should be turned off or adjusted to mute state, should concentrate on listening, not answer the phone, unless it is necessary to answer.
  11. Do not engage in personal matters except during break time.
  12. Chat applications such as LINE, Instant Messenger, etc. and social media applications are prohibited to install on Company-provided computers except for business-related use.
  1. Telephone manners:
  1. If someone else's telephone rings unanswered for a long time, should answer on behalf and leave message, do not ignore.
  2. When taking messages, make sure to leave a written note on the desk of the intended receipient.
  3. When answering the phone, should report the name of individual, and take the initiative to greet.
  4. When talking on the phone, strive to clear concise language, voice should be gentle, do not change facial expressions because do not see the other side in person, should be earnest expression.
  5. Caller who asks other colleagues telephone number of office, should tactfully inform or consult transfer needs, not answer “I don’t know.”
  6. When leave a message for others, should record the caller name, issues and the call time. Leave written note on colleague’s desk.
  7. If the incoming call of unreasonable request or non-business related matter, should put politely decline and ask for understanding.
  8. When the call is completed, it should be clear at the end of words, such as "Thank you," "Goodbye".  And wait the other side hang up the phone, and then gently hang up the phone.
  9. Before to dial outgoing phone, best make the excerpt on notes or memorandum, finishing the thinking, avoid omission, and centralize communication in a phone call to reduce the number of calls.  If to call stores, should avoid rush hour of meal period, in order to enhance the efficiency of communication.
  10. Before answering the phone, should set aside of the necessary information, pens, note paper or memorandum, at available place for access.
  11. When outgoing calls, please avoid using hands-free dialing, reduce interference with colleagues.
  12. When dial the wrong phone, should politely apologize.
  1. Limit of food:
  1. Do not drink alcohol during working hours.
  2. Non-lunch eating should be done in the pantry area only, and should not be done on the clock during your shift hours.
  3. Eating is not allowed in non-pantry areas.
  4. Please use company-supplied drink container only for beverages at your desk.
  5. To eat food in the pantry, please select the taste milder, avoid eating garlic, satay and foods with heavy odors.
  6. Before working hour begins, personal breakfast should be finished and coffee/tea/water should be ready.  Eat while working is not allowed.
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相簿狀態