Success on the Job

You may be facing your first work term with a combination of excitement and trepidation. We hope the suggestions in this guide will help you handle any situations that arise during your work term. You will find advice on establishing effective work habits, communication techniques and working relationships. You might want to consult your co-op co-ordinator for additional suggestions.

Presenting Yourself

Dress Standards

First impressions count. Appearing professional in your dress and grooming can help you gain acceptance from colleagues and clients. Some organizations encourage professional business attire, and even organizations that allow casual business attire may frown upon jeans and shorts, so it is best to seek clarification.

Effective Work Habits

Earn your supervisor's high regard by establishing effective, professional work habits. Don't assume that you are eligible for overtime, flexible hours and other benefits. You may be evaluated on the following work habits:

• Attendance
• Punctuality
• Enthusiasm for Work
• Initiative
• Dependability

Establishing Collegial Relationships

Meeting and Greeting

Making the effort to introduce yourself to your new colleagues can help you take the lead in establishing effective working relationships. It is polite to rise as you meet a person for the first time, and offering a firm handshake can help you make contact in a confident manner. Until someone invites you to address them by their first name, it is best to use a formal title like Mr. or Ms. Confirm the positive first impression you made by continuing to greet your colleagues warmly and respectfully each day.

Team Work

Offering your assistance and support to colleagues helps you build relationships. When participating on team projects, do your best to help achieve consensus on goals, keep teammates informed of your progress and follow through on your commitments. When writing reports or making presentations, acknowledge any colleagues who have assisted you.

Social Functions

You may be invited to attend social functions organized by your employer which provide an enjoyable forum for enhancing your relationships with colleagues. You can be less formal on these occasions than in the workplace, as long as you remain professional.

Ethics – or “Do the Right Thing”

Maintain Confidentiality

Some employers, especially those in health and social service, require you to sign an oath of confidentiality in order to protect the rights of their clients. Even if your employer does not require a signed declaration, it is a good practice to avoid discussing your organization's business, clients and competitors outside the workplace.

Stick to Business

• If you are allowed to make personal calls, it is advisable to use this privilege sparingly. Be sure to repay the company for any long distance calls.
• Use the company's letterhead for approved business only.
• Don't take office supplies home for your own use.
• Don't send personal information via the company's e-mail or internet.

Honour Your Commitments

• Not only is it ethical to honour your commitment to your employer to begin and end your work term on specific dates, most co-op programs also have an official policy requiring you to do so.
• Deliver on any promises you make to customers, and if you run into difficulties, consult your supervisor to determine whether alternative services can be provided to appease the customer.

Take the Moral High Ground

• Even if your colleagues engage in unethical or offensive practices, it is wrong for you to be involved. Furthermore, you may be judged more harshly than a permanent employee.
• Avoid making offensive jokes or using offensive language.
• Avoid getting involved in gossip and office politics.
• Remain honest.

Declare Conflicts of Interest

If you are in a position to bring profit to a friend or relative through your work, please declare a conflict of interest and refrain from participating.

Effective Communication

Communicating effectively is vital in maintaining good relationships and providing good customer service.

Consulting with Your Supervisor

Communicating openly with your supervisor will enhance your work term by ensuring you both have the same expectations for your performance. Meet with your supervisor at the beginning of your work term to discuss your assignments. Schedule regular meetings with your supervisor so you can report on your progress, seek clarification on further goals and discuss any pertinent issues. Between meetings, communicate via memos or e-mail messages so your supervisor can respond at his or her convenience.

Communicating in Person

The following suggestions may be useful in communicating effectively with individual colleagues, clients and customers:

• Remain patient, courteous and calm.
• Use direct eye contact.
• Listen carefully and take notes.
• Ensure you understand by asking questions and paraphrasing answers.

E-mail and Internet Communication

Observe your employer's policies regarding e-mail and internet use. Even if no policies exist, you should use the company's e-mail and internet strictly for business and transmit nothing of a personal nature electronically.

• Always include a subject.
• Keep e-mail messages short, concise and clear.
• Check your spelling and grammar before sending.
• Review the message to ensure it carries the meaning and tone you intended.
• Determine whether you need to respond to the sender only or all participants.
• Before sending attachments, check whether your recipients have the necessary software.
• Include your title, company name and phone number at the end of each e-mail.

Telephone Communication

When making calls:

• Identify yourself and state the reason for your call.
• Speak clearly and concisely.
• Determine whether there is a need for action by either party.
• Summarize the next steps.
• Close with thanks, if applicable.