ARTICLE
25 September 2024

Professional Etiquette And Its Relevance In Modern Law Firms

SA
S.P.A. Ajibade & Co.

Contributor

S. P. A. Ajibade & Co. is a leading corporate and commercial law firm established in 1967. The firm provides cutting-edge services to both its local and multinational clients in the areas of Dispute Resolution, Corporate Finance & Capital Markets, Real Estate & Succession, Energy & Natural Resources, Intellectual Property, and Telecommunications.
In today's modern law firms different departments are established to cater to the firm's practice specialties and areas of professional competence.
Nigeria Law Department Performance

Introduction

In today's modern law firms different departments are established to cater to the firm's practice specialties and areas of professional competence. Apart from the lawyers, law firms are made up of support administrative staff that are engaged to assist the practice in meeting important duties needed for the smooth working of the firm's internal processes. Law firms typically include Partners, Senior and Junior Associates, Paralegals, Practice Administrator, Human Resource Manager, Accountants, IT Manager, Project Manager, Facility Manager, Legal Secretaries, Litigation Clerks, Litigation officer, and Receptionist. Each of these roles carries distinct responsibilities aimed at achieving the firm's objectives. It is imperative that all staff members adhere to important guiding protocols/ professional etiquette to enhance the firm's reputation and profitability.

Professional etiquette refers to the principles that govern the behavior and attitude of employees or groups of staff in a business environment.

Generally, professional etiquette, often referred to as professional behavior and decorum, encompasses a combination of attitude, appearance, and manners for both employees and employers. It involves the way employees speak, present themselves, act, and make decisions in the firm. It is a key component of a working professional's arsenal, fostering confidence, credibility, honesty, and both personal and professional development. Additionally, it promotes professionalism and ensures compliance with firm's laws and regulations.

Difference between Professional Etiquette and Employee Morals

Professional etiquette and morals are distinct concepts, but they share some similarities. Morals refer to the welfare principles established by an employee, based on their experience and insight, upbringing, religious affiliations and societal norms. Morals focus on principles and practices that address the following:

  1. What should or should not be done in a given situation?
  2. What is right or wrong in handling a situation?
  3. What is good or bad regarding the people, policies, and ideals involved?

Alternatively, professional etiquette is known as the unwritten rules of behavior and communication (sometimes captured in an employee manual) that employees follow in the firm. Practicing good office etiquette not only enhances the work environment but also helps employees build better relationships with colleagues, establish a professional image, and contribute to the overall success of the organization.

Professional etiquette requires staff to present themselves with professionalism, demonstrating that they can be trusted and taken seriously. This assurance fosters a comfortable and collaborative work environment among colleagues.

Essential professional etiquettes1

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https://www.thebalancemoney.com/top-skills-every-professional-needs-to-have-4150386

Factors that maintain Professional Etiquette in Law Firms.

  1. Professional Conduct

Attitude in law firms is the behavior and character an employee displays at work, which can be either positive or negative. The nature of one's character can either enhance or damage the firm's credibility. Employees must exhibit a good attitude towards clients to ensure continued patronage.

Staff and clients often form impressions about others the moment they meet and converse. Therefore, it is crucial for staff to present themselves professionally. Employees should be conscious of their body language and how others perceive their attitude. Standing upright, maintaining good eye contact, and wearing an amiable smile, are some basic attributes that employees need to acquire. Employees, especially the receptionist being the first contact of the firm, should be familiar with the firm's services and policies ahead of time because they can be questioned by clients concerning the firm's profile, policies and services.

  1. Punctuality

Punctuality is a crucial issue in all firms, and being on time is a way to give a good impression to an employer. Consistently being punctual shows that an employee values the time of others, including clients and prospects. Punctuality is the ability to be prompt, attend appointments on time, and submit assignments by the deadline. In a professional environment/Law firm, being punctual involves planning ahead and making arrangements to ensure that you can fulfill your obligations on a strict schedule. Punctuality demonstrates to employers how reliable an employee is, how much they care about and value their time, and their commitment to avoiding lateness to work, meetings, and other tasks. It is one of the major factors that management considers when evaluating their employees.

Additionally, maintaining the firm's scheduled times for breaks and lunch is also a key aspect of punctuality.

  1. Professional Appearance

Another factor of professional etiquette in a law firm is the dress code which is usually formal. Dressing appropriately is an important aspect of business etiquette for lawyers. A conservative, well-fitted business attire conveys professionalism and respect for clients and colleagues. Men should opt for suits, while ladies should choose formal business attire.

Most law firms have dress codes which is a set of rules regarding what clothing staff must wear in the firm. Regardless of whether the firm has a defined dress code or allows casual attire, employees should maintain a clean and neat appearance that gives a positive impression on clients and colleagues. Employees displaying professional etiquette should study the firm's guidelines about dress code and avoid wearing wrinkled or poorly fitting clothes, and flip-flops. Dressing appropriately is essential for looking professional and representing the firm effectively.2

  1. Effective and Preferred Communication Method

Communication is one of the most important aspects of a firm's etiquette. When an employee communicates in a manner that pleases the recipient (whether clients or staff), it increases the chances of receiving a polite and timely response. Conversely, poor communication can lead to disagreements and disputes.

Communication via email and text messages may receive slow responses because staff may be engaged in other tasks. Many staff members prefer to speak directly on the phone, as they don't regularly check their email/text messages. Both staff and clients have preferred methods of communication. Therefore, staff should ask for guidelines on how to contact clients, using the firm's preferred communication channels.

  1. Client Management

The way clients are treated speaks volumes about the firm. Employees should be mindful of how they offer services to clients, as their attitude and approach are crucial. Providing excellent service and maintaining a positive attitude towards clients are essential for building a strong reputation and fostering trust.

  1. Avoiding Office Politics

In most law firms, to maintain a professional etiquette and harmonious work environment, employees should avoid engaging in office politics. This includes refraining from gossip, backstabbing, petty conspiracies and any behavior that undermines colleagues and client-related matters. Focusing on collaboration and mutual respect helps build a positive office culture. It is also imperative to be respectful, treat others with respect, regardless of their position.

  1. Responsibility

In law firms, another employees' professional etiquette at work is taking responsibility for their actions. Whenever an employee commits an error, he/she should always admit it and correct it and prevent such an error from reoccurring. Employees should avoid blaming others, even if there are issues. Management should encourage employees who bring ideas and constructive initiatives toward achieving the goals of the firm even where such efforts fail to accomplish the desired objective., Such enterprising staff should be appreciated and encouraged to put in more effort and make any needed tweaks in order to attain better outcomes going forward.

  1. Reliability

Reliability is a cornerstone of professional etiquette. If an employee commits to a specific project, meeting, or task, they must ensure they follow through and complete the assigned task. This commitment increases trust with colleagues and clients and demonstrates employee's reliability and project a dependable outlook for the firm. Employees who are trustworthy and dependable, can be counted on to complete specific work on time with high standard. They can help increase productivity and efficiency by completing tasks on time.

  1. Cultural Differences

In firms composed of staff from diverse backgrounds, it is crucial to be aware of cultural differences, including varying beliefs and reasoning processes. Employees who demonstrate professional etiquette should strive to respect the cultures and beliefs of others, thereby avoiding insensitive comments and potential conflicts.

  1. Meeting Etiquette

Law firms generally have meetings regularly with clients. To demonstrate professional etiquette during meetings, employees must be mindful and sensitive about their attitudes and speech. In many law firms, weekly practice meetings are common, and staff are expected to adhere to specific etiquette that may differ from standard office practices.

In the course of meetings and discussions, employees should speak clearly and courteously in a way others can understand. Employees should listen carefully to their colleagues when sharing ideas and acknowledging their comments.

The following guidelines should be observed during meetings:

  1. Arrive early for meetings and communicate ahead if you may be late.
  2. Consider approaching others about any conflicts after the conclusion of the meeting.
  3. Exit quietly and respectfully if the meeting runs longer and you have another commitment.

  1. Managing Conflicts Professionally

Conflicts cannot be permanently avoided as they are naturally part of human interaction. However, when they arise, they should be handled in a professional manner. Employees should try to avoid losing their temper or getting into unnecessary arguments with one another. Instead, they should calmly identify the root cause of the issue and seek to resolve it as soon as possible.

  1. Recognition and Appreciation

Recognition and Appreciation are part of professional etiquette in the firm, because it is important for supervisors, departmental heads, and management to recognize and appreciate staff for their immense contributions to the well-being and development of the firm. This acknowledgment shows respect and gives credit to staff for their efforts toward achieving organizational goals. In return, this builds a positive work environment and encourages staff to work hard and put more effort to their jobs.

  1. Collaboration and Teamwork

Staff overwhelmed by work or facing difficult tasks or issues can request assistance, opinions, or ideas from their peers to solve problems and complete assigned projects. In an established firm where staff are professionally trained, their response should be positive, and they should be ready to collaborate with one another. When staff support each other, it fosters teamwork and elevates the entire department and the practice. Often, supportive staff are recognized by their bosses, which can lead to promotions and higher roles.

The Importance of Professional Etiquette in Law Firms

Professional etiquette is more than just following arbitrary rules; it forms the foundation of a thriving and productive work environment. The following are a few indications of their importance: -

  1. Enhanced Professional Reputation3

Indeed, an employee's behavior within a firm is like a personal brand that resonates throughout their career. Each interaction, whether with colleagues, supervisors, or clients, plays a crucial role in shaping their professional reputation.

  1. Effective Communication

Effective communication is the cornerstone of every successful business endeavor. Professional etiquette ensures that communication is both clear and respectful. Mastering the art of articulating thoughts and ideas with consideration for others is essential.

  1. Conflict Resolution

In the intricate environment of a firm, conflicts are almost unavoidable. However, a strong foundation in business etiquette offers a clear path for resolving these conflicts. Skills such as diplomacy, tact, and the ability to handle disagreements gracefully are essential. By approaching conflicts with an etiquette-based mindset, employees help maintain a harmonious atmosphere, preventing minor disagreements from escalating into major disruptions.

  1. Team Cohesion

A firm thrives when it functions as a cohesive team with shared goals. When every team member embraces and follows etiquette-based guidelines, it fosters unity and mutual respect. Colleagues transform into collaborators, creating a positive and supportive atmosphere. This synergy, driven by shared principles, enhances collaboration and ultimately boosts overall productivity.

  1. Client and Stakeholder Relations

Professional etiquette significantly impacts both internal and external relationships within an organization. Internally, it fosters unity, respect, and collaboration among team members, enhancing productivity. Externally, it reflects the firm's values in interactions with clients, stakeholders, and partners, leading to stronger partnerships, an improved reputation, and sustained business growth.

Conclusion

Professional etiquette acts as the adhesive that binds the complex workings of the firm. It creates an environment where employees are not only skilled professionals but also adept at navigating social dynamics. The significance of job etiquette goes beyond mere polite gestures; it deeply influences professional relationships, establishing a foundation for lasting success in the ever-changing modern firm.

In a nutshell, professional etiquette in law firm is about staff Appearance, Behaviour and Communication. It creates unity and harmony among members of staff. Etiquette is important because it establishes a set of social norms and expectations that help employees interact with each other in a respectful, considerate, and appropriate manner. Professional etiquette helps create a respectful and efficient work environment, contributing to the firm's overall success.

Footnotes

1. See, https://www.thebalancemoney.com/top-skills-every-professional-needs-to-have-4150386, accessed on 29th August 2024.

2. See, https://www.marquette.edu/career-center/students/firm-etiquette.php accessed 3rd September 2024.

3. See, https://holistiquetraining.com/en/news/elevating-professionalism-the-power-of-firm-etiquette accessed on 4th September 2024,

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.

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