Published on February 22, 2012
It's very true that we do not need an excuse to party! Today, even corporate parties have become the norm rather than the exception. In fact, office gatherings are regularly organised to encourage employees to socialise.
A company-sponsored social event is always just around the corner – sometimes for celebrating a festival or a holiday, sometimes for bidding adieu to a retiring employee, honouring a valued employee's contribution or rewarding staff for their hard work, and at times even for a baby shower!
Moreover, casual weekend affairs and picnics need no occasion and can be a general morale-fostering, team-building or employee retention strategy.
While office party announcements ring alarm bells for the attendees, just imagine the plight if you happen to be the manager hosting the ‘bash' or the ‘chosen' employee hand-picked for the task! But don't fret yourself because here are a few tips on maintaining proper host etiquette no matter whether you are hosting a casual office gathering, a holiday luncheon, a celebratory dinner in a restaurant, a Christmas party, a weekend picnic or just a game of volleyball:
First things first, decide on the guest list by discussing who to invite and who to exclude. Generally for casual office get-togethers, everyone should be invited. If a person is being honoured or retiring, do ask him/her whom they would like to invite. Also, confirm whether any managers/executives will be attending or it will be an employee-only affair.
Send out the party details in advance either on the phone, email or in person. Mention the time, venue, occasion and also whether spouses/family are invited too. Do not forget to specify the dress code, be it business formal, casual or sometimes, black tie.
Carefully plan the menu and provide plenty as food generally falls short at office parties! Arrange proper seating with sufficient tables and chairs. Check with your supervisor whether alcoholic beverages are to be served and if yes, arrange for a good bartender. Instruct him to keep a close watch on every guest's intake and strictly not serve those who seem inebriated.
Depending on the occasion, you can arrange informal, fun activities like games, treasure hunts, karaoke, cracker display, etc. But do run them by your boss first.
Ensure that you arrive early so that you can check on the arrangements and receive everyone personally. Smile as you welcome the guests, shake hands and make them feel comfortable. Mind your body language – stand tall, have a proper facial expression, maintain good eye contact with everyone and offer a warm handshake.
Even in the most informal setting, do not assume that everyone knows everyone. Introduce people from different departments/levels to each other – a casual, ‘I wonder if you have met….' can do the trick. Keep a vigilant eye on the arrangements, but do not stand in one place – mingle around with everyone by spending around 10 minutes with every person/group and moving on.
While talking about work cannot be avoided completely, try to refrain from work topics and engage people in causal conversations. You can plan ahead with conversation starters like ‘Tell me about…' as you discuss different subjects of common interest. You can then continue with ‘that's interesting, tell us more…..' The key is to get people talking on non-controversial topics and keep the conversations flowing.
Try to make everyone feel at ease so that they can go back remembering the good time. But even though it's a social environment, ensure that everyone follows general office protocol and does not go overboard with the bonhomie. When it comes to you, the host, it is better to avoid alcohol completely or limit yourself to just a drink or two. But do relax and have a good time.
Finally, no matter how carefully you plan, things are going to go wrong. What you should do is take the problem in your stride - graciously acknowledge the blunder and handle it properly without creating any fuss. And it goes without saying that you should stay till the end. See off the departing guests with a warm thank-you and if mandated, offer a suitable gift.
To sum up, be polite, well-mannered, hospitable and considerate towards everyone as your behaviour is being observed carefully. Yes, how well you conduct yourself as a host does reflect on your skills, efficiency and work abilities. Managing the event well is bound to win you recognition and credibility even to the extent of building your career!
Payal Chanania
http://www.thehindu.com/todays-paper/tp-features/tp-opportunities/article2917887.ece
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