So, your company has decided to return to the office. Rather than debating whether the decision itself is right or wrong, this article aims to help managers navigate the transition by offering practical, respectful guidance on workplace etiquette.
Returning to a shared physical space requires recalibrating some of our behaviors, from how we dress and communicate to how we manage noise, cleanliness, and shared resources.
Managers who establish clear expectations can significantly impact the transition and turn what might be a tense adjustment — potentially undermining motivation — into a smoother, more positive return that keeps the team engaged.
If you’re interested in the broader debate around RTO, check out our article on how big tech companies are handling the remote vs. in-office dilemma.
Agreeing on temperature and ventilation
Temperature and ventilation are among the most persistent sources of disagreement in shared office spaces. Preferences often vary widely based on individual sensitivity, health, and even background. For example, what feels comfortably warm to one person may feel uncomfortably cold to another.
After years of remote work, employees have grown used to having full control over their environment. Returning to a shared office means giving up that control, which can be frustrating for some.
Without guidance, teams may resort to ad-hoc solutions such as opening windows, adjusting thermostats, or bringing personal heaters or fans, often to the discomfort of others.
Managers should encourage open, respectful conversations about comfort. They can also define acceptable temperature ranges and/or clarify who can adjust thermostats. Additionally, keep in mind that small adjustments, such as flexible seating, layered clothing, or zoning areas with different temperature settings, can help accommodate different needs.
Finally, remind your team members that compromise is often necessary in shared spaces.
When expectations are clear and consistently applied, teams are more likely to adapt and focus on their work rather than on the thermostat.
Dressing appropriately
While tech companies often have a more relaxed approach to work attire, this can still be a complicated topic, especially when there are many young people on a team. Much has been said about Gen Z not knowing how to dress at work. As Fortune wrote, “Employees typically pick up on office outfit trends during their internships, but many Gen Z professionals had their first opportunity during lockdown. It was much harder to get workwear feedback in virtual settings.”
Confusion is further compounded by the fact that dress codes vary widely by industry: what one team member confidently wore in a previous job may not be suitable for a new job in a different field. If you’re leading a tech team in a more formal industry, such as banking, you may have encountered this disconnect firsthand.
The situation can get even more complicated during the warmer months.
If you’re in a more formal industry and you notice that the tech team is having difficulty with appropriate work attire, you can establish a dress code. After all, you can’t enforce rules until you have rules. Be specific in the document — instead of simply writing, for example, that the dress code is business casual, explain what that means in practice. Is it acceptable to wear gym clothes at the office? Is a bare midriff allowed? If not, state it explicitly. Ensure the guidelines are gender-, race-, and age-neutral.
Address breaches privately, using the written policy and ensuring there is no shaming involved.
Depending on your industry and budget, you can offer employees a cash allowance to buy 2-3 appropriate items. In more casual environments, another effective option is to provide branded T-shirts, jackets, or hoodies.
Importantly, lead by example by adhering to the dress code yourself. Your team should be able to take cues simply by observing what you wear.
Using appropriate language and avoiding controversial topics
While casual language is common in tech environments, returning to the office means being more mindful of how we speak, especially in shared spaces and mixed company.
Many professionals became accustomed to informal communication during remote work, where conversations were limited to small groups and often took place in private chats. In an office setting, however, comments are more easily overheard and can unintentionally make others uncomfortable or excluded.
What feels harmless or humorous to one person may come across as unprofessional or inappropriate to another. Moreover, what is acceptable in certain teams or cultures may not translate well across a diverse workplace. It’s best to avoid swearing, sexual jokes, politically incorrect humor, gossip, and remarks about personal appearance, politics, or sensitive social topics — basically anything that can cause unnecessary tension.
If your team is unsure about what is acceptable or if you’re receiving complaints about specific members, consider setting clear expectations around professional language. Establish boundaries that promote respect; when needed, address deviations privately and calmly.
As with dress codes, leadership plays a crucial role here. When managers and senior team members consistently use respectful, thoughtful language, they help set the tone for collaboration and mutual respect, and the team is much more likely to follow suit.
Keeping the office clean
During remote work, many of us grew accustomed to managing our own space without considering its impact on others. Back in the office, what feels like a harmless little mess to one person (e.g., cluttered desks, leftover food, or unwashed dishes) may be unpleasant or inconvenient to someone else.
A shared office works best when everyone takes responsibility for keeping it clean, rather than leaving the task solely to the cleaning staff. The responsibility extends beyond personal desks to include meeting rooms, kitchens, and dining areas.
If maintaining cleanliness is becoming a challenge, it can help to establish clear expectations. Simple guidelines such as clearing your desk at the end of the day, cleaning up after meetings, washing your own dishes, and promptly disposing of food waste can go a long way. Reinforcing these guidelines with subtle reminders, such as posters in shared areas like the kitchen (near the sink, for example), can also be effective.
As with other workplace standards, address issues privately and respectfully when they arise.
Once again, consistency from leadership reinforces these habits. When leaders model the behavior they expect to see, it becomes easier for everyone to follow.
Limiting noise
Noise is one of the most common sources of friction in shared office spaces. Clear guidance from managers can go a long way in reducing such friction.
Set expectations around phone calls in shared areas. Encourage team members to keep personal calls brief at their desks and to move longer conversations to empty meeting rooms whenever possible. Actually, the same applies to longer work-related calls — such as those with clients or team members in other cities or countries. Being mindful of noise in shared spaces helps everyone stay focused.
Casual conversations and watercooler chitchat are an essential part of office life and play a key role in building relationships. However, returning to the office can hurt productivity if employees get too sociable and lose focus on their work. Managers should clarify that volume and duration matter, particularly in open-plan offices — there might be colleagues trying to concentrate.
Remember, the shift from remote to in-office can be especially challenging for developers and others whose work requires deep concentration or creativity. It involves moving from a controlled environment to a shared one, where maintaining focus can be more difficult.
Again, you should reinforce your expectations through example rather than enforcement alone. Your own behavior will speak louder — or, in this case, more quietly — than written rules.
Handling smells and body odor
Sometimes one may feel tempted to have lunch at their desk, especially when the dining area is far away or unappealing. However, even if one believes their food has little or no smell, it can still be distracting or inconvenient for others. That’s why making the dining area accessible, comfortable, and inviting is so important. After all, eating is a moment to recharge energies, and that becomes harder in a dark, shabby place.
Speaking of smells, body odor and bad breath are particularly sensitive topics. These issues aren’t always related to poor hygiene; there may be underlying medical reasons involved. Still, if it begins to affect others in the team, it is important to address the problem — your team can’t perform their best if they’re feeling nauseated. Take responsibility for having the conversation yourself rather than delegating it, and approach it with empathy, discretion, and respect.
LinkedIn Top Voice Claire Benjamin has a couple of TikTok videos on how to conduct a conversation about body odor properly. You can watch them here and here.
It’s also worth being mindful of strong fragrances. Heavily scented perfumes can trigger headaches, and for some, these scents may be nearly as disruptive as unpleasant odors.
Finally, remember that sensitivity to smells varies across cultures. In Japan, for example, there is even a term for “smell harassment” (sume-hara), highlighting how seriously this issue can be taken. Being aware of these differences can help managers foster a more inclusive and comfortable workplace for everyone.
Being mindful of cigarettes and e-cigarettes
Cigarettes and e-cigarettes (vapes) are not only a matter of smell. In both cases, exposure to secondhand emissions poses health risks.
Encourage team members to treat vaping the same way they treat smoking: it should be limited to designated outdoor areas, including balconies. This minimizes exposure to vapor and prevents it from drifting back into the office.
Maintaining these good manners becomes more challenging during the colder months, though. Some users may be tempted to seek indoor spaces to vape and then rely on open windows to mask the smell (an approach that is rarely effective and can create discomfort for others). Managers should reinforce that this is still not allowed.
Regardless of the season, stepping outside for frequent breaks may be viewed negatively by non-smoking colleagues, particularly when multiple smokers go out together every hour for 10–15 minutes. This behavior can sometimes create resentment among non-smokers. A Japanese firm addressed the imbalance by granting non-smokers six additional days of paid leave to make up for smokers’ cigarette breaks.
Importantly, it’s worth acknowledging that smokers don’t have it easy these days, as society becomes less tolerant of their dependence. Rather than framing the issue punitively, a constructive approach is to encourage healthier choices. Some companies, such as GE, have offered financial incentives to employees wanting to quit smoking altogether, with reportedly positive results for both employees and employers.
For those who smoke, being mindful of how often you step out and paying extra attention to personal hygiene before face-to-face meetings can make a difference. It’s the small considerations like these that help create a more comfortable and respectful environment for everyone.
Wrapping up
Returning to the office is an adjustment for everyone, and as we all know, not all employees may be enthusiastic about RTO. Creating a welcoming environment for all can significantly boost team morale amid changes.
Establishing clear expectations, showing empathy, and leading by example can go a long way in creating a workplace where people feel comfortable, respected, and able to perform their best work.
Subscribe to our newsletter
You’ve made it to the end. That likely means our content matters to you. Subscribe to the TechTalents Insights newsletter to start getting our best articles and interviews delivered to your inbox every two weeks.
