Thinking about buying the person who sits three cubicles over a Furby? Or a Flowbie for their Furby? Wondering what Furbies and Flowbies are? While we can't help with the last question, we can help you choose appropriate gifts and get a firmer grasp of office gift–giving etiquette. By keeping the following tips in mind, you can enjoy exchanging gifts without unknowingly stepping on someone's toes.
When in Rome...
The first thing you should consider is the particular culture of your workplace. If you recently started a job, ask your new colleagues what the gift–giving policies are. Request specifics instead of general guidelines. What's been done in previous years? What kinds of gifts were given, and to whom? Is gift–giving usually restricted to office parties?
For additional guidance on your office's policies, consult your office's Human Resources handbook. If no such handbook exists, then be extra sure to get concrete feedback from your colleagues.
Gift exchanges with close friends
You often get together after work; you've revealed that your middle name is Hortense. If someone at work matches one of these descriptions, then Jodi "the Mannersmith" Smith, an etiquette expert who consults everyone from children to CEOs, suggests that you exchange gifts outside of work. Elaborate and emotional gift exchanges at the office can result in co–worker resentment.
Giving gifts to your boss
As mentioned before, office cultures vary, so ask your colleagues what the policy is for giving gifts to the boss. Manners expert Jodi Smith points out that "the majority of places frown on, or even forbid, subordinates giving gifts to superiors." The reason for this is obvious. Giving to your boss may be seen as apple polishing, and if one employee gives a gift, others may feel obligated to do the same. The whole thing can quickly degenerate into petty squabbling. Many bosses deflect potential office rifts by sharing with the entire office whatever employee gifts they receive.
The bottom line is that giving a gift to your boss is something you should consider only if it's common and encouraged at your place of work.
If you work in a very small business (five people or less) it's more likely that there's a family mentality, in which case giving to your boss might be acceptable. If you are a boss, you might want to consider making it a policy that supervisors and superiors cannot accept gifts.
If you're determined to get something for your boss, consider the following:
Fitting gifts for your boss
Pens (Cross, Waterman), calendars, stationery, or electronic organizers make great gifts for the boss, or for anyone at the office. If you're planning to give baked goods to your boss, consider giving them to the entire office instead.
Giving gifts to employees
In recent years, an increasing number of bosses have started making collective donations to charity — donations made by the company as a whole on behalf of a group of employees. (Read more about charitable giving.) Both this kind of gesture and more traditional ones are appropriate. The primary etiquette consideration is how these gestures relate to planned bonuses. If there are planned bonuses, then manners expert Smith advises that these gift–giving gestures should be made "in addition to a bonus, not used as a substitute for one."
When asked if they prefer one or the other, Smith says, the vast majority of employees prefer cash over gifts.
Giving gifts to colleagues
Before you buy a gift for a colleague, ask if your office has an annual gift swap. If it does, there will likely be spending–limit guidelines and a plan for assigning your "swap mate". The major error to avoid is giving a thoughtless or inappropriate gift, and the best way to avoid that is to adhere to Jodi Smith's .
Fitting gifts for employees and colleagues
Any of the gifts suggested for your boss would make an ideal present for employees and co–workers: pens, calendars, stationery, or electronic organizers.
Another idea is to personalize the gift a bit more. For the employee who travels often, try luggage (with a personalized luggage tag) or an extendible phone cord. For employees who have long commutes, consider purchasing them a cell phone with a month of service. For gifts for the entire office, think about personalized mugs or t–shirts.
Wine or flowers are best for employees you know well. While wine makes a great gift (and for this reason is a popular choice), you want to be sure that the recipient doesn't have personal objections to — or a problems with — alcohol. Flowers are also a popular choice, but you should be aware that they could be misinterpreted as a romantic gesture. And don't assume that you know the right flower to send! Smith reminds us that "different flowers have different meanings in different cultures." If you don't know the employee that well, send a basket of baked goods instead.
Giving gifts to clients
As the Mannersmith points out, "it would be foolhardy, as well as costly, to treat all clients equally. It is perfectly acceptable, therefore, to send cards to all clients and gifts to your VIP clients." If you're looking for specific suggestions, any of our gifts recommended above will make a great impression.
Jodi "the Mannersmith" Smith's gift-giving guidelines
- Know the person's preferences and try to match those with an appropriate gift. If the "giftee" is an avid traveler, for example, consider expandable/collapsible luggage.
- Be aware of cultural, religious or international taboos. Also, some company policies prohibit gifts over a certain value. Check your company's Human Resources handbook.
- Use your common sense, despite what the salesperson says is appropriate.
- Save the gag gifts for purely social occasions.
- Save items with your company name on them for marketing campaigns.
- Select a gift that reflects your business and your image.
- A gift basket for the client's office can bring greater good will, especially if the staff participates in projects for your business.
- Wrap the gift. Half of the thought is the presentation.
- If you need some gift hints for a client, speak to his/her assistant.
- Start planning in advance.
Thank-you notes
- When to write
You don't need to write thank–you notes for the gifts you receive at an office holiday swap. Any other gift (from a client, a boss, a colleague or an employee) should be answered with a thank–you note as soon as possible. According to Jodi Smith, "if someone took the time to give you a gift, you should take the time to write the person a note." For future reference, it is also proper to "write a note when someone makes an extra effort on your behalf. Referring a client, suggesting a marketing strategy, hosting a meal, forwarding information of interest or even constructive criticism are all examples where a thank–you note is appropriate." - Typed or handwritten?
Handwritten — unless your penmanship is a disaster! A handwritten note is more personal and makes a lasting impression. It's also more likely that a handwritten envelope will be opened before a typed one. In terms of paper size, send your note on a note card instead of a tri–folded letter. - Email thank–you notes
Writing an appreciative email is appropriate after meeting a close friend for lunch, when addressing a high–tech individual, or when someone at work sends you much needed materials. Jodi Smith stresses, however, that handwritten notes are far superior.
1Several of the tips in this article were provided by Etiquette Consultant, Jodi Smith, founder of the consulting firm Mannersmith. To learn more about Mannersmith, and to read previous etiquette questions and answers, click here.
