Mind your workplace gift giving protocol

Office exchanges fraught with hazards In some firms there may be — gasp — bans

Deciding what holiday gift to give your husband or wife isn’t easy. Figuring out what to buy your supervisor, co- worker or client can be even tougher.

Gift- giving in the workplace is complicated. “ It’s not just about throwing a gift out there,” says Carey McBeth- Cooper, director of the Vancouver- based firm Essential Etiquette.

“ You really do want to be savvy before you give a gift away in the business arena.”

First, find out if the person can accept gifts. Many companies have policies against staff accepting presents. In Vancouver, at least five major firms “ don’t allow employees to accept gifts over a $25 value,” she says. To avoid the awkward situation where someone has to return a gift to you, call the human resources department to check if the company lets staff receive presents. As to what to give, there’s no right answer. The present doesn’t need to be expensive. In fact, an extravagant gift “can make the person on the other end feel uncomfortable,” McBeth-Cooper says.

Consider giving clients something that represents your company, says Lydia Ramsey, founder of Manners That Sell in Savannah, Ga. For example, a Norwegian shipping company sends clients CDs of an opera that connects to a company theme. “ That represents them in an upscale way,” Ramsey says.

If you are giving a present to one person in the company, tailor the gift to him or her.

For example, buy an avid golfer gift certificates for green fees, McBeth-Cooper says. But don’t give presents that are too personal. These are professional relationships and the gifts should reflect that, the etiquette experts say. Avoid buying perfume or clothing.

“ That’s far too intimate,” McBeth-Cooper says.

Mail the gifts to recipients’ offices — not their homes, says Pamela Bedour, founder and director of the Protocol School of Ontario.

“ I heard of a woman sending a gift to the boss’s house and his wife was there to accept the gift. Although there was nothing inappropriate about the gift, it raised some questions,” Bedour says.

Diversity issues also matter. For example, don’t give liquor to someone of Muslim faith, McBeth-Cooper says. As to what to give your boss, it’s better if the whole department chips in, she says.

“ It’s cost- effective and not so personalized.”

If a department plans a gift exchange between the staff, make the exchange anonymous, entirely voluntary and set a dollar limit, says Lew Bayer, a partner at In Good Company in Winnipeg.

That way there’s no pressure. “ I know people who used to be stressed out for two weeks about a $ 10 gift because it happened to be that they drew the boss’s name,” Bayer says.

After the gifts to clients or supervisors are wrapped and delivered, some presents may arrive at your office door. They may be from clients, co- workers or vendors. Whether you get imported chocolates, a snowman mug or a bottle of wine, remember to write a thank- you card for each one.

“ You have to acknowledge every gift you receive,” Ramsey says.

“ In addition to being the right thing to do and a nice gesture, it also says the gift was received.”