Guide to Professionalism

Commitment is a core aspect of professionalism and can show others just how trustworthy you are. If you say you’ll do something, follow through. Don’t overcommit to activities or tasks – make a firm commitment! 

Why is this important? 

1. Respect for others: If you sign up for an event and don’t show up, the organizer’s reputation (and EngSci’s!) suffers. They or our program might be embarrassed if too few people show up for an external speaker, or they may have purchased food that will go to waste. Put yourself in the organizers’ shoes: what’s at stake for them? How would you feel if you organized the event and no one showed up and you wasted time and money? This also goes for meetings, whether that’s with your team for a group project, a design team, or executives of a company. In the professional world and in EngSci, the expectation is that if you commit to attend an event or meeting, but your plans change, you’ll give the organizer AT LEAST 48 hours’ notice. Communication is key 🔑 

2. Teamwork and Trust: When working in teams, you have people who depend on you and trust that you’ll complete your task. If you can’t follow through on your commitments, that trust can be lost and you may not be given further responsibilities. Communication is key!  If you’re struggling with workload, talk to your teammates and work out a plan.  

3. Your own Development: If you agree to do something, it’s probably something that you wanted to do or that will benefit you. By following through, you can develop yourself professionally, take pride in your reliability, and build confidence; the only way to gain experience is to commit and do things. Furthermore, you can always learn from and enjoy an experience. Do yourself a favor and follow through with what you committed to! 

You’ve probably heard this before, but when interacting with people face-to-face (or on a phone call or virtual meeting), remember the following:  

• Be friendly and respectful. Learn and use the person’s name or title properly. At conferences or networking events, don’t be shy about approaching new people. Your professional demeanor will help put you and them at ease.  

• Take a sincere interest and practice active listening.  

• Be mindful of cultural, language, gender and other differences between you and others. Don’t assume that everyone sees the world as you do. 

• When at a conference, an interview, or another important meeting, ensure your clothing and grooming is appropriate. At work, ensure that you follow your organization’s dress code, usually business or smart casual standards.

• Speak clearly and avoid using colloquial language.

• Try to maintain regular eye contact and proper posture and avoid fidgeting or looking around; remember that your body language indicates engagement with what the other person is saying.

• At conferences or networking events, try to engage with others while being respectful and professional. 

Online professionalism is as important as in-person professionalism! Remember: anything you write down could become public. Think about the impact on your future before posting. How would you feel if what you wrote was in the newspaper tomorrow? (Another way of thinking about it: don’t say anything online you wouldn’t say to somebody in person.)  

When writing emails to professors, teaching teams, supervisors, staff, and colleagues:  

• Create an email signature with your name, university affiliation and major, and preferred pronouns.  

• Use a descriptive subject line. An email with the subject line “Question” is unlikely to get priority in someone’s busy inbox and might look like spam. “U of T Engineering student requesting advice on AI career” is an example of a better subject line. If emailing for academic purposes, include the course code in the subject.  

• Emailing a working professional (including university staff and professors) is NOT the same as texting your friends. Look up your recipients’ names and titles and address them how they would prefer (e.g. “Greetings Dr. [Name], …”). “Hey” is NOT an appropriate way to address a professional person.  

• Ensure your email has the right tone. It should be at least as formal as how you speak to the recipient in real life. This will vary depending on your relationship with that person. Don’t forget to check for grammar and spelling mistakes.  
  • Sometimes, you may spend time writing a thoughtful and professional email, only to receive a very brief reply—or no reply at all. Professors are busy and may not have the time to write a detailed response. Regardless of the length or tone of their reply, always maintain a professional and respectful manner in your communication. 

• Remember to use an appropriate salutation (e.g. “Dear …”, “Greetings …”) and valediction (e.g. “Sincerely …”, “Best regards …”).  When in doubt, use the most respectful salutation.

• Before sending the email, review it to make sure it includes all necessary information while being clear and concise. Consider setting up delayed delivery so you get some buffer time to modify your email if you spot any mistakes.

• In the professional world, the general expectation is that you’ll respond to an email within 1-2 business days, especially if you’re the more junior person. Keep this in mind when you get an email from staff, professors, TAs, employers, professionals, etc.

• Professors and the teaching team receive a high volume of emails. The convention is to wait 3-5 business days before sending follow-up emails. Be sure to also check the course page on Quercus for their recommended channels of communication. 

Digital professionalism extends beyond emails! Having a good digital footprint is extremely important. 

• Set up a strong LinkedIn profile so that your peers and other professionals can connect with you. LinkedIn is also a great platform for job hunting, learning about different companies and careers, and seeing what people are up to. 

• Refrain from disrespectful or inappropriate behavior online. Remember, even if you think something is private, nothing on the internet is private.
  • Use good judgment and your common sense when posting online. Disrespectful behaviour online directed at members of our community can be an offense under U of T’s Student Code of Conduct with serious consequences. 

Have you ever had to give a talk in front of a big group of people? Nothing is quite as demoralizing as looking out at the crowd and seeing that nobody is paying attention.

Here’s how to respect your instructors and classmates: 

1. Silence your phone and put it away to minimize distractions for yourself and those around you. Remember that in a darkened lecture hall, your lit-up screen is visible and distracting to others.  Research shows that having a phone visible, even if it is off, reduces concentration.  Classes are very important; please don’t disrupt your or others’ learning experience by being on your phone. Turn off notifications on your laptop and other devices to help you focus on lecture content.

2. Do not spend time in lectures chatting with your friends, even if you’re at the back of the room. The speaker can see and hear you, as can everyone around you.  If you don’t want to pay attention, leave the room out of respect for others. 

3. Go to office hours and talk to your professors – this is a hugely underused resource! Getting to know profs and having them get to know you will help you:
   • Develop relationships so you can ask for letters of reference for jobs, scholarships, etc. Remember that you’re going to need reference letters for jobs and graduate school applications; if none of the professors get to know you personally, they won’t be able to write you letters. 
   • Learn about summer research and other opportunities. 
   • Get a leg up on coursework. 

Conflicts can occur in class, extracurriculars, or the workplace, and it’s vital to handle them professionally. Learning how to resolve them and reflecting upon the experiences contributes to your personal and professional growth:   

1. Take a step back and analyze the situation. Try to calm down and don’t let your initial frustrations get the better of you.  

2. Challenge your assumptions. Many (most) conflicts are the result of poor communication with both parties assuming things that aren’t quite true. Ask yourself: what do I really know about the situation? What am I assuming? Is there another possible explanation for the other person’s behavior? Note that people around you may have different backgrounds, personal situations, and cultural norms. 

3. Express your perspective respectfully and listen to others’. If a group member is unresponsive, try to get them to engage in the conversation. Ask questions to make sure you aren’t missing important information. Explain your concerns factually rather than emotionally. You can also contact your instructor or supervisor for help. 

4. Try to find some common ground. Emphasizing common interests can help create a sense of collaboration and establish team values to resolve conflicts.

5. Brainstorm solutions and explore various options that’ll address the needs/interests of all parties.

6. Remember, clear communication is critical! Be proactive and don’t let conflicts fester.

Remember to always be your best self, even if the other person is acting unprofessionally. Engineering students can also get teamwork support.

Equity, diversity, inclusion, and accessibility are critical parts of professionalism in today’s workplaces. U of T aims to create inclusive and accessible spaces for everyone, and YOU play a vital role in this. Educating yourself through U of T’s free training resources will give you valuable skills that you can also list on your résumé

• Sexual & Gender Diversity Office  

• U of T’s Anti-Racism and Cultural Diversity Office. EngSci staff highly recommend their training sessions, many of which are free and open to students. 

• Accessibility Services  

• Mental Health and Wellness  

As well, check out our 2 blog posts about EDI in EngSci and EDI-related groups. Remember to treat others how you’d like to be treated and respect everyone.