Canada: Office Protocol
November 19, 2018
By GoinGlobal
Business dealings in Canada are generally very similar to those in the United States, with a more formal business manner used in eastern Canada and a more casual manner in the western part of the country. It is important to note there also are regional differences in culture created by the sheer size of the country. For example, Alberta is generally considered to be more conservative than Ontario.
Communications in the workplace are relatively formal, as Canadians are very politically correct and concerned with fairness. Engaging in small talk to begin a conversation in a business setting is common in Canada. Neutral topics, such as the weather, vacations or sports (especially hockey or golf), are preferred. Because work is so important to Canadians, they often will ask, “What do you do?” Topics that should be avoided on initial contact are salaries, personal finances, religion, politics, language issues or the separatist movement. Canadians are keen travelers, and thus may ask about other cultures and countries. Many Canadians prefer to keep their personal lives separate from work, and will avoid discussing personal matters, such as marriage and children, with business associates until a close relationship has been established.
Canadians have certain preferences for interacting that are useful to keep in mind when conducting business in Canada. The standard greeting in a business setting, both for men and women, is a firm handshake coupled with direct eye contact. A flimsy handshake is interpreted as a sign of weakness. In Quebec, when meeting someone for the first time, you should use the person’s title plus his or her surname, until you are invited to do otherwise. This tends to apply more when meeting French-speaking people; there is somewhat more informality among Anglophones. If you forget a person’s name, it is acceptable to apologize and ask to be reminded.
Although Canadians generally dress for comfort, it is important to maintain a professional appearance during business occasions. In larger Canadian cities, this is more evident. It is better to arrive overdressed than underdressed. For men, a suit and tie are the norm. It is usual for women to wear business suits, including pantsuits, or dresses. Accessories may lend individual style to business attire, but they should be consistent with a conservative appearance. When not attending business functions, it is quite appropriate for Canadians to dress in more casual clothes. Jeans, T-shirts, sports shoes and shorts are acceptable. In many companies there are Casual Fridays, where employees can come to work in jeans as opposed to the other days of the week, when men typically wear suits and ties and women wear professional suits or dresses.
It is important to plan for inclement weather in Canada. Severe winters are not uncommon, and it is smart to prepare for snow, ice and slush. Boots with good tread and insulation are a must, and a heavy coat is essential. You can bring a change of shoes to the office — or, keep a pair of dress shoes in your office at all times — so that you are not wearing your boots all day.
Perfumes, aftershaves and other heavily scented toiletries are considered inappropriate in business settings. Asthma is not an uncommon condition in Canada, so you should avoid heavy scents, which may cause reactions in asthmatics and others who are scent-sensitive. Some jurisdictions in Canada go as far as to outlaw the use of scented products in places of public health, such as doctors’ offices or hospitals. Grooming (e.g., nail trimming, hair brushing and flossing) is considered a private affair and should be restricted to private areas, such as bathrooms.
Be aware of religious sensitivity when dressing for business. Although Canadians consider themselves tolerant of religious diversity, they are uncomfortable with outward displays of religion. Large religious symbols should not be worn.
Canadians often include spouses in business invitations, although it is best to confirm this before making plans to attend. It also is acceptable to reciprocate the invitation. If dining out for a business event, it is common practice to dine at an upscale restaurant. Business meetings are held during any meal. Business conversation, however, typically is withheld until after the meal. Eating habits vary within different ethnic areas. It is best to follow the lead of the host. In general, Canadians wait to start eating until everyone has been served. It is acceptable to decline food without any explanation. Tipping at restaurants is between 15 and 20%.
Gift-giving is not common in Canada’s business world. Gifts generally are exchanged between friends, but not between acquaintances or work associates. Gifts are, however, appreciated by a dinner host or by someone hosting a business visitor as an overnight guest. Giving a gift also is an appropriate way to thank someone who has done something very special, and gifts are commonly exchanged among office associates over the winter holidays. Because Canada is a multicultural nation, however, you should not assume everyone is celebrating Christmas.
If invited to a Canadian home, you can bring flowers, candy or wine to the host. Gifts native to your home country also are appropriate. Follow up on the invitation with a thank you note.
Canadians line up (queue) when waiting for services; for example, at the bus stop or grocery store. In public transportation or other public areas, it is considered good manners to offer your seat to pregnant, elderly or handicapped people.
Women and Minorities in the Workplace
Women
In general, Canadian women enjoy a high level of gender equality in the workplace, and have risen to high ranks in business and government. Usually, women receive respect from their male colleagues, and visiting businesswomen can expect to be taken seriously.
Nevertheless, sexism and subtle barriers still exist. According to Statistics Canada, women earn on average 87% of what men earn, largely due to wage inequality, while doing the bulk of housework and child care.
Women continue to work mainly in traditionally female-dominated professions, such as teaching, nursing, office administration, sales and service work. The fields of business, finance and medicine have, however, seen gains in female participation. The public sector has achieved gender equality, with 54% of legislative, senior government management and other official positions held by women. A recent survey found that 26% of senior managers in the private sector in Canada are female, but among the country’s 100 largest companies, women hold only 8.5% of board seats.
Sexual harassment has come to the forefront recently because of high-profile allegations of bad and, in some cases, unlawful behavior in the workplace. Although many of these high-profile cases were in America, Canada has had its share of public scandal, as well, giving rise to a #MeToo campaign in social media and a march in Toronto, among other awareness and legislative efforts.
There is no tolerance for sexual harassment either inside or outside the workplace in Canada. Such behavior may involve unwanted touching, sexually explicit language or pressure for sexual favors, up to even forced sexual contact. While this behavior is universally considered inappropriate or illegal, in the workplace it can constitute grounds for dismissal, the basis for litigation and even criminal prosecution. Such behavior is especially egregious if there is an implication that the person’s employment depends on his or her receptiveness to sexual advances.
Minorities
Visible minorities make up 15% of the Canadian workforce, with South Asians and Chinese representing the largest group. The best of the best employers are represented on the Canada’s Top 100 ranking of the Best Diversity Employers.
A demographic change that will aid in the advancement of visible minorities in the workforce is the aging of the overall Canadian population. At present, only one in ten workers is from a visible minority, but that is expected to change by 2031, as more of the current members of the workforce age out and more minorities become available to take their place.
Despite Canada priding itself on being multicultural and inclusive, there still exists a hiring bias against cultural minorities in Canada. An example is job applicants with Asian names (Chinese, Indian or Pakistani) having lower rates of interviews and selections — from 30% to 60% lower — than Anglo-named applicants in the Toronto and Montreal job markets, according to a study conducted at Ryerson University and the University of Toronto., According to the same study, hiring bias is stronger in smaller companies. Aboriginal peoples with university education are less likely to hold managerial and professional jobs and “aboriginal peoples, visible minorities and immigrants have more difficulty than others in finding employment in all regions of Canada,” according to the Canada Race Relations Foundation. Some inclusive companies, when hiring, will have written in the job description a statement saying they are an equal opportunity employer and that they encourage people of visible minorities, women and aboriginal people to apply for the position.
The Canadian Human Rights Act outlaws employment discrimination based on gender identity and expression. However, members of LGBTQ community (Lesbian, Gay, Bisexual, Transgender, Queer) still face hiring discrimination in Canada, with only 37% of transgender respondents in a 2011 Ontario study reporting having full-time jobs.
There has been change, however, and with recent news stories and the advancement of human rights acknowledgement in Canada — particularly with respect to aboriginal and LBGTQ rights — mentalities are shifting and society as a whole is becoming more inclusive. But, there is still room to improve the opportunity employment of minorities. Some members of minority groups have found ways to circumvent the issue by becoming self-employed or starting up their own businesses, a growing trend seen across Canada and applying to all Canadians, not only minorities.