One of the most desired workplace skills is quite simple: effective communication.
With today's hybrid workforce utilizing various email and messaging platforms, encompassing up to five generations in the workplace, the desire to refine communication skills is unsurprising, according to Christina Gialleli, the director of people operations at Epignosis.
Managing email contributes significantly to workplace stress: 60% of respondents in a survey of 2,000 U.S. office workers by Babbel, the language learning platform, reported that the volume of emails they receive adds stress to their day.
Gialelli explains that her company's email etiquette course teaches effective communication by ensuring that emails clearly state the topic, action items, and next steps. Gialelli recommends employing the GROW framework, which stands for:
Goal: What is the objective I aim to achieve with this message or response?
Reality: Does this message accurately address the current situation?
Options: Does this message provide the recipient with choices to progress?
What will we do: Does this message outline the actionable steps we will take next?
Without clear guidelines or rules for remote interactions, managers and colleagues may be unsure when it is appropriate to message their team, respond to a comment, share a light-hearted remark, or engage in chat.
As recommended by experts, here are some "do's" and "don'ts" for interacting with your colleagues on chat.
Do's
Respect your Coworkers' Availability
According to Microsoft, adhering to one's availability status is crucial. The company recommends refraining from messaging a colleague who has set themselves as unavailable unless explicitly requested. They also advise ensuring that one's availability status is updated to avoid interruptions during presentations or when away from the office.
Utilize Private Channels for Private Matters
Sometimes, you may need to communicate a message that not everyone on the team needs to see. In such cases, private channels serve this purpose. Sensitive or private topics can be discussed in private channels, so only relevant individuals can access them.
Similarly, it may seem faster or easier to hold someone accountable by making a request or suggestion for one person in the team chat. However, before doing so, consider whether it is more effective to contact the person directly. Addressing a specific need for a colleague in front of everyone may magnify the issue. Practicing discretion demonstrates sensitivity and mindfulness.
Mind your Tone When Using Messaging Apps
According to Vacation Tracker, it is crucial to carefully consider how your tone might be interpreted in a chat message. They suggest being mindful, especially when messaging colleagues you have not met in person, as they may also not grasp your communication style, humor, or feedback. Vacation Tracker advises reading your message twice before sending it and editing or removing anything that could be misunderstood.
Set Out-of-Office Replies
When you are away from the office, informing others of your unavailability is important. With the busy nature of work, people may forget you are on leave. Setting up an out-of-office message will remind them of your absence and direct them to alternative sources for assistance.
Don'ts
Don't feel pressured to respond instantly
Zoom's best practices for chat emphasize the importance of using the tool to restore work-life balance, where customizing notifications or muting channels to minimize distractions during work or personal time. One user recommended turning off notifications by default and enabling them only for the most important channels and chats to manage the number of messages needing attention.
Avoid Disrupting The Flow of Conversation
Sometimes, in an attempt to feel included, a colleague may divert or redirect a conversation to topics more closely aligned with their interests or focus. It is essential to recognize that we all have the potential to do this. Changing the subject or focus can leave colleagues feeling unheard and invalidated. If you notice a conversation gaining momentum in an area where you have no vested interest, remember you are not obligated to join.
Don't Overdo Through Emojis.
Microsoft suggests moderation when adding some fun to your digital conversations. They recommend aligning your use of emojis, memes, and GIFs with your team's overall tone. It is important not to overdo it, as you do not want to stand out negatively.
Don't Overtag Everyone
Refrain from using "@everyone" or "@channel" unless it is genuinely essential. People generally dislike receiving notifications for matters that only tangentially concern them. Exercise discretion in your usage.
