This article will help you navigate the often-sensitive issue of communication at work. Whether you’re a teacher, an office worker, or a freelancer working from home, this article provides advice for how to communicate with your colleagues and more importantly how not to.
Remember that these tips are not just for when you’re on the job: they apply everywhere from your company’s offices to online chat rooms to social media. Yes, it’s true that there is no one correct way to communicate with others, but don’t let that make you complacent. As John Quincy Adams once said: “Always do right; this will gratify some people and astonish the rest.”
| Takeaways |
|---|
| Effective communication etiquette is essential for success in the workplace. |
| Active listening is a key component of communication etiquette. |
| Clear and concise communication helps avoid misunderstandings. |
| Non-verbal cues and body language play a crucial role in communication. |
| Respectful and professional language promotes a positive work environment. |
| Proper email and written communication etiquette is important for professional correspondence. |
| Adapting communication etiquette in a remote work setting is necessary for effective collaboration. |
| Good communication etiquette fosters strong relationships with colleagues and clients. |
| Being aware of cultural differences and diversity promotes inclusive communication. |
| Continuously improving communication skills can lead to personal and professional growth. |
1. Respond Promptly
The first step to good communication etiquette is responding promptly to messages. In most cases, emails (and other digital forms of communication) should be answered within a day of receipt. For example, if you receive an email at 8:00AM on Monday and don’t have time to reply until late Tuesday afternoon, that’s nearly two days later too long for most professional settings.
If you’re currently away from your email client or device when a message is received, it’s common courtesy to send a response back as soon as possible upon returning. This will help your colleagues and supervisors know they can rely on you, and in turn make them more likely to trust you with additional responsibilities in the future.
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2. Respond To The Right Person Or Group
You want to make sure you’re using the right medium for your communication. You wouldn’t tell a joke to your boss via chat, just like you wouldn’t send an email with details about a project via text message.
Respond in person when possible and when appropriate. This applies to all types of communication. If someone makes a joke, smile and laugh rather than texting or emailing them to say “lol” or “haha.” If someone asks a question in person, answer them rather than sending an email with your response unless they specified that it was necessary or preferred.
Use the appropriate tone of voice as well. Sure, it can be odd and weird at times not being able to hear people’s inflections and emotions but understanding the appropriate tone takes practice and experience (just like real-life conversations). When speaking over technology, try to avoid sarcasm as much as possible because it almost never translates well over technology!
3. Respond In The Appropriate Tone Of Voice And Manner
Do not raise your voice or shout when communicating with others, as these are unprofessional and can make an otherwise calm conversation escalate quickly into a confrontation. Instead, maintain a level voice no matter what the subject of conversation is.
Even if you choose to avoid raising your voice, it is possible to express yourself rudely or dismissively through the use of gruff words and sarcasm. Be mindful of the tone of voice you are using in written communication as well. Other forms of online communication such as emojis and gifs should be used sparingly if at all, and in most cases should not be used for any business correspondence.
When writing messages to others, always avoid sounding angry or upset regardless of how you feel about the situation at hand. This will help prevent misunderstandings from escalating into conflicts that could affect your workplace relationships in negative ways, which can have severe consequences for both you and your company.
4. Respond In The Appropriate Medium
Text messages and phone calls are the most immediate forms of communication, but that doesn’t necessarily mean you should use them in every situation. While phone calls may be best for discussing sensitive topics, they aren’t great when you need to confirm quick and easy details. Similarly, while text messages are great for confirming small details, they aren’t ideal when you want to discuss something personal or complicated.
Instead of wasting your energy trying to determine whether a colleague is offended by your communication style (and no matter what you do, someone will inevitably be “offended” by something), simply respond in the best medium for the task at hand. This tactic not only guarantees that you’re communicating effectively with all colleagues, but also demonstrates respect for their time and preferences, an important factor when it comes to creating a healthy workplace environment.
As a freelancer, understanding communications etiquette is crucial for building strong client relationships. Learn about the dos and don’ts of professional communication in our article on Communications Etiquette Dos and Don’ts for Freelancers to enhance your freelancing career.
5. Don’t Get Too Personal
Being too personal with coworkers and superiors can put you in a dangerous situation. Your office is still a professional environment, and it’s important to maintain an appropriate level of formality.
However, that doesn’t mean that you can’t be friendly, you just need to know how to strike the right balance. Some behaviors to avoid include:
- Gossiping: Passing on private information isn’t usually a good idea, even if you’re trying to bond with your coworkers.
- Oversharing: You might have made the mistake of telling too much about yourself at least once, whether in a one-on-one workplace setting or during an informal gathering with no managers present. If so, remember the awkwardness of that moment and avoid putting your co-workers through something similar.
- Getting too familiar: Familiarity breeds contempt, that’s what they say! Hanging out together after work hours is perfectly fine as long as you don’t let your friendship get in the way of professionalism at work. That includes avoiding using nicknames or being overly casual with each other at all times during business hours.
- Getting too negative: Excessively pessimistic attitudes have no place in any business environment; nobody wants to feel like their working day has been wasted on hearing about someone else’s problems every time they open their mouths! If you’ve been told by your manager or another colleague that “negative Nellie” is not welcome here, take steps immediately before it becomes an issue for everyone else at the company (including yourself).
6. Be Friendly And Playful When Appropriate
Your communication skills are greatly enhanced when your colleagues know you and enjoy working with you. To that end, be friendly and playful just make sure to do so without crossing any lines. Here’s a good rule of thumb: When in doubt, don’t let it out. Use common sense and err on the side of caution when it comes to jokes or comments that might be offensive to coworkers or clients.
If there’s even a small chance someone will be offended by something you’re about to say, hold back and keep it professional. That said, there isn’t anything wrong with having fun at work, as long as you remain appropriate in all your interactions, not just those involving sensitive topics.
Be friendly and polite; ask questions; show interest in what others are saying; make eye contact; smile. The more approachable you appear, the easier it will be for others to open up. This can lead to increased productivity within your department or company as well as personal fulfillment through developing meaningful relationships with people who share similar goals and aspirations.
7. Respect The Privacy Of Others
Don’t share information with or gossip about colleagues. You should treat your coworkers the same way you treat strangers on the subway. When you get to work, turn off that stranger-dar and remember that you are sharing a space with people who have their own personal narratives and histories.
Even if they’re telling you intimate details about their lives, it’s not your place to share this information with anyone else in the office. If someone tells you something juicy and potentially embarrassing, keep it to yourself. They trusted you, so be respectful of that trust. And even more obvious: don’t go around spreading false rumors or otherwise speaking negatively about others in the workplace!
Don’t read messages on other people’s computers or cell phones. This is one of those no-brainers that somehow gets forgotten when we’re bored at work and find ourselves scrolling through an old friend’s Facebook wall post history from 2012… but just because it seems harmless doesn’t mean it is.
Especially if what you’re reading has anything to do with someone else’s job performance or relationships at work reading these kinds of messages is like trespassing on private property: something only a bad person would do (and even “bad” feels too forgiving for this kind of violation).
Working from home presents its own set of communication challenges. Check out our comprehensive list of 16 Etiquette Tips for Those Who Work from Home to ensure smooth and effective communication while maintaining a productive remote work environment.
8. Set Clear Expectations For Follow Up And Updates
When you ask someone to provide information, be as clear as possible about what you are asking for and when. Are you looking for a quick summary or do you want every detail? Do you want the information delivered via email or in person at next week’s meeting?.
Make sure that the recipient of your request understands exactly what is being asked of them, how much time they have to complete it and why it’s important. If there are any consequences if the request isn’t fulfilled, be sure to lay those out clearly as well so that everyone knows exactly what they’re working with. Finally, make sure they know how they’ll hear back from you regarding their response.
9. Whenever Possible, Communicate In Person Or Via Video Chat
Whenever possible, try to work with team members in person or through video chat instead of email. You’re likely to get your point across better and faster if you can see each other’s facial expressions, or at least hear each other’s tones of voice. If you must send an email, take the time to proofread for spelling and grammar. Make sure your sentences are concise, which shows that you value the recipient’s time. Be clear about what you want from them and how they should respond if it’s not obvious from the message itself.
Try to reply back within 24 hours (though this will depend on your workload). And never send an email when you’re angry you might say something you regret. If there is a problem brewing with a coworker or client, schedule a call as soon as possible so that emotions don’t get out of control while waiting for a reply via email. Always have a purpose in mind when sending an email; don’t send one just because you feel like talking to someone (or because everyone else is doing it).
Before sending any sensitive information via email or instant messaging apps such as Slack or WhatsApp, check whether your workplace has policies regarding digital security and compliance issues this could vary depending on where your company is based and who its clients are
10. If A Conversation Is Becoming Heated, Ask To Speak In Person Rather Than Continuing Over Email
When you receive a potentially inflammatory email from a coworker or boss, your first instinct might be to respond in kind. You may think, “Oh, so I’m being painted as the bad guy here? Well, I’ll show them!” And what better way to fire back than to do it in writing?. But remember: tone and intent are difficult to communicate with written language.
That’s why speaking face-to-face is often best when an issue is particularly sensitive or becomes emotionally fraught. If you find yourself getting heated at an email conversation, don’t continue engaging via this medium.
Suggest that you both step away from your screens and into a meeting room (or even just walk around the block together). This will allow you both to share your thoughts in real time and resolve the issue using non-verbal cues like facial expressions, gestures and body positioning all of which can make a huge difference when dealing with something difficult.
11. Be Courteous When Declining Requests Or Asking For More Information From A Colleague
Employees should think twice before hitting the “ignore” button and leaving a colleague with more work than they are comfortable with. It’s important to be respectful when declining a request, no matter how busy you are. This doesn’t mean that you have to apologize for turning down an assignment. Apologies aren’t appropriate if you legitimately can’t take on any additional assignments.
In fact, apologizing would indicate that you’re ignoring your workload or that it’s not actually as heavy as it is. Similarly, don’t be vague about why you are declining the request. If possible, give a reason why you can’t accept the assignment and offer an alternative solution (i.e., “I’m sorry I can’t take this on myself; however, I’d be happy to introduce you to X who has plenty of room on her plate”).
It’s also a good idea to end your response in a positive tone by wishing the colleague luck with finding someone else for the job. Something along the lines of “best of luck” could help diffuse any potentially awkward feelings between employees later on and encourage further communication down the line.
Maintaining excellent electronic communication is essential for successful collaborations with clients and colleagues. Discover our 11 guidelines for Excellent Electronic Communication with Clients and Colleagues to improve your professional interactions and foster positive relationships in the workplace.
12. Communicate Any Changes To The Project As Quickly As Possible
Communicating any changes to the project as quickly as possible will help you receive the trust and respect of your colleagues. Colleagues are less likely to trust you if they feel that they are not being given correct or timely information. Colleagues may also be less likely to respect you if they don’t feel like they’re being given enough notice about changes or a chance to perform their jobs well.
In order to ensure that your colleagues receive this information in a timely manner, make sure that communication is centered around them. In other words, when communicating these changes, make sure that you’re focused on how this affects them and what it means for their work.
Follow the fundamental rules of proper communication etiquette to leave a lasting impression in your personal and professional interactions. Learn about the 9 rules that can significantly impact your communication style in our article on The 9 Rules of Proper Communication Etiquette for invaluable insights into effective communication strategies.
Final Thoughts
Now you know the basics of respectful communication in the workplace, and the benefits it can bring. Remember: whether it’s online, in person, or over the phone, good communication is a superpower that helps both you and your colleagues do their best work.
Just remember to avoid personal attacks, be mindful of how you’re perceived (maybe avoid emoticons), and put yourself in other people’s shoes and you’ll likely find that your work environment becomes more supportive and collaborative as a result.
Further Reading
Here are some additional resources for further reading on communication etiquette in the workplace:
Etiquette in Communication: Explore this article on Indeed’s Career Advice section to gain insights into proper communication etiquette and its significance in professional settings.
Etiquette in the Workplace: Columbia University’s Career Education department provides valuable information on workplace etiquette, including effective communication techniques and professional conduct.
Effective Communication in the Workplace: Discover practical tips and strategies for fostering effective communication within your workplace by referring to this blog post by TalkFreely.
People Also Ask
What If I’m Having Trouble Understanding Something My Coworker Is Saying?
Don’t ask them to repeat themselves. It’s rude and makes them feel like they’re not being clear enough. Instead, take notes during their conversation and go back to them later with your questions. They’ll appreciate that you were listening intently to what they had to say in the first place instead of trying to get out of there as soon as possible.
How Can I Communicate With My Coworkers More Effectively?
It’s important to remember that your coworkers are people, just like you. They’re not out to get you or make your life harder, they want to do their jobs well, just like you do. So treat them as such!
Why Should I Care About Workplace Etiquette?
It’s good for your career! When you’re communicating with your coworkers in a professional manner, they’ll see that you respect them and their time, which makes it more likely they’ll respect yours as well.
You’ll find that people are more likely to help you out when they feel like they can count on you, and they’ll be more likely to trust what you say because it comes across as sincere (rather than just “trying too hard”). It also helps minimize misunderstandings and conflict between coworkers by making sure everyone is on the same page about what’s going on in the office.
What Is The First Step In Building A Strong Team?
First, you need to know who you are working with. Get to know your teammates on a personal level and get to know what they like to do outside of work. This will help you build trust and make sure that you are comfortable around each other. This way, when problems arise in the workplace, you can talk about them without feeling uncomfortable.
How Should I Address My Coworkers?
It’s always good practice to be polite and respectful when talking to others at work. When addressing someone for the first time, use their first name followed by a title (Mr., Ms., Dr., etc.). You can choose whether or not to use Mr./Mrs./Ms./etc., but it’s usually best to use the full name until they tell you otherwise! If they ask you how they should address you, just tell them whatever feels comfortable for both parties! It’s important that everyone is on equal footing at all times.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.