Communication etiquette refers to the general rules of good conversation that include both verbal and non-verbal aspects. From how you greet someone to the tone of voice you use, there are a lot of things that can help or hurt your talking interactions. Luckily there are a few simple rules that everyone should know when it comes to proper communication etiquette.
The following nine rules will help you improve your conversations and make them more meaningful, enjoyable and productive. If you get into the habit of practicing these when interacting with others, they will become second nature eventually.
| Takeaways |
|---|
| 1. Understand the importance of communication etiquette in professional settings. |
| 2. Practice active listening to ensure effective communication. |
| 3. Use appropriate language and tone to maintain professionalism. |
| 4. Respect others’ opinions and avoid interrupting them during conversations. |
| 5. Give and receive feedback constructively to foster positive relationships. |
| 6. Pay attention to non-verbal communication cues, such as body language. |
| 7. Use technology responsibly and follow digital communication etiquette. |
| 8. Maintain professional boundaries in your communication interactions. |
| 9. Continuously strive to improve your communication skills and etiquette. |
1. Always Be Kind
Regardless of the circumstances, it is always a good idea to be kind. This is true in any situation, but especially when you are communicating with others. Kindness is a choice and has a ripple effect. It can be hard to be kind when you are having a bad day or someone else has been rude to you, but kindness is an important trait for leaders, helps build relationships and respect, makes workplaces more harmonious, and inspires others to practice kindness as well.
One of the best things about being kind is that it’s contagious. Being nice to someone who may not deserve your kindness can set off a chain reaction of positivity that will create a permanent change in how people interact with one another. We’ve all heard the fable of paying it forward: If someone does something nice for you (like buying your coffee at Starbucks), then do something nice for another person (like helping them carry their groceries).
While this example operates on the individual level, if everyone practiced paying it forward by implementing acts of kindness into their everyday lives, we would see an exponential increase in niceness around the world.
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2. When Communicating, Be Aware Of How You Sound
As you’re talking, you have to consider how your words are being received. Are you coming across as confrontational? Aggressive? Nervous? Happy and agreeable?
The tone of your voice reveals a lot about what kind of person you are. It informs others’ impressions of you. You will come across as much more likable when your conversation is pleasant and relaxed than if it’s punctuated with sharp and hushed tones. You can practice this rule in front of the mirror or with a family member or friend.
First, write down 15 sentences that convey different kinds of emotion: anger, excitement, happiness, calmness, sadness, etc. Now ask someone to randomly pick out these cards one by one while you practice saying the sentence in each tone.* You can also record yourself doing so on an app like Voice Record Pro (for iPhone users) or Smart Voice Recorder (for Android users). This way you can go back and listen to how effectively each sentence was communicated.
3. When In A Disagreement, Don’t Make It Personal
When disagreements arise, the best thing to do is remain calm. This can be hard when you’re feeling strong emotions. You may have to remind yourself that the disagreement is about the issue, not about you or the other person. The goal should always be to resolve a problem in a way that makes everyone happy (or at least satisfied). Let’s look at two possible ways of handling a disagreement between two people.
A client has just given feedback on a product you and your team worked hard on developing, and they are not happy with it. They say that it doesn’t work how they thought it would based on your earlier prototype, and their business will suffer as a result of this problem. To make matters more stressful, they need the product ready by next week so they can launch it to their customers before Christmas.
One member of your team goes into defensive mode: “But we did exactly what you asked for!” Another member starts an argument with the client: “How could we have known this was going to happen? We won’t be able to fix this in time.” In situations like these, many people find themselves acting in ways that make them feel bad later but if you approach disagreements calmly and assertively instead of defensively or aggressively, it’ll usually end better for everyone involved!
Effective electronic communication is essential for successful collaborations. Learn about the 11 Guidelines for Excellent Electronic Communication with Clients and Colleagues to improve your online communication strategies.
4. Speak Your Truth With Kindness
Speaking the truth can be difficult, especially when it’s a critique or input that could potentially hurt someone’s feelings. But, when done in the right way and state of mind, giving criticism or advice can be powerful and beneficial to the growth of all parties involved.
In other words: you don’t want to hold back for fear of hurting someone’s feelings by being too honest or direct, but you also don’t want to come off as hurtful or rude by being passive-aggressive at best and plain mean at worst. With this in mind, always try to give people the benefit of the doubt and assume that their intentions are good.
When speaking about an issue or conflict with someone else directly involved, take a step back before you speak up if emotions are running high on either side; make sure you’re really listening instead of just waiting your turn to make a point. Instead of letting your emotions get the best of you in these situations (we’ve all been there), remember that it’s more effective and often easier to be kind than critical anyway.
5. Follow-Up With A Thank You When Appropriate
The importance of saying thank you cannot be understated. Gratitude is the only way to have your needs met and your problems solved, whether you are writing a business email or having a face-to-face conversation with friends.
Sending a thank you note after an interview demonstrates professionalism, personalizes your candidacy, and can help make sure that the interviewer remembers you. The same goes for following up with people in networking situations. When it comes to any kind of communication, however informal it may seem, be sure to express gratitude when someone has helped you out and do so as promptly as possible.
A few tips for crafting the perfect thank you message:
- Be specific about what exactly you appreciate about that individual’s actions or words – this will show them that their time was well-spent, and will keep them engaged in the conversation going forward.
- Tell them why their advice was useful and how it made a difference for you – this will encourage them to continue helping others in similar situations going forward!
- Keep it short! Don’t go on and on about how much they’ve helped; just get straight to the point so they know exactly what they did right!
6. Be Mindful Of The Way You Address Others
From the moment you meet someone, it’s important to make a good first impression. All of the rules and suggestions here are designed to help you do that.
Don’t use slang or profanity. It’s rude and inappropriate to use colloquialisms and curse words in formal situations unless you know everyone involved well enough that they won’t mind (and even then, be careful). If people don’t know what you’re saying, they may not appreciate it even if it’s meant as a joke or inside a joke with friends.
Use their name when addressing them directly, rather than their title or nickname. Asking “how are you” will come across as trying too hard; instead say “I’m good thanks,” using your name (probably), along with an appropriate greeting about how things are going for them at this time in their life (“How was work?” vs. “Hey I thought you’d be at work today”). The tone matters; avoiding pronouns is more polite and considerate than asking about someone’s day (“How was your day?” vs. “What did you do today?”).
Avoid making assumptions about a person based on their age, gender, race/ethnicity, culture, education level/status, job title/responsibilities, income bracket/salary level/paygrade/rank or other factors by treating all people the same way throughout your interactions with them (e.g., ask someone how they’re doing regardless of what they look like or what they’re wearing or whether they have tattoos).
Just because some people would choose to wear a suit every day doesn’t mean others don’t want to dress up for special occasions every once in a while either; no one wants to feel like they’re being judged over an article of clothing instead of who they are as a person and neither should anyone else! When in doubt about fulfilling these rules yourself: opt for common courtesy over politeness by default whenever possible but always show respect for others’ cultures.
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7. Don’t Dominate The Conversation
Listen and let the other person talk. If you don’t give the other person a chance to speak, he or she could think that you don’t care about what he or she has to say. It also shows good manners and respect, which is important in all forms of communication.
Make sure your voice can be heard. You don’t want to mumble or talk too quietly because it can make it difficult for the person listening to understand you. However, you also want to avoid speaking too loudly, since this can be distracting and rude. Try to speak at a level where the person you’re communicating with can hear you without having to ask you what you said or leaning in closer toward you.
Adjust your tone so that it doesn’t come across as monotone or boring. When talking face-to-face with someone else, try making eye contact instead of staring at your feet or hands while talking, which may cause the other person to think that what they have to say is not important enough for you to look at them while they are speaking.
8. Listen To Your Colleagues And Respond Fully To What They Say To You
Listen to your colleagues and respond fully to what they say to you. Listen to understand, not to respond. This is a common mistake that we all make when we listen. It is natural for us to think of our response while someone else is talking, rather than actually listening and understanding the person who’s speaking.
Be attentive when listening. When you’re listening, be sure to focus on the conversation at hand and give the speaker your undivided attention. Avoid multitasking or doing anything else while conversing with others; it sends out a clear message that you’re not interested in what they have to say.
Ask questions if you don’t understand what the person is trying to communicate with you. Asking thoughtful, relevant questions shows that you’re engaged in the conversation and are invested in its outcome.
Respond fully by processing all of the information that’s being communicated rather than just recalling it superficially later on. If this sounds familiar (or painful), know that even I have been guilty of this one.
Communication etiquette plays a vital role in any workplace environment. Explore the significance of proper communication in our post on The Importance of Communication Etiquette in Any Workplace to foster better relationships and productivity.
9. Keep It, Professional, Even On Social Media Platforms
You only get one chance to make a first impression. In communication, as in life, your initial interactions with someone will set the tone for how they perceive you as a person. Your digital presence plays an important role in this.
We live in a world where people are constantly connected. It’s easy to think that because of this, we’re more informed about each other and better able to understand the world around us but it can also be argued that because of the constant influx of information and data from so many different sources, we have less time to process what we’re seeing.
When you put something on social media (or anywhere online), consider whether it is something you would actually say out loud to another person’s face and if not, take care not to post it! The words you use are important, but just as crucial is your ability to recognize and edit content that could be considered offensive or unprofessional before posting it publicly. There’s no shortage of examples on the internet of people who should have known better than to post something inappropriate or thoughtless: don’t become another one!
Delivering bad news with sensitivity and professionalism is an important skill. Learn valuable insights on Communication Etiquette: A Guide to Delivering Bad News to handle challenging conversations effectively.
Final Thoughts
In conclusion, if you follow the tenets of proper communication etiquette, you will be able to communicate more clearly, more concisely, more rapidly, and more effectively. When you write for the internet, as with any other medium, clarity is paramount. And when it comes to proper communication etiquette, clarity is the name of the game.
Further Reading
Here are some additional resources on communication etiquette that you may find helpful:
Top 10 Workplace Etiquette Rules for Communication: Discover the top ten workplace etiquette rules for effective communication in a professional setting.
Etiquette in Communication: Learn about the importance of etiquette in communication and how it can positively impact your career.
Nine Tips for Written Communication Etiquette: Download a guide that provides nine valuable tips for maintaining proper etiquette in written communication.
People Also Ask
How Do You Communicate Effectively With A Team?
Communicating effectively with a team happens through the use of active listening and verbalizing your own thoughts. It’s important to understand what the other person is trying to say and to be clear when relaying your own ideas.
What Are The 5 Communication Skills?
Communication skills come in five very broad categories: speaking skills, writing skills, listening skills, nonverbal communication, and critical thinking. With all of these categories combined, communicating is much more effective than it would be if you only focused on one or two areas.
How Can I Improve My Verbal Communication Skills?
The best way to improve your verbal communication skills is to start talking! A phone call or an in-person conversation forces you to speak clearly and concisely; it also forces you to use proper grammar since there’s nothing on paper that you can look back at for reference (slang doesn’t count as proper grammar).
What Is The Most Important Rule Of Proper Communication Etiquette?
Answer all questions! It’s not enough to just answer the question you were asked. You need to give your full attention and be prepared to answer any follow-up questions. This shows that you’re interested in what others have to say, which will make them more likely to listen to you.
How Can I Avoid Interrupting Other People When They Are Speaking?
First, when someone else is talking, don’t do anything else that requires your attention, like checking your phone or eating a sandwich.
Second, wait until they’ve finished before asking them a question or making a comment of your own. If you find yourself getting distracted by something else while someone else is talking, politely excuse yourself and focus on them again before replying with anything else!
How Should I Respond When Someone Asks Me A Question?
Make sure that when someone asks you a question, they get an immediate response from you don’t let them sit there waiting for an answer! If it takes you more than five seconds to respond (or if it takes longer than five seconds and they haven’t asked again), it’s okay to say: “Sorry, could you repeat that?”
What Is Proper Communication Etiquette?
Proper communication etiquette is the way you communicate with others, or what we call “etiquette.” It’s a set of rules that help you communicate effectively and politely with others.
Why Is Proper Communication Etiquette Important?
Because good communication helps us understand each other, it makes us feel more connected, and it helps us work together towards common goals. It also helps us avoid misunderstandings and conflicts.
What Are Some Examples Of Proper Communication Etiquette?
Some examples include using polite language when talking to someone else (instead of swearing), paying attention when someone else is speaking so you don’t miss their point, remembering to thank people for taking time out of their day to talk with you (even if it’s just for a few minutes), and respecting confidentiality agreements (like non-disclosure agreements).
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.