10 Tips for Communication Etiquette in the Workplace
Effective communication is integral to a productive working environment. Email, instant messages and video chat have helped make workplace communication faster and more convenient, but it can be challenging to convey messages using these resources. If you want to display courtesy with your communication in the workplace, it's important to adhere to the rules of communication etiquette to ensure that others receive your messages as you intend. In this article, we discuss the meaning of communication etiquette, examine its importance and provide tips for following proper communication etiquette in the workplace.
What is communication etiquette?
Communication etiquette refers to the accepted ways of communicating with others in the workplace. Good communication etiquette includes behavior and strategies that can help you relay information clearly while maintaining positive relationships with your supervisors, colleagues and clients.
The importance of good communication etiquette
Effective communication within a workplace is a vital aspect of efficient business operations. Proper communication can ensure that employees interpret the meaning of your message as intended. The resulting decrease in misunderstandings can contribute to stronger workplace relationships and more productive interactions. It can also label you as an effective communicator, suggesting that you possess leadership qualities and potentially leading to greater professional opportunities in the future.
Tips for following communication etiquette in the workplace
Here are some tips for following good communication etiquette in the workplace:
Determine the correct medium
In the workplace, there are several modes of communication you can choose from, including:
Email
Telephone calls
Instant messaging
Text messaging
Before you contact anyone, try to determine which mode of communication is the most suitable for a particular situation. For example, if you have only a quick update to convey to your supervisor, a text message or instant message may be optimal, as the subject isn't time-sensitive or detailed. However, if you outline major changes to a project, email or video calls might be the preferred mediums since they're better suited to long-form communication.
Decide on the level of formality
The required formality of any form of communication often depends on the person you are addressing. However, there may be exceptions depending on the situation and individuals involved. Some organizations with relaxed working environments may prefer a more informal manner of communication, with some individuals in management positions wanting you to address them by their first name. Try to assess your organization's work culture to determine these variables. If you're unsure, consider asking a colleague for their opinion or consulting official company communication guidelines, if available.
Adjust your tone
It can be challenging to gauge the correct tone in your writing, but you can also prevent misunderstandings with a few adjustments. Often, rewording questions as indirect questions can seem friendlier, such as stating "I was wondering whether you could help" rather than "Can you help?" Also, expressions of gratitude, such as a simple "thank you," can show that you appreciate a recipient's time and consideration. If you're uncertain about your tone, consider asking a colleague to proofread your email or message and offer advice before you send it.
Be respectful on the phone
There are a few basic ways you can be respectful on the phone. Before a conversation, consider disclosing any information pertaining to the privacy of the conversation. If other people are listening to the conversation, let the other speaker know, and ask for permission to activate the speakerphone. During the conversation, try your best to actively listen. Treat the person as though they were in front of you by listening carefully and taking notes on the details they provide.
Also, try to be conscious of the volume at which you speak. A casual, conversational volume is often suitable in most situations.
Consider timing
The time at which you make a call or send an email can affect how the recipient receives it. For example, if you know a colleague is likely busy later in the day, they may be more receptive to communication in the morning. If an email or phone call later in the day is necessary, consider sending a notice to the person in question, asking whether it would be acceptable to email or call at a certain time.
Try being concise but thorough
In the workplace, time is often a precious commodity, so you can value your colleagues' time by communicating details concisely. However, it's important to include as much necessary information as possible so you can reduce the number of follow-up communications necessary to clarify your points.
It may help to arrange information under headings or in list form, which are easier to scan and navigate than complete paragraphs. Structuring your emails in this way can ensure others receive your message as quickly and clearly as possible.
Practice proper video call etiquette
Video calls can be a convenient form of communication, particularly for those who cannot attend a meeting in person. To optimize the video call format, you can take certain steps. Before a call starts, consider testing your audio and video capabilities, as ensuring proper functionality can prevent delays or false starts. During the call, remember to mute your microphone when you're not speaking since your audio could interrupt other participants on the call.
Proofread your writing
When you've finished writing an email, text message or instant message, consider reading it again and checking for errors. Proofreading is especially vital when writing from your phone, which may autocorrect some words. While proofreading, also check that you've included the correct recipients and that you've remembered to provide any necessary attachments.
Constructively criticize
If you provide constructive criticism to a colleague, it may be best to do so in person in a private setting, which may be more personal and can make the recipient feel more comfortable. If you cannot arrange a face-to-face meeting, a video or telephone call may be appropriate, as these often allow for a more personal setting than an email or text message.
When giving constructive criticism, try to focus on how the recipient can improve their work, rather than what the person did incorrectly. For example, if you wish to convey that a report lacked sufficient data, you might say, "I think the report could have been stronger with some figures to support its claims." This provides a concrete suggestion for improvement but avoids accusations.
Acknowledge others
When you receive messages from others, particularly written communication or voicemail, try to respond in order to confirm your understanding. If the communication regards an ongoing task in which you're involved, acknowledging the message can suggest that you clearly understand updated information. If the message is an announcement or memo, an expression of thanks can show you appreciate the sender providing the information.