How you interact with your co-workers, supervisors, or direct reports, speaks about who you are as a person, and can at times influence where you go next in your career. If anything, you want to be regarded as a professional person in the workplace. Good communication etiquette includes behaviour and strategies that help you relay information clearly while maintaining positive relationships with your workmates. While conveying your message, you want it to be received and interpreted as intended and not the other way around. Sometimes a mere communication error may lead to a very big nuisance to you or what you represent. If you are at the beginning of your career, this is the right time to set the pace and conquer hearts. But if you are already a long way through, it is never really too late. Below are listed, but not exhausted, communication etiquettes to consider in the workplace. Determine the correct medium of communication The first step is to determine whether you are going to communicate via an email, text or telephone call. This depends on the suitability of the medium for the particular situation. A text message tends to work best in case of short and quick updates. However, if you want to communicate major changes, an email or telephone/video calls might be the preferred mediums since they’re better suited to long-form communication. Determine the level of formality The second step is to try to assess your organisation’s work culture. This will help you determine the formalities to use. Some organisations with relaxed working environments may prefer a more informal manner of communication, while some individuals in management positions may want you to address them by their first name or Sir/Madam. This will also help you to adjust your tone. Generally, rewording questions as indirect questions can seem friendlier. For example “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 are not certain about your tone, worried that it may sound rude, commanding or simply unprofessional, you may want to ask a colleague or someone else to proofread your email or message and offer advice before you send it. But no matter who you are talking to, be respectful. Consider timing and be precise Colleagues may not tell you, but a work-related call at times when they are not supposed to be working may be annoying to them. Unless it is very necessary to communicate outside office hours, avoid being the guy everyone wants to block for the weekend. Also, since time is very precious, you should value your colleagues’ time by communicating details concisely. It’s important to include as much necessary information as possible to reduce the number of follow-up questions. But go straight to the point, to avoid losing their attention. Don’t do the following while communicating; • Don’t use an unprofessional email address. Avoid something like ‘babygirl@... or badman@... • Don’t “Reply All” to an email chain if not necessary. • Don’t use emojis or multiple exclamation points (if any) in work emails. • Don’t use uncommon (if any) abbreviations. • In a video call, don’t gesture too much. It may come off as unprofessional or as a distraction.
