A productive working environment requires effective communication. Although email, instant chats, and video chat have made professional communication more efficient and easy, it can be difficult to deliver messages using these tools. If you wish to be courteous in the workplace, you should follow the rules of communication etiquette to ensure that others receive your communications as you intend. In this post, we will define communication etiquette, evaluate its significance, and offer advice on how to practice correct communication etiquette in the workplace.
Communication etiquette relates to the standard methods of speaking with coworkers. Behaviour and methods that can help you transmit information accurately while keeping great relationships with your bosses, colleagues, and clients are examples of good communication etiquette. Let’s talk about importance of business etiquette.
Why business communication etiquette is important?
Effective workplace communication is a critical component of efficient corporate operations. Proper communication may ensure that your message is understood correctly by your personnel. Reduced misunderstandings can lead to healthier working connections and more productive interactions. It can also brand you as a good communicator, implying that you have leadership abilities and thus opening up more professional options in the future.
Tips for better workplace communication etiquette
Select the right medium
There are various modes of communication etiquette in workplace, including:
- Emails and phone calls
- IM (instant messaging)
- Messaging via text
Before you contact somebody, attempt to figure out which style of communication is best for the situation. For example, if you merely need to send a quick update to your boss, a text message or instant chat may be the best option because the subject isn’t time-sensitive or detailed. If you’re planning big changes to a project, email or video conversations may be preferable because they’re better suited to long-form communication.
Decide the formality level
The required formality of any method of communication is frequently determined by the person to whom you are speaking. However, depending on the context and individuals involved, there may be exceptions. Some firms with casual working conditions may favor a more informal mode of communication, with some managers preferring to be addressed by their first name. To determine these elements, try to assess the work culture of your firm. If you’re unsure, ask a coworker or review formal business communication rules, if they’re accessible.
Maintain courtesy on the phone
There are a few simple methods to be courteous over the phone. Consider disclosing any information relating to the privacy of the chat before the conversation. If other individuals are listening in on the conversation, inform the other speaker and request permission to use the speakerphone. Try to attentively listen during the chat. Listen intently and take notes on the details provided by the individual as if they were in front of you.
Consider right timing
The time you make a call or send an email can have an impact on how the recipient receives it. If you know a coworker will be busy later in the day, they may be more willing to talk in the morning. Whether an email or phone contact is required later in the day, try sending a notification to the individual in issue and asking if it is acceptable to email or call at a specific time.
Learn proper video call etiquette
Video calls can be a useful mode of communication, especially for people who are unable to attend a meeting in person. Certain efforts can be taken to optimize the video call format. Consider verifying your audio and visual capabilities before starting a call, since the appropriate operation can prevent delays or false starts. Remember to mute your microphone when not speaking on the call, as your voice may disrupt other call participants.
When you hear communications from others, especially written or voicemail and attempt to answer to affirm your understanding. If the communication is about an ongoing task in which you are involved, recognizing the message can imply that you understand the most recent information. If the message is an announcement or memo, an expression of gratitude can demonstrate that you value the sender’s assistance in giving the information.