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Just because an instant message happens instantaneously doesn’t mean you should expect an immediate response. You wouldn’t say anything over your work phone that you wouldn’t want your co-workers and boss to hear. Follow that same rule when you’re using IM, says Farley. Someone could easily read your words over your shoulder, or you could send your message to the wrong person inadvertently.
- Keeping messages concise and focused ensures recipients understand the purpose without confusion, which is vital for maintaining a productive digital environment.
- Texting while eating with others, talking on the phone with another person, or participating in activities where your attention is expected is simply inconsiderate.
- Confirmation is needed before moving on with this topic or ending it immediately to prevent any impact on the recipient.
Navigating Digital Boundaries: Respect, Timing, And Privacy
Ask yourself, will this message require the receiver to take time to think about their response? If yes, you might want to send an email or call them instead. This form of communication can be really disruptive for those on the receiving end, since the message pops up on their screens, says Pachter. You should always adjust your style of communication to meet the other person’s, whether they are colleagues, bosses, customers, or clients.
In these difficult times, we’ve made a number of our coronavirus articles free for all readers. To get all of HBR’s content delivered to your inbox, sign up for the Daily Alert newsletter. I’ve also heard from texters who are upset because they sent a private note to a friend they thought they could trust, only for that friend to broadcast it. Know who you can trust, and trust only those you know. As with email, texts can be saved and shared with others. I send sympathy cards when someone experiences the death of someone close to them.
Before you contact someone via IM, ask them how they like to chat — phone, email, or IM. It’s smart to know your audience well who appreciates a meme and who prefers info straight-up. This helps balance being yourself while keeping the conversations professional. When messaging, keeping things short and to the point always helps. Like, if you’re catching up or need an instant check-in, be clear about what you need or are responding to.
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End The Dialog Politely And Clearly
Maintaining a polite tone and addressing colleagues respectfully upholds professionalism. Use of clear, concise language enhances understanding and professionalism. IM is too casual a medium to have an important conversation, particularly one that’s negative. For example, you should not IM a colleague or employee that they have not been chosen for a project. Using instant messaging in the workplace calls for professionalism, this includes the topics you discuss and the language you use (proper spelling and no profanities).
Establishing Respectful Communication In Digital Spaces
When you see someone’s status as available, it’s still polite to knock on the door just as you would when entering someone’s office or workspace. (time to chat) to start the IM gives the the recipient is the most polite way to start a conversation. Don’t just jump into the meat of what you need to discuss.
You can download the short version of this checklist here free of charge. The profile picture should match the organization and personality. A serious photo or – quite simply – the employee’s initials are a good choice here. However, depending on the corporate culture, profile pictures such as those used in social networks (Facebook, X (formerly Twitter), Instagram, etc.) can also be suitable.
Ask yourself, would it be better handled via phone or in person? If the topic is confidential or sensitive in any way, you may want address it via phone or in person. Will your instant messaging be only for internal use or external use too? However you decide to use instant messaging for business, be sure to adopt a consistent policy of use. Make sure all company members are informed of acceptable usage to confusion. It takes longer to send several brief texts simultaneously.
As you implement it, it’s important to have a few professional guidelines and boundaries established company wide. In digital communication, common mistakes can hinder professionalism and clarity. One such mistake is using inappropriate language or tone that does not match the context, which may offend recipients or diminish credibility.
