It’s not uncommon for companies to utilize some form of online communication between their workers. Usually, this is done through instant messaging or emails. Expedited and quick, it keeps everyone in the loop and is a convenient way to get in touch with a coworker. And while there’s a casual element to IMing your boss for a quick response, it’s easy to forget that business email and messaging isn’t the same as home.
Much like you’re expected to adhere to a dress code and likely have a series of rules to abide by when signing in, it’s important to remember proper etiquette when talking with management or coworkers. No, it’s not something to control you, it’s merely a set of guidelines to keep conversations professional, on task, and relevant to the job.
There are a lot of things to remember when sending an IM or email, and it can seem like a lot. But it’s not all that hard, so long as you keep these things in mind:
No Vulgarity
Swearing, cursing, offensive subjects, or inappropriate conversations are best left out of emails and instant messaging. It’s unrelated and unnecessary. It sends a bad message – figuratively and literally – to drop swears on another coworker while at work.
No Gossip or “Private” Messages
Everyone at work is a team. Unless there’s a serious concern related to HR, all subjects and emails should be okay to look at publicly. In fact, your “private” messages are not private. Businesses have access to their computers, computer programs and history. Keep it professional.
Avoid Hostile Messages
There are reasons for anger, but at no point should management or employment message each other with a “fiery” tone, regardless of what that is. Create an environment treats each other the way you would like to be treated.
Announce Subject Matter
When you’re sending an email, always create a subject so the recipient has an idea as to what your message is about. Work days get busy and inboxes fill up. A subject line categorizes your email for it’s recipient.
Avoid Personal Information/Private Information
Not only is it a big security risk, it’s just not a good idea to talk about personal material over an email. If it’s personal, it’s business you should handle elsewhere. If the information is sensitive, then deliver it in person, not in a place where it can be compromised.
Write Professionally
While different offices have different environments, your email must still be written as you would be expected to talk to a coworker. Grammar and sentence structure should make the email easy to understand and communicate your message easily.
All businesses use different types of communication in the workplace. What’s acceptable in some places won’t be acceptable in others. Keep things respectable and you’ll have everything you need for proper messaging etiquette.
