Etiquette Rules for Office Communication
All employees of the organization must ensure that communicate professionally and comply with the company's social norms. Corporate culture often extends to etiquette rules for communication within the company. Organizations with formal cultures and values expect their communication to be formal, even with colleagues and teammates. This means that such organizations are expected to follow the etiquette of certain chats that play an important role in communication. Follow the chat etiquette rules below to stay productive and do best work at work.
1. Acknowledge the status message
Please check the recipient's status/availability before starting instant messaging. Only send messages when messages are available. This is basic small talk etiquette to follow at work. Keep in mind that if someone's status is Busy or Do Not Disturb, they may be in a meeting or discussion. Do not disturb others without knowing their availability.
2. Always start with a greet or seek permission
Start Instant messaging with a greet like “Hi” or “Hello”. Also, be mindful of the good time to initiate the conversation by asking whether they would have a minute to help/answer you. Your message may be like “Steve, would you take a minute to approve the new employee’s IM user account?”. If the receiver can’t help you at that moment, you can ask him the right time to chat.
3. Keep the conversations short
Stay focused on the topic by having a brief and clear conversation. Make your conversation productive by holding on to the subject of the conversation alone. If the recipient may take some time to respond you, then you can choose the other medium of communication such as email, voice call, video call, or face to face meeting. Nowadays many IM’s have all the essential features like Internal Mail, Voice Call, Video Call and so on…
4. Abbreviate only when needed
Reduce the usage of abbreviation, acronyms, and slangs. Understand the recipient’s preferred way of communication. You must have to always adjust the type of communication when you chat with colleagues, higher officials or friends. Try to be clear with your words. Also, it is important to check the grammar before you send the message.
5. Be Appropriate
Emojis can be used to express your feelings. But it is not etiquette to use more emojis in a conversation. Avoid the usage of emojis as much as possible. Also, the usage of the exclamatory mark and a question mark will weaken your messages. Use it moderately only when essential. Using capital letters indicates that you are shouting out the messages. Always be appropriate in professional communication
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