The success of any workplace depends on the staff’s ability to communicate effectively. While tools like email, IM, and video chat have simplified office communication, they also make it more difficult to get your point across.
When communicating in the workplace, it is polite to follow the guidelines of communication etiquette to guarantee that your communications are understood the way you intended. This piece will give tips for applying communication etiquette in the workplace. For more, you can consult etiquette book.
1. Find An Appropriate Level Of Formality:
The level of formality expected in any given interaction is usually determined by the person being addressed. But there could be exceptions depending on the specifics of the situation and the people involved.
If you work for a company with a casual culture, the management may like it if you refer to them using their first name in everyday conversations. Determine these factors by doing an analysis of the work environment at your company. If you’re still confused, review official business communication rules or ask a co-worker for advice.
2. Give It Your Undivided Focus:
Have you ever been chatting to someone who was distracted by their phone the whole time? That’s what we mean by “being absent-minded.” It’s an indication of poor communication. This means you should think about your words before you say them. Keeping your whole attention on the other person by making and maintaining eye contact is a powerful communication tool. Focus visually by nodding your head yes throughout a talk.
3. It’s Vital to Ask Questions:
Effective communication is always a two-way street, never just one person talking to another. One of the best ways to get a point across is by asking questions, and asking open-ended questions in particular will always be useful. Doing so will make the other person feel valued and appreciated. Since asking questions makes a conversation last longer and go deeper, it shows that the conversation itself is important.
4. Correct Timing:
It’s polite to ask whether someone is available before interrupting them in the office. Having a conversation with someone who is preoccupied could be a waste of time. This is due to the fact that they may simply give you partial attention, or they may become irritated that you interrupted them.
Likewise, if you’re the one who’s trying to get something done, you should ask the other person if it’s urgent, and if it isn’t, you should ask if you can talk to them later. Be as kind as you can in your explanation, and they will accept it.
5. Appropriate Delivery:
In addition to being on time, your delivery also needs to be flawless. Determine whether or not you need to have a face-to-face conversation with a co-worker about a certain topic, or if an email or text message will suffice. Face-to-face communication isn’t always the best option; perfecting your delivery will help you become more productive no matter where your job takes you.
6. Maintain Appropriate Behaviour During Video Chats:
Those who cannot physically be present at a meeting may find video chats to be a helpful alternative. There are measures you may take to improve the quality of your video calls.
It’s a good idea to test your audio and video connections before a call begins to avoid any issues or miscommunications. If you don’t want to disrupt the other people on the call, you should mute your microphone when you aren’t using it.
7. Always Proofread Your Work:
It’s a good idea to proofread messages like emails, texts, and instant messages once you’ve completed composing them. When writing on a phone, that might automatically correct some words, it is extremely important to proofread. Verify that you have the right people on the receiving end, and that you haven’t forgotten to include any required attachments, before sending the message.