Over the last 20 years how we communicate at work has gone through radical changes. Long gone are the days of letters and faxes as digital forms of communication have taken over. While email still reigns supreme, business messaging apps like Teams and Slack have risen to prominence with a boost from the pandemic. These platforms and text messaging have become increasingly popular forms of communication for companies internally.
What does this mean for working professionals?
At Cadence we teach that every interaction either builds, maintains, or damages relationships. This means every communication—phone calls, emails, text messages, Teams messages—impacts our relationships. So, as the use of business messaging apps grow it’s imperative that professionals master how to use the tool.
The “Do’s” of Teams
Keep it Conversational
All communication lands somewhere between casual and formal with conversational landing in the middle. When it comes to messaging apps, it can be tempting to lean casual since it is a more casual form of communication.
Casual communication has too few boundaries while formal communication has too many. By staying conversational, you’ll ensure that you’re communicating in a professional way that makes others feel safe while still building connection.
Use the Scheduling Function
If you’re working outside of work hours or your colleague is in a different time zone, use the scheduling function. This shows respect for their working hours and ensures your message is received when they’ll be able to address it.
Use Tags Sparingly
In Teams, you’re able to “at” your colleagues to bring attention to specific messages. This is especially useful in group chats and Teams posts. It should only be used to bring someone’s attention to something that requires their specific attention, like answering a question. There is no need to “at” someone in a 1:1 chat.
Pick Up the Phone
When something is urgent or sensitive, consider picking up the phone. Some conversations are better to have verbally, so you can hear and understand tone. If its time sensitive or complex, a call will ensure everyone understands the urgency and details needed.
The “Don’ts” of Teams
Sharing Sensitive Information
This means sensitive work and personal information. Sensitive workplace information should be dealt with in person, or over the phone. The more sensitive the information is, the more safeguards should be in place.
As for personal information, keep in mind that your Teams and Slack chats aren’t private. The account administrator has access to all your messages. A good rule is to not send anything you wouldn’t want your HR leader reading out loud to you in their office.
Messaging Angry
Teams is not the place to vent anger at or about another person. Sometimes at work you’ll end up frustrated or hurt by others’ actions and need to vent. However, it’s important not to lose sight of what’s appropriate.
First, you shouldn’t message someone you’re upset with quickly. With Teams being an instant messaging platform, it feels natural to shoot a message back immediately even if emotions are high—but this should be avoided. Take a deep breath and consider the impacts of what you’re going to say. Sleep on it. If it’s an urgent matter, pick up the phone. It’s always better not to say something you’ll regret—especially not in writing.
Secondly, it’s understandable to blow off steam by complaining to a friend but don’t do this in Teams. If you have a colleague you trust, go for a walk over lunch to discuss. Better yet, wait until after work to unpack your feelings with a friend outside of work.
Sending a Teams Message When It Should be an Email
If your communication includes important deadlines, documents, or decisions, email is the more appropriate form of communication. When you’re sharing something that someone will need to reference or review at a later date, putting it in an email will make it easier to find.
Conclusion
Teams and other business messaging apps are fantastic workplace tools. When used correctly they improve workplace communication, connection, and efficiency. By embracing these “do’s” and avoiding the “don’ts” you’ll be able to maximize the benefits and minimize the potential drawbacks.
