The COVID19 pandemic that hit us has changed many aspects of our lives, and this also applies to communication. The organization of work from home in order to prevent infection has become the new normal around the world, and this way of working has been accepted by organizations that did not even think of such a thing until the beginning of the pandemic.
Due to working from home, there has been a huge increase in digital communication. Emails, video calls and other communication tools have become the main form of communication. But for employees who have not been so familiar with this way of working, digital communication can increase stress levels. Questions like:
How to find the best "tone" of the message?
How to avoid passive aggression in e-mail?
Is it too much to add an exclamation mark?We bring you some tips on how to communicate more easily in the digital world, which will help you stay connected and support your team even in these circumstances.
Add emoticons (but carefully) - Emoticons can help us convey tone, meaning and non-verbal signals. But a large number of emoticons, especially when you do not know the interlocutor well, can leave a bad impression in a professional sense. As a rule, one emoji per e-mail or message is enough, and if you are communicating with someone for the first time, it is best to omit emoticons.
Tipfelers send a certain message - Tipfelers reveal that when sending the message we were in a hurry or in a heightened emotional state. Therefore, even if you are in a big hurry, take two extra minutes to proofread your letter.
Make corrections in the emotional aspect of the message - Tipfelers are not the only thing you should proofread in your message. Always double-read what you've written before you hit the “Send” button to make sure your message is clear and conveys the tone you want.
Punctuation - Answer “OK.” (with a period) can leave a more negative impression than when we write the same answer without a period. Adding a period to your answer adds finality and reinforces negative emotions. If you want to get to know someone better, pay attention to their punctuation style. You may see that some people you work with always add a period after the word "OK" and that is simply their style and then there is no need to analyze the deeper meaning.
Use richer communication channels when getting to know someone - When there is some vagueness or ambiguity in communication via e-mail or texting, we are more likely to interpret the message more negatively if we are communicating with people we do not know well or with superiors. In the initial stage of cooperation, it is good to use video calls, because this way you will build trust more easily. In general, visual communication allows you to more successfully “read between the lines”, chat and develop genuine relationships.
Use video communication whenever you can - According to research, about 65% of communication is non-verbal. When you don't use video communication, you lack non-verbal signals - facial expression and body language.
When you use business communication tools (Skype, Slack, WhatsApp) - Communication on such tools takes place in real time, so people interpret your requests as urgent and feel the pressure to respond immediately. If you don't need an answer right away, say, "It's not urgent, but can you help me with something when you can?" And if someone has Do Not Disturb turned on, respect that.
Don't Panic - If an email makes you angry, anxious or euphoric, wait until the next day to reply. Even better, if possible, after you calm down, talk face-to-face with the sender of the message. Then you will be able to better articulate your emotions and the needs behind them, instead of everything remaining only on your immediate reaction.
Avoid e-mail when you need a "yes" - When it comes to an inquiry to which you want to get a positive answer, personal contact will be much more effective. But when this is not possible and when you have to negotiate using technology, it is good to talk to the person via video chat or phone in the beginning.
Don't send out-of-hours emails and messages if the content isn't urgent - Even if you indicate that the email can wait until Monday, chances are the recipient will be thinking about it over the weekend anyway (and may feel pressured to respond) .
Most misunderstandings in digital communication happen because we don't have access to nonverbal cues, including tone of voice, body language, and facial expressions that provide us with emotional context. Although you will find the above tips related to e-mails and messages useful, it is always safest to communicate by phone or video call.
Source: www.poduzetnik.biz