Professional Communication

PROFESSIONAL COMMUNICATION

When communicating in a professional environment, whether to coworkers, a supervisor, or clients, you are representing yourself and your employer. Keep the following guidelines in mind when communicating across different mediums to understand how your communication may be received.

General communication

• Provide context – No matter the medium for communication, ensure you are providing all the necessary information so the other person can understand your message. Explain why you are reaching out, what you need from them, and when you need it. Providing all information up front will minimize the amount of back and forth, which can delay progress. • Consider their perspective - Before sending an email or leaving a voicemail, think about what you will say in your head and consider how it will sound to them. Are you presenting the information in the best manner? Will it come across how you intended? Considering their perspective can help compose a message correctly the first time around. • Be patient – Keep in mind that everyone has their own priorities, and they may not match up with yours. If you have communicated with someone, give them adequate time to acknowledge the communication and give you an update before following up again. This applies to all forms of communication, so don’t send an email just to call them a few minutes later.

Phone

• Watch your volume – Be aware if you are speaking too loudly, but also ensure you aren’t speaking too softly. • Don't answer your phone in a meeting – Answering your phone when around other people can insinuate you feel they are less important. If you are expecting an urgent call, let them know up front that you may need to excuse yourself. • Use speakerphone with caution – Avoid using speakerphone unless you are in a private space and won’t disturb other coworkers. If you do put someone on speakerphone, ensure they know and announce who else is present.

Email

• Use a professional email – If your work has not provided you with an email account, or you are communicating with someone outside of an internship or job, ensure you use a professional email address, such as your name. • Watch your content - Remember that what is written down can’t be taken back, so ensure you say only what you are comfortable with potentially being shared with others. This includes watching your humor, avoiding slang, emoticons and GIFs, and using capitalization and exclamation points sparingly. • Check your email before you send – Did you include everyone who needs to receive the email? Did you edit to ensure there aren’t any typos or missed words? Did you attach everything you said you would? Checking your email before you hit send can save you in the long run.

Instant messaging & texting

• Consider your relationship – Many offices will use an internal messaging app, but only communicate through instant messenger or text if that option has been explicitly stated or you have developed a relationship where it is acceptable. • Keep it short – Both instant messaging apps and texting should only be used to send quick updates. If you have a longer message, consider sending an email, stopping by their office, or calling. • Avoid abbreviations – It may be tempting to abbreviate words or use shortcuts since instant messaging and texting is a casual communication form, but make sure it is appropriate and the other party understands the abbreviations beforehand.

Video conferences

• Use a private place – Ensure you are in a private area so you won’t disturb anyone and so others won’t disturb you. Try to pick somewhere with a simple background so people can focus on the conversation instead of a busy background. • Look at the camera – Looking at the computer screen may be an automatic reaction, but if you look at the screen, it will appear as if you are looking away from the viewer. Looking directly at the camera will mimic eye contact and help those on the other end feel you are more engaged and present. • Watch your gestures – In person, it may be inherent to use your hands to illustrate your point, but keep hand movements to a minimum during a video conference as it can be distracting on screen.

Sources:

(Giang, 2013) (Rittiman, 2015)