Most business or work tasks can be solved by chatting in instant messengers. Modern technologies allow discussing work issues, exchanging information on tasks and clarifying details in real time. However, communicating remotely does not automatically mean that you can automatically use the same free style of conversation with colleagues and partners as with friends or relatives.
Business correspondence in instant messengers differs from the usual one in that it is necessary to observe etiquette for it, as in face-to-face communication. What rules of correspondence exist and how to communicate through a corporate messenger in a way that effectively solves work tasks, we will tell in our article.
Messaging etiquette
The etiquette of communication in instant messengers, if followed, will help you effectively and safely cope with your goals, without unnecessary negativity.
The etiquette of business correspondence includes:
- Respect for personal boundaries. Texting at night or sending requests around the clock, even when a person is on vacation or on sick leave, is unacceptable. There are force majeure situations when a response needs to be received immediately - in these cases, there is nothing faster to communicate than a corporate messenger. However, you can’t constantly write after hours without a good reason - this increases the stress level for employees. The exception is living in different time zones, but this issue is discussed individually.
- Saving resources. No long messages and questions that require thorough preparation to answer. Messengers were created to clarify the details, as well as the rapid exchange of information. All global processes are discussed in a personal meeting or in writing by e-mail. And if you need to decide something online on an emergency basis, the interlocutors must be warned.
- Demonstration of respect. It is desirable to address interlocutors by their full names (not Vanya and Katya, but Ivan and Ekaterina) or in a previously agreed format. In communication, it is important not only to respectfully address a person, but also not to forget to thank him. The wording in the messages should be official business. Stickers and emoticons are not allowed in communication with partners and customers, but they can be used in less formal communication with colleagues, unless otherwise provided by company rules.
Rules of correspondence in messengers
We present 10 rules of correspondence in messengers, following which you will be able to effectively solve work tasks in an online format:
1. Greeting. In the online space, etiquette prescribes to start communication with a greeting. If in a personal meeting it can be like words, a handshake, a slight smile, then only words (“good afternoon”, “hello”) are used in correspondence. At the same time, emoticons (unless this is the colleague with whom you are on friendly terms, or informal communication in a corporate chat) will be inappropriate. After the greeting, if we are talking about the first contact, it is important to write who you are and what company you represent, so that the interlocutor has an idea of \u200b\u200bwho he is talking to.
2. Voice messages are inappropriate. Yes, dictating something by voice is convenient and fast. But in work communication, this format should be used as little as possible, as colleagues and partners may consider you an impolite person who does not value other people's time. Correspondence should preferably be in writing, which will also allow you to quickly search through previous messages.
3. No mistakes. You need to communicate with colleagues and superiors competently. It is not necessary to be an excellent student of the Russian language, but you need to have basic knowledge. If there are difficulties, T9 will always help.
4. Compliance with the style of communication. It is important to observe a professional business style, do not use slang, excessive abbreviations, swear words, emoticons.
5. Informal communication is possible, but dosed. A work chat is a work chat, which is designed to discuss work tasks. Therefore, if you want to once again send a smiley, meme or sticker to a general chat, you need to think carefully about your decision and its appropriateness. In modern corporate messengers, reactions are available - emoji, which can be left under a specific message. This allows you not to litter the general chat with messages that have no practical meaning.
6. Brevity. Discussing any issue, all thoughts must be expressed clearly, without unnecessary water and lengthy explanations. It is advisable to convey all the information in one or two messages, not split it into several messages for one sentence, turning the correspondence into a “tower” of text. Colleagues will have a nervous breakdown from so many constant alerts. Finally, it will become difficult to find important information in the general stream.
7. Use formatting. When sharing documents or links, provide clear descriptions and use formatting tools (e.g., bullets, headings) to improve readability.
8. Minimum personal communication in general chats. If you need to discuss something personal with a specific chat participant, you should write to him in a personal. It is not appropriate to bring personal questions to the public. If you need to discuss a specific issue that was raised in the general chat, and it is important that others see your opinion on this matter, you can continue the discussion in the thread (comments that can be left under a separate message).
9. Solving operational issues with respect for the personal time of the interlocutors. A work chat is not a correspondence between friends or girlfriends. There are important questions here. Therefore, when receiving a message in the chat, you need to respond to it promptly (within reason: if they write to you at night or on vacation, you can respond later and during your working hours). Reply with a delay of several hours or a day is appropriate when communicating by e-mail. A corporate messenger is a program for instant messaging, and this is the essence of its use.
10. Important decisions are made during personal meetings (including online) or in writing by e-mail. It is very convenient to communicate online, but correspondence in a messenger is not always proof of intentions or confirmation of agreement. Do not forget that in the messenger you can always “clean up” messages. As a result, there are unpleasant consequences, including the shifting of responsibility. Your interlocutor should be informed how the final decision will be formalized (by mail or in person). It is also convenient to resolve many issues in the videoconference format - modern corporate messengers have such an opportunity.
The rules of business correspondence in messengers were created for a reason, they are important and must be observed. The communication mood in the chat depends on this, as well as the speed of solving work tasks. And for the convenience of communication and maintaining confidentiality when solving work issues, it is important to use corporate messenger. It allows you to discuss important details without losing data and with the highest level of security.
