Letter effort: Do’s and don’ts on proper text and email correspondence
The methods of communication may constantly be changing but what makes an effective communique remains the same: Be clear, concise and professional. To help clear some things up, here are some do’s and don’ts to help guide your digital communication with others:
Do be effective: Texts can cover quick reminders, questions, and tasks. Email is for messages that need more explanation. For scheduling events, use your company’s digital planning tools if possible. If not, send reminders with calendar links.
Don’t waste anyone’s time: Don’t send texts that have no value. That’s not to say texts on birthdays, work anniversaries or other noteworthy days aren’t appropriate but try to keep the small-talk texts to a minimum.
Do be professional: Keep your messages civil and your tone
professional. Everything you transmit through email or texts can be saved and, if necessary, used against you. Don’t give people the benefit of the doubt. Relationships change over time and what was once a funny, irreverent text can become an anvil speeding down from above to crush your career.
Don’t text during meetings: It’s rude, for starters, especially when people sitting around the conference room table are aware that you’re texting and are trying to figure out if that smirk on your coworker’s face is directed their way. It also takes you away from the moment.
Hopefully, your company runs effective meetings, which means you should pay attention, find out what you need to know and get back to the rest of your work.
Do proofread: There’s nothing worse than receiving an important text filled with spelling and grammatical errors. Yes, it’s easy to make fun of the people who point out your mistakes but it might be easier to be the person who doesn’t make mistakes. We all have spellcheck and grammar-checking applications at our fingertips. Use them.
Don’t use texts for introductions: While it’s OK to loop in someone you’re
going to be working with in the future in group texts, don’t use a text to introduce yourself when you’re beginning a new job. No one will remember you until they can put a face to your name.
Do be mindful of the time: Send business-related texts during business hours, not before you go to bed. Today’s employees are so used to being constantly tethered to their workplace that they’re always checking their texts and email to make sure they’re not
missing anything. If you want to be part of the solution, don’t send anything
during off hours. And if you really want to be part of the solution, work with your manager or HR department to set an informal company policy that requires employees to refrain from sending digital communication after the workday is complete