Digital Etiquette For Dummies. Eric Butow

a law forbidding bosses from contacting employees outside working hours: www.cnbc.com/2021/11/15/portugal-bans-bosses-from-contacting-employees-outside-working-hours.html.

Yet there may be times when you need to contact someone outside of working hours because of a genuine emergency. As always, think of these scenarios ahead of time and work with your team to set the ground rules for communicating while you’re at home.

      

Even if you’re not working with a team, speak ahead of time to the person you plan to talk with so that you both can understand when you’re going to contact them online by way of either Zoom, web chat, or email.

      In sum, set expectations ahead of time. No one likes to have their off time interrupted and have to delay telling their kids bedtime stories because your boss or one of your team members thinks it’s okay.

      Don’t just write — proofread

      Online communication is primarily a written medium, and though you may meet using Zoom or another online video app from time to time, you don’t want to do that all the time. In a corporate environment, you’ll likely chat with each other via text in a collaboration app like Slack or, for better or worse, email messages.

      With email, you have the benefit of not having anyone else read your message until you’re ready to send it. (We won’t visit the horror of accidentally pressing the Reply All icon.) The bad news is that many people — and you may be one of them — believe that they’re better writers than they are. So they think they can just bang out a message and send it.

      You don’t have the benefit of having an editor with you, the way we do with this book, but you do have the ability to take a break, focus on another task for a little while, and then reread your message. We think (heck, we know) that you’ll be shocked by what you find as you proofread.

      Don’t be surprised if you delete a lot of unnecessary words and maybe replace some of them with new ones that sound better. And you may be surprised to find that you may not want to send the message, after all — you may want instead to think about what you really want to say and then write a different version later. You’re allowed to do that, you know.

      

Well, what about writing in a live chat or texting? Here’s our simple advice: Keep everything short and sweet, but not so short that people may have trouble understanding you — that is, don’t write acronyms and abbreviations in place of every other word!

      TMI

      If you grew up during the 1990s and beyond, you know what the acronym TMI means: too much information. Yet a lot of advice floats around the web saying that you have to be authentic because that’s what people like — especially younger people.

      What’s the balance? Here, too, we have some simple advice. Just ask yourself one question: Does what I’m about to explain about myself further the conversation and help make my point to my co-workers and/or customers?

      If you talk about how you grew frustrated by your computer’s slow speed and so you developed a design for your app that solved the problem, that’s a great way to make a connection. But if you talk about how terrible your life is with no purpose to it, it comes across as unprofessional and can cost you customers, your job, and maybe your business.

      Business: Conducting yourself properly among colleagues

      Tips about proofreading, conducting meetings, and refraining from telling your life story are all well and good, you might say, but how about day-to-day conduct? We’re glad you asked, because we have four ideas for dealing with that subject. Read on.

      See how other people use online communication tools

      If you’re using online communication tools, you have to follow some rules of the road. For example, on a social media platform, you shouldn’t engage in behavior that another person finds harassing, because it will be reported to the platform’s help staff and you might find yourself banned.

      You should familiarize yourself with these rules, but you may want additional guidance and motivation. Try these three strategies:

       Look at how others communicate before you start communicating yourself, if you can. For example, see how different people communicate in a Slack chat before you chime in so that you can get a feel for the environment and how the discussion is going. If the discussion is more formal, use more formal language. If it’s more easygoing, you can switch up your communication accordingly.

       Look on the web to understand how other people communicated effectively in Zoom meetings or email messages or whatever other medium you’re interested in. If you’re a fan of Tom Hanks, let’s say, you’ll have no trouble finding examples of how he communicated on the web. The same goes for how to find examples of businesspeople who communicate effectively with their customers.

       Talk to peers. These people may be other business owners. They may be coworkers. They may even be managers. Whoever they are, talk with them one-on-one to find out how they connect with others in different situations.

      Consider your audience

      The “feel” of a conversation between you and someone else, or between a group of people, is something you should pay attention to before you engage. But there’s no substitute for actually thinking ahead about the audience who will be in the discussion with you.

      When you’re in a professional situation, you may be speaking with a customer, with your boss, or with different coworkers online (or with all of them). That knowledge should give you an idea of how you should communicate from the get-go. For example, if you’re with a customer, you’ll be as helpful as you can be and answer every question, no matter how boring you think it is.

      In a situation where you’re meeting with the CEO of your company, it’s a good bet that your communication should be formal and professional. If you’re in a Zoom meeting, that can also mean formal business dress.

      

There’s no reason to talk badly about someone or a group of people in any environment, online or not. If you happen to be male and think that being online with a group of coworkers who are all men gives you the freedom to denigrate women, you may be updating your résumé sooner than you ever expected.

      Remain neutral

      The first popular television police show was Dragnet, and the protagonist, Sergeant Joe Friday, had the slogan “Just the facts, ma’am” when interviewing witnesses. (Don’t believe us? Search for the term Dragnet on Facebook. Think we’re old? No comment.)

When you’re talking online in a professional setting, stick to the facts and be as clear as possible. Don’t make any jokes or try to start an argument. No one can read someone’s tone or facial expressions, though emojis online do help with that task and provide some context. Yet without other nonverbal cues, like body language, people translate messages in their own way. Some of that translation comes from how they’re feeling.

      You’ve likely encountered the end result: The other person misinterprets or becomes angry about what you said, and suddenly you’re defending yourself against accusations that have come out of proverbial left field. And, of course, you never start sniping back, right?

      Switch when you have to

      You