Messaging At Work: 9 Rules For Using Slack & Chat Apps Best
Who this micro-class is for
* Employees and managers
What you’ll learn
* How to use team chat and messaging apps at work
* The common mistakes to avoid with team messaging apps
Resources
* Less than 6 minutes to complete
About this micro-class
Fostering a healthy communication environment is crucial for a productive workplace. Appropriately using messaging and team communication platforms ensures effective, respectful, and productive communication across the company.
Best Practices
1. Quick Syncs
Team chat apps work best for quick and informal syncs. Examples:
- Asking a question that implies a short answer.
- Aligning on an easy topic.
- Sharing a link or a bite-sized piece of information.
- Chatting informally.
2. Professional Language
Use clear and professional language, avoiding slang, abbreviations, or offensive language that could be misinterpreted.
Set up a professionally-looking user profile. Use your first and last name as the user name and a professional photo.
3. Respect and Consideration
Be mindful of different time zones, work schedules, and cultural differences. Avoid unnecessary disturbances during non-working hours.
Avoid using messaging apps during meetings.
4. Relevance in Channels
Post messages relevant to the specific channel or topic, minimizing off-topic conversations.
Keep personal and private topics separate.
5. Clarity and Conciseness
Keep messages clear and concise, providing context when necessary.
Move longer discussions to a different channel, such as a call or meeting.
6. Timely Responses
Aim to respond promptly to direct messages or queries when possible, ideally instantly and not over 2 hours. Wait for the other person to stop writing before you do.
Set out-of-office notification if you are unavailable.
7. Privacy and Confidentiality
Respect sensitive information. Avoid sharing sensitive or confidential data in public channels.
Keep confidentiality with private channels’ content.
8. Proper Use of Emojis and GIFs
Use emojis and GIFs judiciously, ensuring they’re appropriate for the context and audience.
Don’t write ALL CAPS, as it is the chat equivalent of shouting.
9. Regular Check-ins
Stay updated on relevant channels and announcements to remain informed about company-wide communications.
Common Mistakes to Avoid
1. Over-Messaging
Avoid excessive pinging, unnecessary notifications, or flooding channels with non-essential messages.
Use the “notify all” functionality sparingly.
Don’t add coworkers to a channel without explaining why.
2. Ignoring Requests or Messages
Try not to ignore direct messages or important inquiries from colleagues, clients, or partners.
3. Conflict Resolution
If a conflict arises, move sensitive discussions to private messages or resolve them in person, if necessary.
4. Misuse of Humor or Tone
Be cautious with humor or sarcasm, as it can be misinterpreted in text form.
5. Misuse of Company Channels
Do not use company communication tools for personal conversations or non-work-related content.
Avoid chat apps for formal or in-depth communication. Examples:
- Writing to human resources.
- Asking for time off.
- Asking questions that imply a complex answer.
5. Avoiding Updates or Notifications
Regularly update your status or availability to ensure colleagues are aware of your availability.
Resources and useful links
- Etiquette references: communication in the workplace, business speaking rules, inappropriate content at work
- Interesting reads and resources: Google Chat Support support.google.com, Slack Resources Library slack.com