Whether it's email, Teams, or Slack, a large part of our work is done on different communication platforms interacting with supervisors, colleagues, and customers. It sounds simple, even though in reality, communication is a challenging skill! We have put together a few guidelines to help you minimize the risk of communication blunders.
Can you throw a casual joke at a supervisor garnished with GIF images? What about emojis and smileys in customer messages? Or a funny meme to the whole office channel? Can I send an email to the entire office wishing a colleague a happy birthday? Or can I approach even distant colleagues at any time directly via chat?
Sound familiar? These are situations common to almost all of us, but how should one act each time? Unfortunately, there is no single right answer—it depends on the situation. While clear "do/don't" rules might have existed years ago, the digitalization of work life during the pandemic fragmented the communication field even further. Instead of situational rules that expire easily, we provide three universal tips to keep you on the right path and one tip for when a mistake happens anyway.
1. Understand & Internalize the Organizational Culture
Understanding communication requires understanding the culture in which it happens. The impact of corporate culture on communication practices isn't always obvious, even though they inevitably affect each other. A market-disrupting startup’s culture is certainly different from a centuries-old industrial company or a global banking group. For example, in one firm, high-fiving the CEO is everyday life, while elsewhere, you must book an appointment. One is not better than the other, but the differences are significant! Learn to understand from day one what kind of corporate culture your workplace has.
2. Adapt and Influence
If you are a new employee, ask plenty of questions and be active during onboarding. Observe your environment: how do others act and communicate? If you have been with the employer longer, focus on positively influencing the development of communication practices. Do you have ideas on how communication could be more open or direct? Bring up your development suggestions boldly. Remember, your opinion is valued! Whether you've been there a week or five years—ask questions!
3. The Power of Micro-feedback
The feedback culture has shifted from annual development discussions toward a paradigm of continuous, organic feedback. Research shows that young professionals want feedback often and quickly.
Quick tips for micro-feedback:
- Focus on development, not on "winning" arguments.
- Base it on facts, not opinions.
- It should come directly from the right person, not through an intermediary.
- Give it as soon as possible, constructively and without rushing.
Asking for, receiving, and giving feedback are noble skills that work both ways. While it is your supervisor's responsibility to discuss your performance, it is your responsibility to tell them how you experience things and what you need to thrive.
When the Milk Spills (Handling Mistakes)
Everyone makes mistakes. One day, you will slip up: send a message with wrong info to a client, send a meme to the whole office by accident, or express yourself poorly in a meeting. Crisis communication gurus agree on the solution: take responsibility. Be open, transparent, and genuinely apologetic if you have hurt someone's feelings or caused damage.
The good news? This is where understanding organizational culture and building strong feedback loops help. The threshold to ask for support from a supervisor is much lower when you are already used to regular, open discussion. Your mistake is just one challenge you can solve together.