Private messaging services like Slack, Microsoft Teams, and Google Chat have become ubiquitous for communication between coworkers. While these platforms provide a convenient way to chat in real time, their informal nature can lead to etiquette mistakes that damage workplace relationships and reputations. Following proper etiquette for private messaging at work is essential for maintaining professionalism.
Choose your platform wisely
With so many options for private messaging services, it’s important to use the appropriate platform endorsed by your company for sensitive conversations. Check with your IT department on approved software to avoid security risks. For example, your workplace may prohibit certain consumer messaging apps and require the use of the provided enterprise version to meet data protection standards. Keep work messages within the designated system to follow protocol.
Be clear about sensitive subjects
Any confidential information private message like medical records, customer data, or legal matters should never be discussed over private messaging systems. Treat the platform as you would an email – avoiding inappropriate or sensitive subjects. If clarification is needed on what constitutes sensitive information in messages, check with your manager or HR department. Keep all private conversations work-appropriate.
Write professionally
Private messages may feel more casual than email, but they still require professional writing. Always use proper grammar, and punctuation, and avoid using abbreviations or slang. Write with the assumption that any messages could be forwarded or seen by leadership. Take the time to compose messages thoughtfully as you would for an email. Proofread before sending.
Respect others’ time
They are hen others are working, limit messages sent to reduce distractions unless urgent. Think before pinging someone unnecessarily. Allow for lag time in responses instead of barraging colleagues with multiple messages. Respect normal working hours when possible unless collaborating across time zones.
Notify contacts when away
To avoid delayed responses, notify others if you will be away from your computer for extended periods. Set an “Out of Office” type message on your private messaging platform letting coworkers know when you will return. It allows colleagues to see that you are not ignoring them intentionally.
Keep conversations on topic
Straying into personal subjects or idle chitchat wastes productivity. Keep messaging threads focused and on topic for work. If conversations digress, gently guide them back on track. If a sensitive personal subject comes up, handle it privately and compassionately.
Mind your message tone
Without verbal cues and body language, written messages be misinterpreted. Be cautious about tone. Avoid all-caps, excessive punctuation, or words that convey anger. Proofread to make sure your tone is neutral. Emoticons soften messages but are used judiciously in a professional setting.
Don’t make assumptions
Context is often lost in private messages. Avoid making assumptions about coworkers’ intents or reading into terse replies. Clarify the meaning if uncertain. Give the benefit of the doubt by asking for an explanation if a message seems unclear or curt.
Keep private conversations private
Always obtain permission before forwarding or screenshotting a colleague’s private messages. The content of private conversations should stay between participants unless inappropriate or abusive. While private messaging platforms offer more security than regular text messaging, risks still exist. Understand your employer’s data retention policies. Limit sharing of personally identifiable or sensitive information. Encryption apps add an extra level of security when needed.
