A Professional’s Guide to Using Messaging Apps

When you can’t interact with colleagues in-person

While Covid-19 might have us working from home, wearing sweatpants and occasionally sipping a glass of wine at noon, the reality is we still have to get the work done. And while Zoom and other video platforms might be an adequate replacement for in-person meetings, we’re still missing out on more commonplace daily interactions with colleagues at the office.

Need to bounce an idea off a teammate, ask the copywriter if you should use “whom” or “who”, or find that one pesky design file that you’re always losing track of? No problem, the technology gods have us covered there too, with a plethora of messaging apps at our fingertips. Convenient as they may be, platforms like Slack, Google Hangouts, or even just text messaging can present a challenge in finding the right mix of professional and casual tones. Here are a few things to keep in mind as you navigate the new normal in workplace communication.

Spell It Out

Unless it’s specific to your industry and commonly used by your team, steer away from using acronyms. At the risk of sounding old, it’s just not very professional. More than that, it’s not the way we speak in real life...see what I did there? Write out the words you want to say and you can be sure no one will think less of you for it.

Keep It Short

It’s okay if you have a lot to say, but messaging apps usually aren’t the place for lengthy explanations. Simply and clearly explain what you came for in a few short sentences and politely wait for a response. If there’s more to say, hop on a phone call or write it in an email that can be perused at the convenience of the reader.

Link It Up

One convenient perk of using messaging platforms is that you can quickly and easily paste links to steer teammates in the right direction. Instead of writing out the pathway to get to that pesky lost design file, copy and paste a link to its location on the server. Want your team to see an important article? Link to it in the app so they’ll see it right away, instead of getting lost in their inbox. Instantly get attention on a problem area of your website by linking the developer straight to it. You get the idea.

Have a Little Fun

The beauty of these platforms is that they were built to boost interaction when teams can’t be in the same room together. Take advantage of that by sending encouragement, jokes, and gifs (all appropriate of course) to build team morale during this crazy time. With any luck, it will feel a little more like the positive office environment we all need right now.

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