How to communicate in the modern workplace

According to a recent survey conducted by US software company Atlassian, the vast majority of professionals globally utilize textual communication tools at work on a daily basis, such as email, instant messaging platforms, and documentation tools.

The shift towards digital communication in the workplace has been accelerated by the COVID-19 pandemic, with remote work becoming more prevalent. This trend has led to an increased reliance on written communication, as face-to-face interactions have become less frequent. The rise of collaboration tools and project management software has further cemented the importance of clear and effective written communication in today's professional landscape.

Workers are increasingly going into the office, but they are not always speaking face-to-face with their colleagues: according to a Unispace poll, workers spend the majority of their time alone at their workstations while they are onsite.

So it's hardly surprising that 44% of Atlassian's survey respondents believe writing is their primary means of communication. However, 61% of office workers believe that written communication is the most prone to mistake and misunderstanding.

What's the reason? Employees are spending less and less time drafting the communications they deliver to their colleagues. These are frequently loaded with abbreviations and acronyms such as ASAP (as soon as possible), FYI (for your information), and TBC (to be confirmed) for the purpose of efficiency.

This trend towards brevity in communication has its roots in the fast-paced nature of modern work environments. With the constant pressure to meet deadlines and juggle multiple tasks, employees often prioritize speed over clarity in their written communications. However, this approach can lead to a false economy of time, as the time saved in writing brief messages is often outweighed by the time spent clarifying misunderstandings later.

However, if you write in quickly, you risk forgetting vital facts. As a consequence, a brief email might cause a team to contemplate it for several hours. Indeed, according to an Atlassian poll, one-third of employees spend more than 40 hours a year attempting to decipher and comprehend their colleagues' messages.

This presents a significant difficulty for businesses: while knowledge workers are uncertain what their colleagues mean or what their boss expects of them, they may be working on mission-critical tasks, according to the organization.

The impact of poor communication extends beyond just wasted time. It can lead to decreased productivity, increased stress levels, and even errors in critical business processes. In some cases, miscommunication can result in project delays, missed opportunities, or damaged client relationships. Recognizing this, many companies are now investing in communication training programs and establishing clear guidelines for internal communication to mitigate these risks.

To avoid wasting time and energy, consider how to communicate effectively. Email is good for attachments and creating a virtual paper trail, but instant messaging is more suited for swiftly exchanging information, such as a change in meeting time. Picking up the phone is the finest approach to describe a scenario or problem in a more subjective manner.

If you prefer writing, make sure to follow grammatical and spelling requirements. Text message language is not widely understood or appreciated in the office. Expressive punctuation is a two-edged sword: some individuals dislike seeing one or more exclamation marks in a professional message, but others consider it as a means to inject emotion to their communications.

Meanwhile, emoticons are more consensual. According to Atlassian's poll, 78% of office workers are more inclined to dismiss a communication that does not include emoji. Employees in Generation Z are especially susceptible to these little pictograms, with 68% reporting increased motivation when their communications elicit emoji replies.

The generational divide in communication preferences presents both challenges and opportunities for businesses. While older generations may prefer more formal communication styles, younger workers often value a more casual and expressive approach. This diversity in communication styles can lead to misunderstandings, but it also offers the potential for more dynamic and engaging workplace interactions. Companies that successfully navigate these differences and create a balanced communication culture are likely to see improved collaboration and employee satisfaction across all age groups.