How can you use digital communication tools professionally?

1 Email etiquette

Email is an incredibly useful yet potentially confusing digital communication tool. To use it professionally, you should adhere to some etiquette rules. This includes writing clear and concise subject lines that summarize the purpose of your message, addressing recipients appropriately and politely, and using a professional and respectful tone. You should also check your spelling, grammar, and punctuation before sending. Additionally, be mindful of the tone and content of your email, and avoid sending anything that could be perceived as rude or offensive. Attachments should be used sparingly and only when necessary; make sure they are relevant, secure, and compatible. Furthermore, respond to emails promptly and courteously, acknowledging receipt of important or urgent messages. Lastly, avoid using email for sensitive or confidential matters or for resolving conflicts or giving feedback.

2 Instant messaging

Instant Messaging (IM) is an efficient way to communicate with colleagues, clients, and partners, but it is not without its drawbacks. IM can be distracting and disruptive if you receive too many messages or notifications, it can create a sense of urgency or pressure to respond immediately, and it can lack context and nuance if you rely on emojis or abbreviations. Furthermore, IM can lead to misunderstandings or misinterpretations if you use sarcasm or humor. To use IM professionally, set clear boundaries and expectations with your contacts and respect their availability and preferences. Use appropriate language, tone, and style, avoiding slang, jargon, or abbreviations that could be confusing. Utilize emojis and visual cues sparingly, avoiding using them to convey emotions or opinions that could be misread. Be polite and respectful when sending messages, avoiding anything that could be considered rude, offensive, or inappropriate. Finally, use IM for simple or routine matters and switch to other modes of communication for more complex or sensitive issues.

3 Video conferencing

Video conferencing is an effective way to communicate with remote or distributed teams, clients, or partners, particularly when information needs to be shared, collaboration is necessary, or rapport needs to be built. However, you should take the time to prepare for a video call and act professionally. Test your equipment, software, and internet connection before joining the call. Choose a quiet and well-lit location that is free from distractions and background noise. Dress appropriately and maintain good posture and eye contact. When you're not speaking, mute your microphone and use headphones or earphones to avoid feedback. Introduce yourself and your role, using names and titles when addressing others. Follow the agenda and etiquette of the meeting, respecting the time and roles of the participants. Use visual aids and screen sharing when needed, making sure they are clear, relevant, and accessible. Be attentive and engaged while avoiding multitasking or checking your phone or email.

4 Social media

Social media is a powerful tool for networking, marketing, and learning, but it can also expose your personal and professional information to a wide audience. This can affect your reputation and credibility if you post or share something controversial, inaccurate, or unethical. Additionally, it can create conflicts or controversies if you engage in debates with other users. Moreover, it can consume your time and attention if you become addicted or obsessed with likes, comments, or followers. To use social media professionally, you should be careful and selective about what you post or share, be aware and respectful of your audience, be authentic and transparent, be responsible and accountable for your mistakes or errors, and be mindful and balanced about the time you spend on social media.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?