Digital Body Language - or what do you mean?
Digital Body Language is a helpful guide to navigating the waters of online communications for remote and hybrid teams. It’s full of advice and examples and best be read several times. I wish anyone working with me would read and apply it. However, if you don’t have time, here are some of my takeaways.
Digital Body Language is how we show up and behave online (and offline). It paints a picture of us, our digital persona or identity, and our work. International teams across cultures sometimes experience confusion and anxiety over the communications they receive. How we communicate is influenced by who we are, culture, age, gender, hierarchy, introversion, extraversion, and mindset.
The written word must work harder than the voice to convey emotions such as trust, engagement, excitement, and urgency across continents or cities (if you are working from home). All influences and feelings must be considered when interpreting the flood of messages thrown at us. We also need to ponder our timing, style, level of respect, and inclusion when crafting any communication.
Digital Body Language is a style guide and a set of common-sense rules that strengthen our communications in the workplace. Following four Digital Body Language laws will help us save time, ensure clearer messaging, set the right expectations, take the fear out of interacting and misunderstanding each other, and acknowledge our differences.
?Before diving into what others can do better, let’s look at our behaviors and reactions. Introspection and caring may be half of the equation to solving communication challenges.
How do I show up??
When writing a message:
·?????Is the message I am sending clear?
·?????Could it be understood differently?
·?????Is the medium, e.g., email or chat, the best way to communicate this?
·?????Is the message kind, true, supportive, and helpful?
When waiting to receive a message:
·?????Am I being ghosted or paranoid?
·?????Can I wait longer before contacting the person again?
·?????Is it urgent? Is it important?
·?????Have I checked all the media where an answer could have been placed?
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The four laws of Digital Body Language are to value visibly, communicate carefully, collaborate confidently, to trust (each other) totally. Applied, they improve our digital footprint and interactions.
Value visibly is about respect and timing.
The messages are proofread with meaningful subject lines and good structure (bullet points if needed), mirroring the recipient’s style and tone. Timely responses are sent, and incoming messages are acknowledged. The communication is focused (without multitasking) and clear.
The content shows gratitude and credit for everyone who contributed to the project or task. A thank you at the end goes a long way. Messages are sent on the most appropriate medium for what is transmitted. ?
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I remember a phrase from my brother’s Spanish class: “The sense of time is different in Spain.” This also applies to replying to the digital world and individuals. Some feel that immediate acknowledgment is necessary, while others want to get things done first before responding. A rule of thumb of acceptable reaction time is for emails within 24 hours during the work week and chats and texts within hours during workday hours. ??
Recipients feel acknowledged, and the best work is celebrated. If there is a need, they feel comfortable raising concerns.
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Communicate carefully means writing in a way that people can understand it.
Hence, think before typing. The sender considers the audience, context, and medium and commits to being precise and detailed in what they have to say. Answering all questions, adding a salutation, a friendly gesture, and positive emojis signal engagement, openness for collaboration, and exchange.
The use of punctuation and symbols show emotions and excitement. For example, exclamation points or all caps should be used appropriately because they can also be interpreted (by digital adapters) as urgency or yelling instead of friendliness (by digital natives).
The more complex and sensitive the content is, the more carefully the channel needs to be considered. Going from chats to emails, to phone or video calls or in-person meetings can ease understanding.
Receiving these messages doesn’t raise questions about the priorities and next steps. The clear language and vocabulary set recipients up to act and communicate back on the appropriate channel. ?
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Collaborate confidently for inclusion and confidence.
The sender writes succinctly, clearly, and precisely and ensures all relevant parties are informed by addressing them directly or copying them to the message. Information is consistently and correctly shared and distributed.?
The content details the assignment of roles and explains expectations. Agreements are reached what success looks like and how results are measured.
When meeting online or face-to-face, the initiator acknowledges each team member and needs, serves as a facilitator, and ensures all voices are heard.
Teams receiving these communications are confident in their ability to get the job done and are open to authentic collaboration.
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Implementing value visibly, communicate carefully, and collaborate confidently leads to trust totally.
In this work culture, team members feel safe to speak up, participate in group discussions, and know their voices will be heard. Agreed norms are respected, and the benefit of the doubt is given. If a response takes longer, no one jumps to a negative conclusion.
Although there are many nuances in our communication styles, paying attention to these guidelines eliminates a lot of back and forth, headaches, and worries. Work becomes more efficient and effective, and connecting will be friendlier and more compassionate.
First published on: https://chaophrayaprincess.wordpress.com/2023/02/05/digital-body-language-or-what-do-you-mean/