Common Digital Miscommunications

1.????What is Digital Miscommunication?

2.????Are you unconsciously miscommunicating digitally?

3.????What can you do to stop your communication to turn into miscommunication?

Introduction

While having face-to-face communication at workplaces, it is easy to walk over to a co-worker to ask for help or give a feedback. However, in a virtual workplace, there is much wider room for miscommunication.Jokes, humour, playful cheekiness – many of the ways used to bond and act friendly in person toward those we care about can fall flat or even worse, be misinterpreted and cause offense in the digital world.

In a digital space, it gets difficult to convey your message clearly since -

·???????Others can’t determine your tone

·???????Others can’t see the expressions on your face

·???????Others can’t read your body language

·???????Humour often does not translate as expected

?

Let us take a common example which most of us must have faced at least once while working.

You are in the middle of work and receive an e-mail from your boss that says “Need to talk at the end of the day.”

As soon as you read this mail, you lose track of work since multiple questions start to pop up in your head.

·???????Did I do something wrong?

·???????Is boss angry on me?

·???????Is there a serious issue?

No matter how optimistic you try to be, a little voice in your head always reminds you that something might not be right. A message like this leaves one guessing at the tone and the intentions of the other person.

?

In a face-to-face meeting, we can engage in an exchange where questions are answered and feedback is provided immediately – both verbally and non verbally. First you talk, and then it’s my turn. And we go back and forth until we’re done. We can pick up on confusion or hesitation through facial expressions or body language, and can more easily sense when there is a need for further explanation or clarification and resolve it immediately.

Yet, when communicating digitally, we don’t have the same visual cues that are available in person. And the exchange is rarely immediate. Having no clear sense about when to expect a response can lead to anxiety and sometimes frustration.

?

How to avoid Miscommunications in an E-mail?

?E-mail and Online Messenger apps make it difficult to understand someone’s tones and emotions.

To avoid others from guessing the meaning of the e-mail or message, follow these effective steps:

·???????Always start with a greeting

·???????Briefly state the purpose of your e-mail

·???????Provide context that the reader may need

·???????Keep your e-mail simple and easy to read by starting new paragraphs for new ideas

·???????Re-read your e-mail to proofread for grammar and tone before sending

Make sure to ask yourself –

Does this e-mail convey the tone I am intending? (Friendly, serious, urgent, etc.) In case the answer is no then consider changing your language and punctuations to help lighten and match to the tone required.

?

“I need this done by today.” This sounds extremely bossy and authoritative. This can be perceived as more friendly if it is re-written to “I would appreciate it if you could send this to me by the end of the day.”

?

With the amount of messages being sent between?remote workers?and?hybrid teams, the likelihood of miscommunication has skyrocketed. We have tried to pull together a few tips to make sure you’re as clear and intentional as?possible while communicating digitally.

?

Know Your Audience?

There is nothing more important than knowing who you’re talking to before you hit send. A lot of factors like age, designation, vendors, background and personal relationships can all affect how someone reacts to your message. This is especially important when sending messages over digital platforms. It is advisable to keep in mind who the recipient is so that you draft your mail likewise.

?

Choose the best way to communicate digitally

Is a text message the best way to give someone a formal warning in the workplace?

Is an e-mail the most effective way to explain a brand new idea?

Is a video call essential for petty changes in a project?

?

It can be difficult to choose between a quick message, a formal e-mail, a phone call or a virtual meeting over a video call.

Consider these factors when choosing how to communicate:

Choose E-mail as mode of communication when -

·???????Need to fully explain a topic

·???????The issue is not extremely time-sensitive

·???????You want to propose a new idea

·???????You want to quickly thank someone for helping you

Choose Text or messenger app when –

·???????The issue is time-sensitive or needs a quick response

·???????The topic is not controversial, a difficult decision or sensitive information

·???????You’re looking for just a quick yes or no response

Choose Virtual Meeting over a Video call as a mode of communication when –

·???????You’re looking for instant inputs from several people

·???????You’re working collaboratively

·???????The topic is not sensitive or personal

?

Proofread Your Messages?

It doesn’t matter how busy you are, you always need to take the extra minute or two to read your e-mail or message before you send it. Typos can signal a lack of care, or suggest that you were in a blind rage or even too angry to care about the accuracy. Either way, you could accidentally send the wrong message if you didn’t take the time to?proofread.You need to make sure that your message is clear and conveys the correct tone. Make sure to double check before sending. It’s better to spend one minute re-reading what you typed than to spend hours trying to diffuse?tension.?

Communicate the Level of Urgency?

Before you shoot someone a message asking for help or a deliverable, make sure you consider the level of urgency.

You should ask yourself –

Do you really need it right now?

Are you expecting a quick response?

Can it wait?

If you shoot someone a message, they’re more likely to interpret it as urgent because it’s real-time. Make sure you’re not unnecessarily adding to people’s current workload if it’s not an urgent?matter.?

·???????If it can wait, send an e-mail.

·???????If you’re expecting a quick turnaround, send a message.

·???????If you need something immediate, call them.

Making the level of urgency explicit is always one of the best practices. Additionally, be aware of how seniority influences a message. Employees are much more likely to feel pressured by a request from an executive, manager or their boss than from a colleague, so keep that in mind before unwittingly throwing a wrench in someone’s?day.?

Try to use Video communication often

Use video conference as much as possible and especially in the early stages of working with someone as it helps to get to know each other and build trust. Seeing each other’s facial expressions and conversation cues will allow you to read better between the lines and interpret their emails. Ultimately, it allows you to develop a genuine relationship.

In the absence of these tonal clues, our brains fill in the gaps with our own assumptions, which may not match up with the intended meaning.

Stress related to online communication can lead to general unhappiness in an advisor- client relationship, which can adversely affect client satisfaction and retention.

A sign of good digital communication is when the recipient can understand what the sender is trying to tell them and can understand what needs to be done, without the need for body language or vocal cues.

?

Conclusion

Ultimately, the key point is that effective digital communication can reduce stress levels for both the sender and the recipients of the message, as good digital communication helps the recipient understand what the sender is trying to tell them and what needs to be done, without the need for body language or vocal cues.

By following some easy guidelines that help recipients better understand context, we can ensure that our digital messaging isn’t the source of any stress or frustration for the recipients of our messages. By using an appropriate tone to convey attitudes and emotion, setting clear expectations, and writing carefully and thoughtfully, our digital communication can help maintain positive interactions and relationships.

?

Feel free to discuss better ways to communicate digitally by connecting with me on [email protected].

Cheers,

Jagmohan Rishi Singh