No More Mixed Signals: Leveraging Digital Body Language for Clearer Workplace Communication

You must admit that decoding body language when seeing the person in the flesh is easier than doing so online. The digitally established personas do not make seeing nuances and interpreting cues easy. Luckily for us, there is cyberpsychology and digital body language.

Digital body language refers to the nonverbal cues, mannerisms, and unspoken messages conveyed through digital communication channels like email, chat, video calls, and more. Understanding digital body language is critically important for effective collaboration and relationships in modern workplaces where so much communication occurs virtually.?

With in-person interactions, we rely heavily on facial expressions, tone of voice, posture, gestures and other nonverbal cues to interpret meaning and context. But many of these cues are lost in digital mediums. As a result, digital body language takes on heightened importance in avoiding miscommunication and nurturing positive work relationships in online settings.

This article will explore key elements of digital body language, including tone and word choice in written messages, response time, frequency and length of communication, emojis, video call behaviors, email signatures, and more. Becoming fluent in digital body language can help ensure your messages are received as intended and promote healthier work relationships.

• Tone and word choice

In a work setting, it's essential to maintain a formal and professional tone in digital communication. This includes avoiding the overuse of informal language, slang, emojis, punctuation, and capitalization that could be overly casual, as well as using abreviation which is not understood by everyone the same.

For example, avoiding excessive exclamation points, ALL CAPS, and slang like "hey y'all!" in emails or chat messages. Likewise, think twice before inserting emojis and figures of speech that aren't workplace-appropriate. The exception could be a celebratory team announcement that warrants a festive tone.

In most professional contexts, it's safest to stick to proper spelling, grammar, punctuation. Your digital body language regarding word choice, comes across in how you construct your messages. An informal, sloppy tone could undermine your expertise and make colleagues take you less seriously.

Aim for courteous, formal language until you get to know your audience. As you build working relationships and rapport with colleagues, you can gauge when it may be appropriate to relax your tone. But avoid overly familiar language and inside jokes until you're sure the recipient would be receptive.

The formality of your tone also depends on the mode of communication. Internal chat platforms often allow for more casual exchanges than external emails. When in doubt, please be sure to keep the tone professional. Your choice of words, punctuation, and grammar compose your digital body language and contribute to your ability to progress professionally.

On the other hand - the higher you are in the company the shorter your messages tend to get.

• Response time?

The speed at which someone responds to a message or email says a lot in the digital workspace. A quick reply often signals receptiveness, interest and responsiveness. On the other hand, a longer delay between messages may indicate unavailability, lack of enthusiasm or even avoidance of the conversation. And indicated the hierarchy in the company.

Some key aspects of response time to be aware of:

1. Responding right away to messages shows attentiveness and care for the conversation. But constantly responding immediately may also come across as overeager or aggressive.?
2. Leaving someone on "read" or taking hours to get back to simple messages could be seen as dismissive or rude. But expecting extremely rapid responses can also create unnecessary pressure.
3. Having at least some delay before responding is often wise to allow time to formulate a thoughtful reply. But excessively long delays between messages leave the other person hanging.
4. If conversations consistently have long gaps between replies, it likely signifies lack of interest, unwillingness to engage, or deprioritization of the relationship.
5. When collaborating on time-sensitive projects, prompt replies keep things moving smoothly. However delayed or inconsistent responses can stall progress.
6. Setting clear expectations around typical response times helps prevent miscommunication. And knowing if someone is currently unavailable or offline provides context for longer delays.

With remote and hybrid work arrangements, we rely heavily on digital communication. Being mindful of response times and what they imply can help prevent misinterpretations and maintain strong working relationships. A few simple principles of email and chat etiquette go a long way.

• Absence of Communication

Not responding to messages or going silent can send unintended signals in a digital workspace. An unanswered email, slack message, or text may imply:

- Lack of interest in the topic or person

- Unavailability or being too busy?

- Forgetting to respond

- Discomfort with the question or request

Prolonged absence can create ambiguity and uncertainty. Colleagues may wonder if something is wrong or if they have done something to upset you.?

It's best to avoid "going dark" for long stretches. If needed, provide context by briefly mentioning having a busy period, dealing with a personal matter, or taking time off.?

Set expectations if your response will be delayed, like an auto-reply email saying when you'll return. Schedule send later options can also help avoid giving the impression that you're always working.

With remote and hybrid teams, lack of communication can exacerbate feelings of isolation. Staying connected and responsive helps maintain relationships, trust, and satisfaction.

• Frequency of communication

The frequency at which someone communicates digitally can reveal a lot about their communication style and priorities. Those who communicate frequently may be more friendly, talkative, and eager to connect. On the other hand, someone who rarely initiates communication or takes a long time to respond may seem more reserved, busy, or indifferent. ?

Significant changes in someone's typical frequency of communication can also send important signals.

The ideal frequency of communication will vary based on the norms of the workplace culture and expectations of the relationship. Fostering shared understanding around ideal frequency and responsiveness will help prevent misinterpretations.

• Length of Messages

The length of messages in digital communication can impact how the message is perceived. Short, one-word responses may come across as curt or dismissive, while excessively long messages could be overwhelming. Here are some tips on message length:

- Short messages under 5 words, like "Okay" or "Sounds good", could be seen as casual, indifferent, or even passive aggressive depending on the context. Use sparingly in professional settings unless you intend the brevity.

- Medium length messages of 2-3 sentences are useful for simple information exchanges or brief confirmations. This length is usually appropriate for most workplace communications.

- Longer messages can show you have more details to share or complex information to convey. But blocks of text can lose the reader's attention. Try to break up long responses into readable paragraphs.

- Interpret message length from your recipients carefully. Abrupt one-word answers may mean they are busy, or it could signal irritation. Very long messages could demonstrate enthusiasm or overexplaining. Understand their communication style.

- Message length etiquette varies by culture. Some countries value conciseness, while others prefer long, descriptive responses. Adjust your own style when communicating cross-culturally. ?

- Ask clarifying questions if a particularly long or short message is unclear. Digital communication can easily be misconstrued, so confirm the tone if needed.

Keeping these guidelines in mind can help properly interpret and craft message length for clear digital communication in the workplace.

• Emojis and Emoticons

Emojis and emoticons can be helpful in conveying tone and sentiment in digital communication, but they can also be misunderstood or misinterpreted. Here are some tips for using them appropriately in workplace communication:

- Use emojis and emoticons sparingly. They can lighten the tone, but don't overdo it.

- Be careful using emojis or emoticons that could be taken the wrong way, like the wink ;) or kissy face :*. Keep it professional.

- Don't use emojis or emoticons to soften complex messages or bad news. Have those conversations directly. ?

- Be aware that emojis can have different cultural meanings. For example, the thumbs up or OK gestures can be considered rude in some cultures. ?It is the same with aubergine. Beware!

- Don't use emojis or emoticons to respond to serious workplace issues. Use your words to answer thoughtfully.

- If in doubt, keep emojis formal and work-related, like the thumbs up ??, clapping ??, or celebration ?? emojis. ?

- Make sure emojis render appropriately across different systems. The emoji you choose might appear differently on someone else's device.

- Consider your relationship with the recipient

With discretion and care, emojis and emoticons can help convey tone in digital communication. But be mindful of how others may interpret them within a professional workplace context.

• Video Calls

Video calls have become ubiquitously used in remote and hybrid workspaces. Through video, nonverbal cues like facial expressions, eye contact, and body language can still be transmitted despite physical distance.?

However, video calling also brings new challenges for digital body language. With video conferencing, there is often lack of eye contact as people look at the screen rather than the camera. Body language appears differently scaled down onto a small video window. Lighting, camera quality, and video backdrop also affect perceptions. ?

Organizational policies around cameras on versus off also impact digital body language. Cameras allow for more facial expressions and eye contact. But cameras off reduce digital fatigue and distractions. With cameras off, body language and nonverbal cues disappear entirely.

Ultimately, video calls fuse verbal language with digital body language. Through tone of voice and visual presence, relationships and communication styles still come across remotely. With preparation and etiquette, video can help transmit digital body language to maintain workplace relationships.

• Email Signatures?

Your email signature can convey a lot about your digital body language in the workplace. Having a professional email signature establishes credibility and gives your audience context about who you are. Some key considerations for your work email signature include:

- Professional Signature Format: Your signature should include your full name, job title, company name, phone number, company website, and mailing address formatted cleanly. Avoid large fonts or images that take up excessive space.?

- Quotes and Images: Quotes and images can personalize your signature, but ensure they are tasteful and professional. Avoid overused inspirational quotes or quirky images that detract from your credibility. Consider a relevant industry quote or a simple logo instead.

- Links: Only include links directly relevant to your work and useful for the recipient. For example, you could link your name to your LinkedIn profile or company website. Avoid links to personal websites or social media pages.

Your email signature is like your digital business card. Take the time to craft it intentionally to convey professionalism and build your personal brand. A clean, simple signature with relevant contact details will serve you well in establishing your digital body language at work.

Digital body language can have a significant impact on workplace communication and relationships. Being mindful of how we come across in remote interactions is key.?

In summary, here are some of the main points to keep in mind regarding digital body language in the workplace:

- Tone and word choice matter. Be aware of how your messages could be interpreted. Use positive language.

- Response time sends signals. Reply reasonably quickly to show you're engaged. But don't feel pressured to respond instantly.

- Absence of communication causes confusion. If you need more time, give a heads up about delays.

- Frequency of communication should match expectations. Avoid spamming co-workers or ignoring them.?

- Length of messages affects perceptions. Balance conciseness with adequate details and clarity.

- Emojis and emoticons convey emotion. Use judiciously and prefer positive symbols.

- Video calls require self-awareness. Be mindful of backdrop, appearance, eye contact.

- Email signatures present professionalism. Keep yours simple, up-to-date and appropriate.

Being aware of these digital body language signals allows us to intentionally shape how we come across and avoid miscommunication. With some extra care and attention in our remote interactions, we can build strong workplace relationships.