Many believe they are well acquainted with the rules of online business correspondence. However, times change, new work tools emerge, and with them, new communication rules arise.
In this article, we discuss how to conduct business negotiations via email and in work chats according to modern etiquette.
Forms of Business Communication
There are several types of business communication, each with its own etiquette rules.
Conversation
This is a form of business communication that typically involves two people. It can follow a protocol or be in a free format, depending on the internal regulations of the company and the management style.
Meeting
A type of business communication involving several people. This can be a discussion of work tasks or upcoming events. The goal of this communication is to exchange opinions to find the most optimal solution among the proposed options.
Negotiations
This format involves at least two people representing parties seeking a compromise. It may involve company mergers, the sale of one company, or interviews for jobs or educational institutions.
Presentation
A type of business communication where one individual speaks to several people, usually to a group. This often includes announcing work results, management statements, or announcements related to internal regulations.
Correspondence
This form of business communication has changed with the emergence of the internet, social networks, and messengers. While interacting with colleagues has become significantly easier, new challenges have arisen that require the creation of new business etiquette rules.
General Rules of Business Communication
Consider the time zone of your interlocutor
Today, people from different parts of the world can work in the same team. To avoid disturbing a colleague, as modern business etiquette suggests, find out in which time zone they live.
Pay attention to spelling, punctuation, and pronunciation
Advanced technology does not absolve the need to know the rules of spelling and punctuation in the Russian language. Modern business communication etiquette prescribes double-checking what you write and expressing your thoughts as accurately and correctly as possible.
Observe subordination
Modern corporate culture allows for addressing superiors in an informal manner, but according to business communication etiquette, you should confirm with your interlocutor if they are comfortable switching to this format.
Control your emotions
Solving work tasks may not happen in the most favorable atmosphere, but you should not succumb to provocations or lose control over your emotions. Excessive emotionality negatively affects business communication.
Do not disclose commercial secrets
Even minor details regarding a company’s internal processes can be of particular importance. Avoid discussing salaries, working conditions, or any other corporate information with colleagues, as this can lead to dissatisfaction within the team and contradicts modern business etiquette.
Business Etiquette in Email Correspondence
Fill out the email fields correctly
In the subject line, briefly state what the email is about, but do not include everything you want to share with your interlocutor there. The body of the email is where you can elaborate on the matter.
Write without errors
Proper written communication increases trust and respect towards the author and facilitates the reading of information.
Maintain structure
Business etiquette prescribes dividing the text of the email into several paragraphs, with each containing a complete thought. This makes it easier for the recipient to process the information and quickly prepare a response.
Eliminate emojis
In business correspondence, the use of emojis, smileys, and memes should be minimized. According to business communication rules, these can only be shared with colleagues with whom you have friendly relations.
Check the text before sending
Before sending an email, review the text for errors. Ensure all necessary documents are attached.
Rules of Business Communication in Work Chats
Ask colleagues where they prefer to communicate
Avoid creating new work chats. Instead, clarify with colleagues which messenger they prefer for receiving tasks and discussing business matters.
Reduce the use of emojis
Despite the active presence of memes and emojis in the daily lives of modern users, they should be avoided in work communications, as prescribed by business etiquette rules. Save them for conversations with close friends.
Respond promptly to colleagues
In a world with instant messaging technology, some still do not rush to respond to incoming information. This contradicts business communication rules and reduces work efficiency.
Notify your interlocutor before calling
Almost everyone today has a phone readily available, making them accessible 24/7. However, according to business communication etiquette, you should agree on the time of the call with your interlocutor to respect their personal boundaries.
Business Negotiations via Video Call
Eliminate sources of noise
Before starting a video call, ensure that no sounds will disrupt the business communication. Close windows, turn off music, and ask those around you to be quiet.
Prepare your workspace
Make sure the room is well-lit and that personal items do not appear in the frame. Don’t forget about writing materials if they are needed during the negotiations.
Check the equipment
To avoid embarrassment in front of colleagues, check your camera and microphone for functionality before the video call. Addressing technical issues during the call contradicts business communication etiquette.
Present yourself well
Business communication etiquette requires appropriate appearance. Tidy your hair and wear casual clothing if you’re working from home.
Change to a neutral background
Business communication will be more effective if your colleague is not distracted by anything. Often, the background draws attention away from the speaker. Modern business communication norms suggest replacing the background with a neutral one using filters built into video conferencing software.
Be punctual
Punctuality is just as important in online business communication as it is in face-to-face interactions. Don’t keep your interlocutor waiting, and if you are delayed, inform them immediately.
Do not interrupt your interlocutor
Being courteous has transitioned from real life to online business communication. To establish effective communication, do not interrupt your interlocutor and let them finish their thoughts.
What Not to Do in Business Communication
Send voice messages without prior agreement
Voice messages can significantly simplify communication. However, in the context of business communication, especially etiquette, they are often inappropriate. Modern business communication norms require confirming with your interlocutor if they are comfortable receiving information via voice messages. Without this, such a method of conveying information may appear dismissive.
Send multiple messages in a row
Some messenger users have developed a habit of breaking messages into several parts. This leads to the recipient receiving several short messages instead of one. This method of communication can irritate the interlocutor, which contradicts business etiquette.
Use informal address without consent
Many companies today have a rule of addressing even superiors in an informal manner. However, this does not exclude business communication etiquette rules, according to which unfamiliar people should be addressed formally.
Send messages after hours
Bothering colleagues, especially subordinates, with work-related issues after working hours goes against business communication norms. This kind of disregard can irritate the interlocutor and reduce overall team efficiency.
Make it personal
Modern business etiquette prescribes analyzing the results of someone else’s work without making it personal. When evaluating a subordinate’s project, a manager should focus on the pros and cons of the project itself, rather than the personal qualities of the employee.