Information Technology Reference
In-Depth Information
Communicating Appropriately
The way you express yourself online is just as important as choosing the
best means of communicating. The language and tone you use can be
chatty, friendly, respectful, or persuasive. You should always choose the
appropriate medium and tone to fit the occasion and relationship with
your intended recipient.
Professional versus.Personal
Communication
As the use of social media plays an increasingly larger role in our lives, it's
easy to fall into the trap of being overly familiar in your communication.
When corresponding with people you don't know well, or who are older
or in a position of authority, address them formally and use polite lan-
guage. Avoid jargon and slang. Emoticons such as smiley face characters
are also inappropriate in professional communication.
When sending professional communications, use a sincere but not overly
friendly tone and diplomatic language. Avoid unnecessary capitalization
and exclamation marks. Read through what you've written before sending
the document. Check spelling and grammar. Microsoft Word and other
word processors have automatic spell-checkers and grammar checkers, but
keep in mind they are not foolproof. If the document is a job application
or a letter asking for a work experience placement, your written material
will be scrutinized on these elements in addition to the content.
Personal communication also involves a measure of good judgment.
Remember that jokes aren't always appreciated; something you think
is funny and friendly may inadvertently upset someone else. Emails and
text messages can come across more negative than the writer intended.
Emoticons can help, but they can also be misinterpreted. If possible, talk
to the person face-to-face or chat online. Verbal communication and
IMs can be a lot friendlier and allow your tone of voice or, in the case of
video calls or face-to-face chat, gestures and facial expressions, to help
convey your meaning.
For any type of digital communication, avoid language that could offend
on the basis of race, religion, disability, sexuality, or gender. A good rule
for any form of communication is to ask yourself if you would be happy
to see the message printed in a newspaper or another public outlet.
Verbal versus.Written Communication
Online communication has become the standard contact method for
many people, but a phone call or face-to-face conversation can some-
times be the better choice. When deciding between written and verbal
communication, consider these factors:
◾
With whom am I communicating? If you know someone well and
the two of you regularly chat face-to-face and by email, a less formal
means of communicating, such as an instant message or a Facebook
message, could be fine.
