Effective communication is essential for a productive and collaborative work environment. The following guidelines outline the acceptable use of communication channels in the workplace. These guidelines apply to all employees, contractors, and visitors.
Email:
- Use professional language and tone in all email communications.
- Include a clear and descriptive subject line.
- Use a greeting and closing to begin and end the email.
- Be concise and to the point.
- Use a clear and easy-to-read font and formatting.
- Avoid using all caps, exclamation marks, or other unnecessary emphasis.
- Review and proofread the email before sending.
Instant Messaging:
- Use professional language and tone in all instant messaging communications.
- Use the appropriate messaging app for work-related communication.
- Use a clear and descriptive message to begin the conversation.
- Be concise and to the point.
- Use appropriate emojis and GIFs to express emotion or tone.
- Avoid using informal language or slang.
- Respond promptly to messages.
Phone Calls:
- Use a professional tone and language during phone calls.
- Use an appropriate greeting when answering the phone.
- Identify yourself and your company when making calls.
- Be prepared with any necessary information or documents before making a call.
- Avoid using the phone for personal calls during work hours.
- Use appropriate voicemail messages and call-back times.
In-Person Communication:
- Use professional language and tone during in-person communication.
- Pay attention to non-verbal cues, such as body language and facial expressions.
- Avoid using informal language or slang.
- Be respectful and courteous to colleagues and visitors.
- Be mindful of noise levels and interruptions in the workplace.
You do not need to:
- Keep up with absolutely everything in the company, just those things that are relevant to your role
- Respond to messages outside your working hours
- Respond instantly to messages as they come in, or expect immediate responses to your messages. Communicating asynchronously does not mean communicating in real-time.
Enforcement:
- Violations of this policy may result in disciplinary action, up to and including termination of employment.
- Employees are responsible for reporting violations of this policy to their supervisor or the HR department.
These communication guidelines are designed to promote effective and professional communication in the workplace. Employees are expected to comply with these guidelines and use communication channels in a responsible and appropriate manner. Effective communication can lead to better collaboration, increased productivity, and a positive work environment.