Are text messages professional or casual

text

Justice Simango
As we all get connected faster and faster over greater and greater distances, it is of equal importance to take a step back once in a while and have introspection on how the technology we are using today affects the quality of our professionalism and organisational brands.

You will agree with me that the good old-fashioned telephone call has gone by the wayside, replaced with texting, a more convenient method of communication that has increased drastically and is practiced by all ages, even my grandparents are texting.

Apart from the convenience and flexibility, text messages hold a set of challenges. Words can be misinterpreted, messages can be incomplete and etiquette boundaries can be violated without your knowledge.

The texting population varies from person to person and from place to place, but the moment the consensus begins to understand the difference between a professional text and a casual text, this act of consideration brings awareness against bad texting behaviour. I am confident that, when professionals do the small things right, we reduce the risk of violating the parameters of etiquette.

The manner in which you text colleagues, bosses, employees, customers, or vendors, is different from the way you send your friend, siblings or your spouse a text message. There are a few professional etiquette rules you should abide to.

Be sensitive to your audience

Each text message is a detailed projection of you and it is vital to present yourself in the manner you want to be perceived. Although you might text one way with your friends, you should text in an entirely different fashion with your co-workers, clients or prospects. Be sure your text is appropriate for your audience.

Communicate clearly

The receiver should not be confused as to what you are trying to say, and if your message is interpreted the wrong way, your miscommunication could cause conflicts and even missed business opportunities. Make sure your message is clear and review it for stand-alone clarity before hitting the “send” button.

Be careful with abbreviations

Texting was designed to be a fast form of communication, so it’s common to use abbreviations and shortcuts such as “LOL” (laugh out loud), “np” (no problem), or “u” (you). But there is such a thing as an inappropriate abbreviation. Using shortcuts has become more common in the business world, but make sure it’s appropriate for “u” to be that informal. I suggest only using those that are widely known, which the receiver would understand the meaning of. Avoid shortcuts that lean toward the unprofessional like — WTF — a good rule of thumb is to only type what you would be comfortable saying out loud. Ultimately, the safest route is to type out the entire word or phrase. IMHO – In my humble opinion, TTYL – Talk to you later, IDK – I don’t know, BTW – By the way, LOL – Laugh out loud, CYA – See ya, BRB – Be right back, J/K – Just kidding, OIC – Oh I see, THX/TNX – Thanks, L8R – Later, BFF – Best friends forever, ILY – I love you, B/C – Because. This set of abbreviations is on the casual side of the scale.

Symbols and emojis

Smiley faces sometimes have their place when sending a text, which is why this feature was added to texting. However, you should be mindful as to when it is appropriate to use emojis. For example, if you are communicating on a business level, it’s inappropriate to litter your message with smiley faces. Retain your emotional emojis for more personal interactions. When in doubt, leave them out. You will be perceived as immature if you over use these symbols.

Mind your tone

When you’re typing short and fast, you’re not thinking about your tone and, your text may sound harsher than you intend. Try to write in complete sentences to prevent sounding abrupt, and always read your message out loud to make sure it doesn’t sound too harsh.

Avoid negative words such as “failure”, “wrong,” or “neglected”. Never tire of using “please” and “thank you.”

Never send bad news via text

No matter how efficient texting may be, you should always be aware of the context when sending a text, particularly if it’s a professional relationship.

Don’t give negative feedback or quit your job in a text. In both cases, speak to the person concerned. Even if you are leaving a company, you don’t want to burn your bridges — you may need a reference in the future.

The bottom line is that texting is too casual to give bad news. It’s difficult to know what tone you’re giving off in a text message. It’s safer to stick to only good news when sending texts to people in your professional network.

Don’t change meeting times or venues in a text

The potential attendees may not check their phones in time. Senior workers may not look at their phones as often as their junior counterparts.
If you’re going to change a meeting time or venue at the last minute, give the person a call out of respect.

Patience is a virtue

Treat text messaging the same way you treat an actual conversation. As it would be rude for you to dominate the conversation when you are speaking, it is also inappropriate when texting. Give the recipient the opportunity to respond before sending a multitude of messages.

Know when to end the conversation

Texting is similar to verbal or written communication. Be perceptive when the other person is ready to stop texting, and do not try to continue or badger the recipient with texts like “Are you still there?” or “Why aren’t you responding?” Professional text messages have an opening, body and a conclusion.

Texting etiquette is an important soft skill that can make or break your professional stature. Other breaches we do include texting while we are driving, or engaged in a face to face conversation, texting while we are crossing busy road networks, among others.

It is my desire to see businessmen and women across the business divide take time for introspection and obey the professional style of texting etiquette.

-Justice Simango is a business etiquette and grooming consultant who writes in his own capacity. He is a member of Toastmasters International.

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