How to Make Sure Your Workplace Communication is Professional at All Times and Why it Matters

how to unsend an email
how to unsend an email

Statistics show that 86% of employees and executives state that the lack of communication is one of the key reasons for workplace failure. Although communication is important, the way in which you respond to clients and colleagues matters just as much. 

If your employees are disrespectful, you could experience a loss of clientele and an increase in workplace conflict. In this post, we explain the importance of professional communication and how to implement it at all times!

Why Professional Workplace Communication Matters 

Prevents Misunderstandings 

Employees can easily misunderstand messages, especially when they’re sent through emails. Through messaging platforms, there is an absence of tone of voice, facial expressions, and gestures. Oftentimes people may mistake these messages for being rude or insensitive. 

That’s why employees must have a professional tone when sending messages via email. It must be formally written with no colloquial phrases. Employees must always address the recipient by name and inform the receiver that the line of communication is open if they have further questions. 

If employees accidentally include the incorrect recipient or there was an error in the message, teach them how to unsend an email. They can then edit the email accordingly and ensure it meets company guidelines.  

Reduces Conflict Among Employees

There’s nothing wrong with sending a friendly message to a work colleague. But familiarity breeds contempt, meaning people can easily lose respect for one another when they become too comfortable. 

Professional communication through telephone, email, and chat platforms encourages staff to respect each other’s boundaries. You’ll most likely have employees with different backgrounds, cultures, and values. So it’s crucial that everyone use standard professional language when communicating with each other.   

Everyone Gets the Same Respect   

With professional communication, you’re not favoring one group over another. Everyone will receive the same respect whether they’re a janitor, executive, or receptionist. All employees are important to the company’s growth, so everyone should be treated equally. 

Employees may change the way they speak to fellow staff members if they’re friends with one another. However, there should always be a level of respect, so there are no misunderstandings or conflicts in the workplace. 

How to Ensure Workplace Communication Remains Professional 

Provide Communications Training 

Not all members of your team will have experience with communicating professionally with colleagues or clients. So, provide a training program on how to: 

  • Type a professional email
  • Answer the telephone 
  • Communicate with an upset client 
  • Negotiate without being rude 
  • Communicate and collaborate with a large team on an important project 
  • Speak to an upset staff member 

Inexperienced employees who come across as being rude can taint your company’s reputation. But when you provide communications training, you set the standard on how you expect your employees to treat clients and colleagues. With communications training, your can: 

  • Promote trust 
  • Encourage team member engagement 
  • Improve teamwork 
  • Resolve conflicts quicker 
  • Promote loyalty between team members 

Inform Staff of Words That Are Derogatory 

Professional communication eliminates any derogatory terms from your employees’ vocabulary. Racial slurs, cuss words, and sexist remarks should never be used in a professional environment. However, there are some words and phrases that staff may not know are derogatory. 

In cases such as these, you should inform your staff of words that may be offensive to others and ensure they don’t use them in any setting. Additionally, you must inform staff that even when they’re experiencing conflict in the office that they must keep their tone and language professional.     

The Difference Between an Informal and Professional Tone

When employees start to build rapport with clients and fellow staff members, they may forget about how to properly communicate professionally. They’ll start getting more comfortable with sending informal emails, and they may even answer the phone as if they’re speaking to a friend.

Messages such as these may be misconstrued and cause problems in the workplace. However, you can still be friendly toward clients and colleagues while using a professional tone. 

For example, you should always greet your client and ask them how they’re doing and how you can assist them. Whether you’re communicating in a meeting, over the phone, or via email, employees must address clients by their names.

Knowing the difference between an informal and professional tone can help employees communicate effectively without affecting their relationships with clients and team members.  

Provide Regulations on How to Respond to Employees and Clients 

Employees must understand that even though they’ve built trust with a client, they are not their friends. When problems arise, clients want a professional that can provide solutions. If employees are nonchalant about how they speak to clients, they won’t be taken seriously. 

The best way to ensure employees always communicate professionally with colleagues and clients is to make it a regulation. Each employee must get a list of standard procedures when talking to clients and their teammates. This will ensure that employees are aware of the standards you’ve set, which may minimize any communication violations. 

Final Thoughts 

When your business has consistent professional communication, it improves your company’s reputation. More people will want to work with you because they’ll know they can trust your employees to respect them and their values. Use this article to guide you in maintaining professional communication with staff and employees across the board!