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3 min read

In today’s remote society, many colleagues communicate via messaging, including email, video, and text, more often than they do in person. With much of the formality taken out of brief communications like texting and messaging apps, however, it can prove harder to maintain the right tone/tonality

Most of the time, those communications go off without a hitch, especially if you’re relatively familiar with the person you’re messaging. As you connect with new colleagues or message people higher up in your company’s hierarchy, however, you may feel less certain about the tone/tonality of your messages and how they will be read–or what the tone of the messages you’ve received from them is saying about how they feel about you, your work, or your project. Consider these best practices for mindful tonality that can help you improve your overall communication standards when communicating with colleagues, your boss, or your customers.

Use simple wording when possible.

When sending a message for work, keep it simple. You don’t have to use complicated language, especially if what you’re trying to say can be portrayed more simply. Aim to keep your messages short and sweet, especially when communicating through a messaging app–but provide all the necessary details so that your recipient does not have to ask for clarification. 

Try video messaging when possible.

A lot of things are conveyed through the actual tone/tonality of your voice and the expression on your face–and many of those things are lost when you attempt to communicate via a messaging app. When possible, try using a video messaging option to communicate, especially if you need to share more information. Being able to see your face and hear your voice will make your tone much clearer.

Read over the message before sending it.

Never send off a fast message that you blasted straight through without taking the time to look it over first. While most people will excuse a minor error in spelling or typing, repeated errors may feel and seem unprofessional–and they certainly won’t set the tone you’re trying to achieve. 

Be friendly.

Formality is often necessary for a business setting. However, when sending messages through a messaging app, keep your tone/tonality friendly and light. Excessive formality, especially when you’re speaking to employees that you manage or to a customer who has questions, can come off as cold or aloof–and that’s not a tone that will help enhance communication and collaboration in the workplace.

Use emojis appropriately.

The great thing about emojis is that they convey a great deal of emotion with a single character. An emoji can lighten up an overly formal communication or soften wording that might otherwise seem a little harsh–especially when there aren’t better words available. By using emojis, you can often better establish the tone you’re trying to create, which can make your recipient more open to your message.

Assume the best when reading messages.

It’s human nature to assume the worst of others while judging ourselves based on our intentions. You might have a colleague who communicates only in brief snippets of text and assume that he is aloof or disinterested in the conversation when in reality, he just has a hard time putting his thoughts into written words. You might have a boss who seems brusque and dissatisfied, but who is really just trying to maintain formality and avoid offense. Always assume the best of others when you read text-based messages, which do not have those vital expressions and tone to help you determine what someone is really trying to say.

When in doubt, ask for clarification.

It can be difficult to get all the information you need from a short message. Sometimes, that message may simply not convey what you really need to get the job done. Ask for clarification if needed. Your messages will also serve to cover you later if you need to show that you tried to get more information or that you were told to do things a certain way–and their ready availability within a messaging app will ensure that you have them at your fingertips, no matter where you are. 

Messaging apps can offer a great deal of convenience, but they do remove some of the personality and personal touches available during face-to-face communications. Pronto helps alleviate some of those challenges by making it easier than ever to send video messages. Contact us today to learn more about our platform and how it can help benefit your business.