Workplace communication
None of this is expert advice. It's what people worked out for themselves, usually the hard way — what actually helped, and what they'd tell someone standing where you are. Take what fits and leave the rest.
If you only read a few
Include the full reason for your contact in the first text or instant message instead of just saying 'hi' and waiting for a reply.
Having to pause work to check a message that only contains a greeting is described as more disruptive than other interruptions.
- This level of directness may not be well received by colleagues in Latin America.
4 people, independently
Learn to say 'no' directly to requests you do not want to fulfill.
It is empowering and helps identify who respects your decisions.
3 people, independently
- Use current opportunities to practice saying no, as learning to do so is part of growing up.1
After being assigned a task, repeat back your understanding of the requirements in simple terms.
This prevents spending weeks on tasks that only required quick checks.
one person who lived it
Provide a quick update on your current work status and how you will cover missed time when requesting a day off.
It gives your manager confidence that you are responsible and on top of your work.
one person who lived it
Submit time-off requests well in advance rather than at the last minute.
Bosses need time to plan.
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work, task, time, avoid37
Ignore messages that consist solely of a greeting until the sender provides context or a specific request.
Be upfront and honest as soon as possible when you realize you cannot fulfill a commitment.
It allows the other person to not get their hopes up and avoids bailing last minute.
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Write down instructions for coworkers to follow instead of doing the task yourself.
It helps both parties remember details better and develops self-sufficiency.
- This approach may not work if the coworker has dyslexia or other issues processing written text.
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Provide concrete details (what, where, when) when inviting someone to do something.
So they can decide whether to accept the invite.
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When asked about your schedule, reply with 'Why, what's up?' before confirming availability.
It allows you to judge the request after hearing the details and provides an exit if someone might guilt you into agreeing.
2 people, independently
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Welcome a coworker back from absence without asking why they were away.
They may have experienced a tragedy or bad news; asking could upset them. Welcoming them acknowledges their absence and shows they are missed.
one person who lived it
Share brief, non-private work-related complaints to invite others to vent and relate.
It does not require sharing real-life private information, and people enjoy the opportunity to vent or relate.
one person who lived it
Ask for advice rather than solutions to get better results and open more doors.
Asking for advice yields solutions, whereas asking for solutions yields advice.
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Frame invitations as statements of your own plans with an invitation to join.
This reduces pressure on the recipient to accept or decline.
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When hearing a risqué joke, smile, shake your head, and turn away.
This allows you to deny laughing if others are offended without offending the teller.
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Give a specific date for deadlines rather than saying 'as soon as possible' to help recipients focus on correctly.
Knowing the absolute deadline helps with prioritizing and avoids ambiguity about urgency (e.g., staying late vs. doing it tomorrow).
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Say 'I'm out of the office' instead of 'I have a day off' to avoid assumptions about leisure activities.
'I have a day off' implies relaxation, which can be insensitive if the absence is for serious reasons like a funeral.
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Clarify basic concepts even if it seems redundant, to avoid making others feel embarrassed or incompetent about their knowledge gaps.
People may hide their ignorance and feel terrible if they assume you know what they don't.
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Combine a polite greeting with your specific question in a single message.
It comes across as more professional.
3 people, independently
If a new person joins the team, provide training and tutelage from experienced workers rather than letting them struggle.
It is more efficient to receive training and knowledge from experienced workers.
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Follow established company processes even if your method seems faster or more efficient.
Deviating can screw up downstream people you don't know about; following process prevents disasters similar to those caused by mechanics doing it their way.
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Do not interrupt colleagues with small talk when they are visibly busy working; focus on your own tasks unless asked for information.
Assuming others want to talk because you feel motivated can disrupt their work.
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Occasionally shave your face clean to spark rumors that you are attending job interviews.
It creates speculation without you having to say anything.
- Based on one person's experience.
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Find out exactly when a task is expected to be done rather than assuming the deadline.
Assuming gets you killed; time management makes you look professional.
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Identify and build relationships with office 'nexus' people who manage schedules, have high desk traffic, or lunch with various colleagues.
These people know everyone, can introduce you, and possess lots of intel.
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After a verbal task or meeting, send an email summarizing what you understood to confirm accuracy.
Demanding written instructions can risk your job; summarizing ensures clarity without appearing demanding.
3 people, independently
Label your availability as 'flexible' instead of 'free' or 'open' to show you can adjust without promising unlimited time.
This signals a willingness to adjust schedules without committing to an unconditional window, preventing the impression that you are not busy.
3 people, independently
Notify colleagues if your absence affects their tasks, but do not disclose the specific reason for your leave.
It is a professional courtesy that helps them complete their work.
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Avoid giving smug or defensive responses when declining to share details about your appointments.
Such responses can lead to office gossip.
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Keep a lab book or field notebook to record professional interactions and decisions.
It saves money and trouble down the road.
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Clearly state your ultimate goal when asking for help.
It prevents helpers from getting sidetracked by issues that aren't impediments to the original goal.
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Do not inquire about a colleague's reasons for being absent unless you are their manager.
Asking can come across as overstepping boundaries, acting like a manager who needs to know everything.
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Present a solution or alternative when saying no to a request.
It mitigates feelings of guilt and shows you care, even though it is not your responsibility.
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Summarize the most important agreements at the end of meetings.
Busy, tired, or stressed participants appreciate someone highlighting the key points.
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If you want to stop receiving work communications outside desired hours, stop responding to them so your employer learns not to contact you.
Responding inadvertently teaches employers that contacting you during those times is acceptable.
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Ask for templates or established procedures when given a task with unclear direction, rather than assuming it is a test of your ability to work without instruction.
Asking ensures you get it right the first time; bosses often apologize and provide resources immediately. Lack of direction is often due to a lack of empathy from the manager.
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Explain the consequences of missing a target when requesting urgent help to motivate timely responses.
Understanding the consequences of not meeting the target may motivate them to go the extra mile.
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Cultivate strong relationships with assistants and administrative staff.
They are influential and the fastest channels for gossip.
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Accurately identify employee skill levels to prevent mistakes and avoid sounding patronizing.
Misidentifying skill levels leads to mistakes or a patronizing tone.
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Keep refusals to work requests firm and short to avoid prolonging the interaction.
Longer explanations delay the manager from completing their tasks and returning to normal operations.
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Ignore messages that consist solely of a greeting until the sender provides context or a specific request.
- Some people do not respond unless they know or like the person.
5 people, independently
When assigned extra work, calmly state your current pressing deadlines and upcoming scheduled absences to set realistic expectations about availability.
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Report supervisors who attempt to convince you to come to work while intoxicated, especially if driving is required.
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If you manage a team budget and notice resistance to mandatory social events, set aside the funds for snacks and food instead.
People generally dislike being forced to socialize after work hours.
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Leave jobs that deny time off for religious holidays or major life events.
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Avoid asking about holiday plans if you suspect coworkers may not celebrate due to religious or personal reasons.
Asking can make incorrect assumptions about their beliefs.
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Maintain boundaries and self-respect while remaining mindful of workplace politics.
Workplace politics continue to exist even if ignored.
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