September 2020

Email & Text Etiquette

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This is the resident Gen Z here at Vado, and I’d like to bring up a topic that my generation struggles with in daily workplace interactions.
So, I have a Millennial sister and a Boomer mother. Millennial Melanie told me that mom was mad at her. To which I replied, “Why would mom be mad at you?” And she replied, “IDK, she texted me back ‘Okay’” (notice the lack of punctuation in the response). I had to chuckle because I knew there was no underlying anger, that my mother was just in a hurry and only had time for “Hey Siri, respond okay.” I also knew that I would’ve reacted the same way. When I brought this up to the Vado team, I mentioned the issue that younger employees have with analyzing and writing workplace emails and texts.
I started texting in 4
th grade, 9 years old! Most people in my generation have been texting far longer than they haven’t. Seeing as this was our main connection to friends, foes, and acquaintances alike, we had to interpret emotions through text on a screen. Just as you interpret body language and tone in face-to-face conversation, we naturally do the same thing, just through text. This led to the development of a sort of ‘texting language.’ It looks a lot like your language, but every punctuation and word choice has a deeper, interpretive meaning.
For example, short, non-emotive responses mean the writer is mad or upset. The way to convey you’re happy is with the use of exclamation points, the lack thereof can only mean unhappy. This isn’t just me; you can show any of my peers the following two sentences and they’ll understand the difference.
“Okay!! See you then!” vs “Okay”
This makes email in the workplace a rather anxiety-inducing task. Our up-bringing taught us one set of rules for virtual communication, then all of that goes out the professionalism window when entering the business world.
Help reduce the anxiety and confusion over virtual communication for your employees, especially the younger employees, with Vado’s Email and Text Etiquette bundle.
Jamie Mustful

Remote Workplace Harassment

Screen Shot 2020-09-08 at 5.40.49 PMIf you are working from home for the first time, you might just be learning how it differs from working in-person with coworkers. And because this is a new experience, you may not be sure what’s expected. One thing you can count on is that you still want to be treated with respect, and you need to treat your teammates with respect.
And as a manager, managing remote employees comes with a variety of challenges. First and foremost making sure that everyone is working and doing their jobs. But there’s another challenge to think about: Ensuring that the workplace is safe, respectful, free of sexual harassment, and other forms of discrimination. The work that’s happening in your employees’ homes and the interaction among employees are all part of the workplace you’re responsible for managing. The law and your company’s policies haven’t changed because people are working remotely.
It’s easy to believe that workplace harassment and discrimination are only a problem when employees are together in one location. It can be just as much, if not more of a problem, in a remote work environment. There are four reasons for this:
  1. 1. At home, we feel more relaxed and casual. Our behavior reflects how we feel. Sometimes this causes us not to be as professional as we should be.
  2. 2. Everyone is physically isolated. It’s harder for anyone to monitor the work environment. When your coworker acts badly, whether intentionally or not, it’s less likely anyone will be there to step in and address the problem.
  3. 3. Some coworkers, mistakenly, assume standard workplace conduct policies don’t apply when they are working at their kitchen table.
  4. 4. Finally, the stress and loneliness that, for some, comes with working on their own, may cause them to act out inappropriately.
The first thing you can do to avoid potential problems is to make sure the expectations are clear. You might do this one-on-one with employees, especially as problems arise. You could also cover it in a meeting, that conversation should include:
  • Review the applicable policies.
  • Talk about potential scenarios that you anticipate could cause problems.
  • Give team members a chance to ask questions.
  • Remind people they can come to you, HR, or another member of the management team with their concerns.
To stay on the right side of the harassment line when in a remote environment, there are a few simple principles to let all employees know:
  • First, everything learned about sexual harassment and illegal workplace discrimination applies in a work from home environment.
  • Treat all coworkers as a coworkers, regardless of the time of day, the day of the week, or whether you’re interacting with them in person, via the internet, or on the phone.
Of course, employees will see and hear things. They need to know to not make comments about it, even if they’re trying to be funny. Some people won’t have a concern about what is said but it’s likely someone will. Always avoid commenting about what you notice in the background. One of the most common rules in sexual harassment training is not to make comments about people’s appearance. We may not be used to seeing coworkers on our screens, which may lead us to look at them with a more critical eye.
When you see a problem, you need to take action. If you witness something and think it’s just bad judgment or lack of knowledge, as a manager, consider a quick coaching conversation. If the conversation during a meeting or in an online chat gets a little risky, you can redirect the conversation or more directly tell folks that the conversation is wading into dangerous waters.
Here are some tips to make your work from home environment a safe place to work:
  • Make sure your background doesn’t give up the information you would prefer to stay private. Try a virtual background.
  • Dress professionally. You may be at home, but you are still working. You may be dressed casually, but you shouldn’t look like you just came from the beach, the gym, or a night on the town.
  • Whether you’re communicating by email, text, or in an app like Teams or Slack, those interactions need to stay professional. When we think about our coworkers as friends, we might let our more natural and informal impulses play out online. The rule is simple. If you shouldn’t say it to the person or about the person, you shouldn’t send it online either.
We’re all learning how to navigate technology and what it means to be a manager and a teammate in the virtual world. We can set a good example with our behavior and act when we experience problems, either when directed at us or others.