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Tips for communicating with colleagues

A woman holding a smart phone and sitting in front of a laptop
Between email, instant messaging and collaborative workspaces, the way we communicate with colleagues has evolved over the last year. Some methods may be more effective than others, depending on the situation. As teams transition and adjust to new work modalities, here are some tips and things to consider for communicating with colleagues.

Emails

Emails are usually best for: 

  • Team updates
  • Questions that don’t need an immediate response
  • Situations when you need the recipient(s) to complete an action
  • Sharing information
  • Following up on conversations

Writing an effective email

Putting thought into the subject line and content can help others prioritize the emails in their inbox and helps ensure you get a response.

Step 1: Think about your expectations. Are you looking for a response, an action or just sharing information? 

Step 2: Write a clear and specific subject line. Avoid vague subject lines (i.e. “Question,” “Project update”) and share context for the purpose of your email. Examples:

  • “Team meeting notes from 6/17”
  • “Urgent: Feedback needed by end of day” or “For review: Feedback needed by Friday”
  • “Question about our new alternate schedules”
  • “Articles to read in your free time”
  • “Updates to our remote work policy”

Step 3: Next, write a direct, clear and concise message. Include your expectations, request or question at the beginning of your email for those who tend to skim-read. If your email is long or needs more context, a phone call or video chat might be better.

Step 4: Be sure to include a timeframe or deadline if needed. Make sure it’s easy to find by putting it on its own line or making it bold so the other person can make a note of the deadline on their calendar. 

Microsoft Teams

Microsoft Teams is best for:

  • Quick conversations
  • Pressing questions
  • Sharing short pieces of information that are needed in a timely manner

Consider how Teams might be best used for your department and alternate work schedules. The Office of Information Technology has resources to learn more about Teams and it’s features.

Creating guidelines for your team

It might be helpful to establish guidelines with your team to limit distractions and ensure consistency. For example, the chat feature can be great for asking questions but it can also be distracting and pull someone away from a meeting or work they are trying to complete. Guidelines could include setting up channels on different topics for staff to use, or encouraging staff to email if questions aren’t urgent.

Sharing your availability

As we transition to alternate work schedules, consider how you might let colleagues know when they can reach you. This could include:

  • Adding additional information to your email signature about your new schedule.
  • Using the status function in Microsoft Teams.
  • Creating an automatic email response that lets others know when to expect a response.

Whether you’re communicating with email or Teams, there may be cases where a live conversation may be more effective. If your email is long and complex or there’s been some back and forth with replies, consider setting up a phone call, video chat or short meeting.