Workplace Communication What To Say And What Not To Say
It's fascinating to consider the distinct communication styles we adopt in different spheres of our lives. The language we use at work often contrasts sharply with our everyday conversations. This difference stems from the professional environment's unique demands, where clear, concise, and respectful communication is paramount. In our personal lives, we might be more informal, using slang, humor, and emotional expressions more freely. However, the workplace requires a level of formality and a focus on objective language to ensure effective collaboration and avoid misunderstandings. Understanding these nuances is crucial for navigating the complexities of professional interactions and maintaining healthy relationships both at work and outside of it.
The Professional Persona vs. The Personal Self
At work, we often cultivate a professional persona, a version of ourselves that aligns with the company's culture and values. This persona dictates the kind of language we use, the topics we discuss, and even the way we express our emotions. For instance, while you might freely vent about frustrations with a friend, at work, you'd likely phrase your concerns more constructively, focusing on solutions and using diplomatic language. This difference in communication style isn't about being inauthentic; rather, it's about adapting to the context and ensuring your message is received positively and professionally. The workplace demands a certain level of emotional intelligence, requiring us to manage our emotions and communicate in a way that fosters collaboration and avoids conflict. This often means carefully choosing our words, considering the potential impact on our colleagues and the overall work environment. This careful consideration is a key aspect of professionalism and contributes to a more productive and harmonious workplace.
Navigating the Nuances of Workplace Communication
One of the primary reasons for the difference in language between work and personal life is the need for clarity and precision. In a professional setting, ambiguity can lead to errors, delays, and misunderstandings. Therefore, workplace communication often emphasizes directness and specificity. For example, instead of saying, "I'm a little concerned about the deadline," you might say, "I anticipate needing an extension on the deadline due to unforeseen challenges. Can we discuss potential solutions?" This level of detail and clarity is essential for ensuring everyone is on the same page and that tasks are completed efficiently. Additionally, professional communication often involves the use of jargon and industry-specific terminology, which might be unfamiliar to those outside the field. This specialized language allows for efficient communication among colleagues but can create a barrier to understanding in personal conversations. Adapting your language to your audience is a critical skill in both professional and personal settings, but the emphasis on precision and clarity is particularly important in the workplace.
Phrases You Can Utter at Work That Are Unlikely in Daily Life
Let's delve into specific phrases and expressions that are commonly used in the workplace but would sound quite out of place in everyday conversations. These phrases often reflect the formal, goal-oriented nature of professional interactions.
1. "Let's Circle Back on This"
This phrase is a quintessential example of corporate jargon. While perfectly acceptable in a meeting, it would sound rather odd if you said it to a friend while making plans. "Let's circle back on this" is a polite way of saying, "We'll revisit this topic later," but it carries a certain formality that is typical of workplace communication. In a casual setting, you might simply say, "Let's talk about this later" or "We can figure this out another time." The use of jargon like this highlights the distinct communication norms of the professional world, where efficiency and politeness are often prioritized over directness. Understanding and using these phrases appropriately can help you navigate workplace interactions more effectively and project a professional image.
2. "Please Find Attached"
This phrase is a staple in professional emails. It's a clear and concise way to inform the recipient that there is an attachment included. However, imagine saying this to a friend when sending them a photo or a document – it would sound overly formal and stilted. In personal communication, you might say something like, "I've attached the photo" or "Here's the document I mentioned." The formality of "Please find attached" reflects the structured and transactional nature of workplace communication, where clarity and precision are paramount. While it might seem like a minor detail, the use of such phrases contributes to the overall professional tone of written communication in the workplace.
3. "As Per Our Last Conversation"
This phrase is commonly used to reference a previous discussion and ensure everyone is on the same page. It's a professional way of reminding someone of a prior agreement or decision. However, in everyday conversation, this phrase would sound unnecessarily formal. You might instead say, "Like we discussed" or "As we talked about before." The use of "as per our last conversation" emphasizes the importance of documentation and accountability in the workplace, where it's crucial to have a clear record of agreements and decisions. This phrase is particularly useful in situations where there might be multiple stakeholders involved or where it's important to avoid misunderstandings.
4. "Going Forward"
This phrase is a common way to indicate future plans or actions. It's often used in meetings or emails to outline the next steps in a project or initiative. While it's perfectly acceptable in a professional context, it would sound somewhat unnatural in everyday conversation. You might instead say, "In the future" or "From now on." The use of "going forward" reflects the forward-thinking, goal-oriented nature of workplace communication. It's a concise way to signal a shift in direction or a commitment to future action. This phrase is particularly useful in strategic planning discussions and project management updates.
5. "Touch Base"
This phrase is a polite way of suggesting a brief meeting or conversation. It's a common way to schedule a follow-up discussion or check in on progress. However, saying "Let's touch base" to a friend would likely elicit a confused look. In personal communication, you might say, "Let's catch up" or "Let's talk soon." The use of "touch base" reflects the busy, fast-paced nature of the workplace, where brief, focused interactions are often the norm. It's a concise way to suggest a meeting without committing to a lengthy discussion. This phrase is particularly useful for project updates, quick check-ins, and informal problem-solving.
Can't-Say Scenarios: Language That's Off-Limits at Work
Beyond the phrases we use more in professional settings, there are also words and expressions that are generally off-limits in the workplace. These restrictions are in place to ensure a respectful, inclusive, and professional environment.
1. Slang and Informal Language
While some workplaces might have a more relaxed atmosphere, excessive use of slang and informal language is generally discouraged. Slang can be ambiguous and may not be understood by everyone, particularly in a diverse workplace. Additionally, overly casual language can undermine your credibility and professionalism. While it's important to be authentic, it's equally important to adapt your language to the context and maintain a level of formality that is appropriate for the workplace. This doesn't mean you need to be stiff or robotic, but it does mean being mindful of your word choices and avoiding language that could be perceived as unprofessional.
2. Gossip and Negative Talk
Engaging in gossip or negative talk about colleagues is a surefire way to damage your reputation and create a toxic work environment. While it might be tempting to vent about frustrations, it's crucial to handle conflicts and concerns professionally. This means addressing issues directly with the individuals involved or seeking the guidance of a supervisor or HR representative. Spreading rumors or engaging in negativity can erode trust, damage team morale, and ultimately harm productivity. Maintaining a positive and respectful attitude is essential for building strong working relationships and fostering a healthy workplace culture.
3. Offensive or Discriminatory Language
This should go without saying, but offensive or discriminatory language has no place in the workplace. This includes derogatory terms, slurs, and jokes that target individuals or groups based on their race, ethnicity, gender, religion, sexual orientation, or any other protected characteristic. Such language is not only harmful and offensive but also illegal in many jurisdictions. Creating a diverse and inclusive workplace requires a commitment to respectful communication and a zero-tolerance policy for discrimination. If you witness or experience offensive language in the workplace, it's important to report it to the appropriate authorities.
4. Overly Emotional or Aggressive Language
While it's natural to experience a range of emotions at work, it's important to express them constructively. Overly emotional or aggressive language can damage relationships and create a hostile environment. This doesn't mean you should suppress your emotions entirely, but rather that you should find healthy ways to express them. For example, instead of lashing out in anger, try taking a break to calm down and then addressing the issue calmly and rationally. Learning to manage your emotions and communicate assertively is a crucial skill for professional success.
5. Inappropriate Personal Information
Sharing excessive personal information at work can blur professional boundaries and make colleagues uncomfortable. While it's important to build rapport with your coworkers, it's equally important to maintain a level of professionalism. This means avoiding overly personal topics, such as relationship problems, health issues, or financial difficulties. Sharing too much personal information can make you appear unprofessional and may also make your colleagues feel obligated to reciprocate, creating an awkward dynamic. It's important to find a balance between being friendly and maintaining appropriate boundaries.
Striking the Right Chord: Adapting Your Communication Style
The key to effective communication is adapting your style to the context and the audience. In the workplace, this means being mindful of the language you use and ensuring it aligns with professional norms and expectations. While it's important to be authentic, it's equally important to be professional and respectful. By understanding the nuances of workplace communication, you can navigate interactions more effectively, build stronger relationships, and achieve your professional goals.
The Importance of Context
Consider the context of the communication. A casual conversation with a colleague in the breakroom will likely have a different tone than a formal presentation to senior management. In casual settings, you might be more relaxed and informal, but in more formal situations, it's important to be more polished and professional. Understanding the context will help you choose the appropriate language, tone, and level of formality. This includes considering the company culture, the industry you work in, and the specific situation you're in.
Knowing Your Audience
Tailor your communication to your audience. What resonates with one person may not resonate with another. Consider your audience's background, experience, and communication style. If you're communicating with someone from a different culture, be mindful of cultural differences in communication norms. If you're communicating with someone who is new to the company, avoid using jargon or acronyms they might not understand. By understanding your audience, you can craft your message in a way that is clear, concise, and effective.
Practicing Active Listening
Communication is a two-way street. Active listening is just as important as effective speaking. Pay attention to what others are saying, ask clarifying questions, and show that you are engaged in the conversation. Active listening helps you understand others' perspectives and build stronger relationships. It also helps you avoid misunderstandings and ensure that your message is being received as intended. This includes paying attention to both verbal and nonverbal cues, such as body language and tone of voice.
Seeking Feedback
Don't be afraid to ask for feedback on your communication skills. Constructive criticism can help you identify areas for improvement and become a more effective communicator. Ask trusted colleagues or mentors for their honest opinions on your communication style. You can also seek feedback from your supervisor or HR representative. Be open to feedback and use it to develop your communication skills. This includes being willing to try new approaches and adapt your style as needed.
Conclusion
In conclusion, the language we use at work is often distinct from the language we use in our personal lives. This difference stems from the unique demands of the professional environment, where clear, concise, and respectful communication is paramount. By understanding the phrases and expressions that are appropriate in the workplace, as well as those that are off-limits, you can navigate professional interactions more effectively and build stronger relationships. Adapting your communication style to the context and the audience is crucial for professional success. Remember, effective communication is not just about what you say, but also about how you say it. By being mindful of your language and communication style, you can create a positive and productive work environment for yourself and your colleagues.
