(Credit: René Ramos)
Workplace chat apps like Slack and Microsoft Teams do wonders for remote teams. They make communicating simple and efficient. But there are a few things you might say over the course of a workday that can come across poorly in this particular mode of communication. I'm not talking about generational etiquette, like whether you should use emoji and reacji, but rather very simple stuff that doesn't translate well to a chat app environment.
So, whatever you do, make sure you never say these three things in Slack or Microsoft Teams.
1. Hey, Can We Chat?
It's one of those messages that seem harmless when you write it, but can fall like a bombshell on the recipient. Even worse is if someone sends you that message and then you see three dots indicating they're writing more...and then they stop and don't say anything else.
"Hey, can we chat?" doesn't give enough information. When someone gets a vague message like that, they might assume the worst. Imagine the dread as you await the conversation that is to come. What could it be about? And when will it happen?
Instead, fill in the details. What do you want to chat about? When? Why? Take a few extra seconds to say more. Here's an example of a better message to send:
"Hey. Can we chat sometime today about the status of the project you're working on? I need to make sure I'm clear on when the next pieces will be delivered and what might hold them up."
By telling the other person roughly when the chat will be, what you will discuss, and why, you can make sure they won't be left worrying, wondering, or feeling insecure about their future.
2. Are You There?
Slack is both a synchronous and asynchronous form of communication. That means we use it to converse both in real time, like when a colleague responds immediately, and not in real time, like when you send someone a message while they're out to lunch or in a meeting, and they answer an hour later.
If you drop the question, "Are you there?" while someone is not in front of Slack, and they return to that message, it can sound very demanding, as in, "Why aren't you here right now?" No one does their best work when they feel micromanaged.
If you want to be a respectful colleague, assume the other person isn't there and write a message that clearly states what you need from them. If they are available right now, they'll be in a position to answer your question quickly without any extra back and forth. If they're away, they have all the information they need to answer your question when they get back.
In the event you truly need someone's immediate attention, call them—but it better be urgent!
3. Gossip and Unproductive Complaints
Slack, Microsoft Teams, and other workplace chat apps are written forms of communication—easily storable, searchable, and good for record keeping. You know how it's a bad idea to use email to gossip, air your grievances, complain about people, or spill the tea? You shouldn't do it in Slack either for two reasons.
First, there's always a chance you make a mistake and send sensitive information to the wrong person. Some years ago, I was on the receiving end of a message that wasn't meant for my eyes but sure did mention me! I never trusted the coworker who sent it again.
Second, even if you send a note to someone as a private direct message, you can't trust that it's really private. Any administrator to your Slack account can export messages from public channels, private channels, and direct messages. The level of access an admin has depends on the account type and how it's set up. I checked my organization's Slack settings and learned that any Workspace Owner can indeed access private messages and that the company retains all messages for three years, except files, which are retained indefinitely. So don't put private information anywhere on your team messaging app.
Listen, everyone needs to vent about work to their coworkers once in a while or share something they heard that's not verified. Just don't do it on Slack or email or any place where you're creating a record that can be stored and examined later. It's better to call someone or meet up socially.
That said, if a conversation ever leads to something that should be written down, such as a potential legal or HR complaint, make detailed notes as soon as you can about what happened, who told you, and when. Often, contemporaneous notes are just as good a record as someone's DM history.
For more Slack advice, see our tips for better remote work communication and what settings you need to keep Slack tidy.