What are some best practices for using digital tools and platforms to communicate with your team and clients?

1 Choose the right tool

Not all digital tools and platforms are created equal. Depending on your purpose, audience, and context, you need to select the most appropriate tool for your communication. For example, if you want to share a quick update or a simple question, you might use email, chat, or text. If you need to discuss a complex issue, brainstorm ideas, or negotiate a deal, you might prefer a video call, a webinar, or a virtual meeting. Consider the pros and cons of each tool, such as speed, clarity, engagement, feedback, and cost.

2 Adapt your style

Different digital tools and platforms require different communication styles. You need to adapt your tone, language, and format to suit the medium and the situation. For example, if you use email, you should be clear, concise, and polite. Use proper grammar, spelling, and punctuation. Include a subject line, a greeting, and a signature. Avoid slang, jargon, and emoticons. If you use video, you should be confident, expressive, and attentive. Use body language, eye contact, and gestures. Dress professionally, choose a suitable background, and mute yourself when not speaking.

3 Respect the etiquette

Every digital tool and platform has its own etiquette or norms of behavior. You need to respect the etiquette to avoid misunderstandings, conflicts, and damage to your reputation. For example, if you use chat or text, you should respond promptly, use short and simple messages, and acknowledge receipt. Avoid spamming, interrupting, or typing in all caps. If you use video, you should check your audio and video quality, join on time, and introduce yourself. Avoid multitasking, eating, or leaving abruptly.

4 Be inclusive

Digital tools and platforms can enable communication across borders, cultures, and backgrounds. You need to be inclusive and respectful of the diversity of your team and clients. For example, if you use email, you should use a neutral or formal salutation, avoid idioms or humor that might be lost in translation, and use a clear and simple font. If you use video, you should use a common language, speak slowly and clearly, and avoid interrupting or talking over others.

5 Be secure

Digital tools and platforms can also expose your communication to risks, such as hacking, phishing, or data breaches. You need to be secure and protect your privacy and confidentiality. For example, if you use email, you should use a strong password, encrypt sensitive attachments, and verify the sender's identity. Avoid opening suspicious links or attachments, or sharing personal or financial information. If you use video, you should use a secure platform, lock your meeting room, and avoid sharing your screen or camera without permission.

6 Be human

Finally, digital tools and platforms can never replace the human element of communication. You need to be human and show empathy, compassion, and emotion. For example, if you use email, you should express appreciation, gratitude, or sympathy when appropriate. Use emoticons or emojis sparingly and only when they match the tone of your message. If you use video, you should smile, nod, or laugh when appropriate. Use humor or icebreakers to break the tension or create rapport.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?