How to Deal with Coworkers Through Email, Skype, and Phone

Do you know how to deal with coworkers effectively through virtual communication? Use these tips to make your dialogues clear every time.

Ever get the feeling that your communication with remote coworkers gets “lost in translation”? It’s fairly easy to misread a quick email as snippy, or mistakenly talk over people during a conference call. Tone and etiquette are important skills to control, and require you to learn how to deal with coworkers in a new way. Face-to-face social conventions don’t exactly translate into virtual ones, such as email, Skype, and phone calls.

Unlike an in-person job, you can’t avoid a co-worker you don’t communicate well with by hanging out on the other side of the office. Learn how to deal with co-workers with more effective online communication so you don’t stress over confusing messages.

How to deal with co-workers: tips for keeping your tone and etiquette clear

You might not know it, but your email, Skype, or phone exchanges could be misunderstood as snarky and rude. Confusing subtext is difficult to overcome via written, virtual, and oral (but not face-to-face) communication. So, how do you stop from sounding like the workplace jerk?

Emailing

Fully express your intentions. Don’t leave any room for misinterpretation when you ask a question, answer a question, or go into explanation.
Stay away from sarcasm. It’s usually easy to catch in-person, but sarcasm can lead to confusion in writing. Write straightforward, and don’t make jokes unless you’re sure the reader will understand the context and meaning clearly.
Stick to a formula. Regardless of the relationship you have with a colleague, try to maintain a professional format in your messages. Consistency helps to clarify all intentions.
When all else fails, use a smiley face. If your boss has ever sent you a smiley emoticon, you’re in the clear for its appropriateness. If you write in short email replies that could be misconstrued as snippy, throw a smiley in to clear it up.

Is it hard communicate effectively with your remote teammates? It’s certainly different than working in a traditional office space. It takes a new set of skills that allow you to build trust, demonstrate your team value and create your own career path even though your boss and/or colleagues work elsewhere. By developing your superpowers as a virtual team professional (VTP), you can set yourself apart and gain an advantage in your workplace. Learn more about our courses for professional development as a remote worker.

Skype

Dress professionally. Your team members will see you as if in-person, so dress the part. Answering a call in pajamas or too casual wear could make things awkward for work-related relationships.
Stay focused on the conversation. It’s possible to multi-task while talking on the phone or writing an email, but not on Skype. Communicating on a video chat while clacking at the keyboard or doing another task is rude and distracting.
End the conversation smoothly. Watching another person say goodbye and then lean forward to click out of the conversation is awkward. Simply close your laptop, and then re-open it after ten seconds.

Phone calls

Talk with a smile. The tone of your voice affects how people understand the words you say. Talking with a smile gives your voice a more positive tone and keeps the conversation light.
Resist the urge to interrupt. Conversations over the phone don’t have as much leeway for interrupting while other people are speaking. It’s even more abrupt and off-putting than when done in-person. Wait until the other person is finished and then speak.
Take notes to remember points. Answering questions directly and staying on track are two major challenges with video conferences and one-on-one phone calls. Take notes to remember talking points and references throughout.

How to deal with coworkers: responding to confusing messages or comments

You can try as hard as you can to make sure you’re understood, but you still have to know how to deal with coworkers that have terrible communication skills. Are they being rude on purpose? How can you stop people from interrupting each other on conference calls?

Here are five things to remember when communicating with coworkers over phone, Skype, or email:

1. Don’t be afraid to ask for clarification

If you feel at any time that your conversation may be misinterpreted, the best thing to do is recap and ask for clarification. Not sure if that short response on the phone was meant to be rude? Don’t make assumptions—follow-up and ask a question for further understanding on the person’s stance.

2. Add structure to situations that frequently cause confusion or frustration

If your video conference calls are chaotic and disorganized, chances are a few people (maybe even you) will be offended, confused, or frustrated. Give your meeting structure and outline an agenda to stick by. Create a list of rules to follow during the calls, such as waiting your turn to speak and staying on topic while answering or asking questions.

3. Give coworkers the benefit of the doubt

It’s usually the case that your perceptions of the situation are not the reality. In other words, it’s possible that the distracted phone call you had with a coworker wasn’t due to them ignoring you on purpose, but because their five-year-old was pulling on their leg the whole time. Or they were traveling in a car. Or the many other situations that cause momentary confusion in conversation, whether by video, text, or phone. Give them the benefit of the doubt and follow-up for clarification.

4. Allow new members to adapt to best practices

People who are new to virtual communication will need some time to adapt. You will also need to time to adapt to them—how they respond, what type of tone is normal for them, and so on. Give them as much structure as you can to guide them in the right. You can share this blog post with them, too! And, remember to be patient as they adjust as well.

5. Don’t take anything personally

Finally, there’s no use in allowing yourself to get stressed, offended, scared, or worried over virtual dialogue. Especially when you’re not certain of the other person’s intent, or whether you’re understanding the situation correctly. Aim for clarification and don’t get upset over things that may just be in your head. If something is bothering you, go directly to your manager to discuss the conversation in more detail.

Do you have any tips on how to deal with coworkers virtually? Share your experiences with us!