In today’s workplace, the nuances of communication style can significantly influence how individuals are perceived by their peers and superiors. Careers coach Hannah Salton and etiquette coach William Hanson highlight that the use of certain tones and symbols in emails can shape professional identities, sometimes in unintended ways. Their warning arrives at a time when the impacts of communication mediums on workplace relationships and professional growth are at the forefront of civic awareness.
Salton and Hanson were quick to clarify that this isn’t about removing all warmth or personality from your communication. They push for a happy medium between professionalism and personal expression. Giving people the freedom to showcase their personality at work is a positive change. Salton encourages writers to stay true to themselves in their writing. Don’t be afraid to edit hard and remove every third word and devoid your voice. In their report, they warn against dangerous practices that erode credibility.
Perhaps the most glaring case, though, is in the area of punctuation, specifically exclamation marks, which most humans use to express glee! But according to new research published in the Journal of Experimental Social Psychology, the opposite may be true. As it turns out, women use exclamation points three times more than men—end of discussion! Salton attributes this trend to societal expectations, stating, “Women are socialized to be more polite and friendly in their communication.” She cautions, though, that one exclamation point may not be bad, but the “cumulative effect can be” damaging.
Hanson agrees, adding that if the tone is too casual, it can actually have a negative effect. He cautions, “There are definitely times where communicating in an overly apologetic or overly measured way can make you come across as less impactful.” In fact, such styles can convey an overall impression of a person unconfident and thereby hurt one’s impression and career advancement prospects.
Emojis are the second big contentious issue. Hanson points out that “one emoji can mean different things to different people or something entirely unintended.” He counsels against that, emphasizing above all else that clarity is key. “I would not put a kiss on the end of an email unless I would kiss them on the cheek in real life,” Hanson adds, emphasizing the need to maintain professionalism in digital correspondence.
An example that Salton discusses is the phenomenon of “reassurance checkers.” Each of these phrases is designed to avoid committing and to outfit oneself with approval and justification before entering conversations. She cautions that these types of things can quickly turn self-deprecating and imply that you’re not sure about yourself. “If it looks fake or like it’s covering up insecurity, it could impact credibility,” she explains. In the long run, these types of patterns can insidiously reinforce perceptions of an individual as a professional among their coworkers.
Further, both experts encourage using AI tools to help improve your communication. Salton, who thinks of these tools as supporting high-level review of drafts. They’re a great help in cutting filler and qualifying words that weaken your message. “As a manager, it’s a difficult balance of being liked and respected, and if you’re not direct, there’s a risk of creating an impression of being less capable,” Salton notes.
At heart, Salton and Hanson encourage all of us to prioritize clarity and confidence in our professional communication. At once they promote individualistic self expression. With consideration for tone and style, these unique communications environments will be easier for staff to traverse.