The expansion of social media platforms and remote working during the covid-19 pandemic have transformed how we communicate. By now, texting has become people’s most preferred mode of communication. People who once used phone calls, letters, and emails for conversations have now switched to texting through mobile SMS, social media, and popular instant communication apps. With this transformation, the traditional texting etiquettes have become obsolete or difficult to follow. This is also true for organizations that rely on text messaging apps for business communications and record text messages for text messaging compliance.
People nowadays consider or never consider important questions related to texting etiquette. For example, if you use all caps in your message, do you need to respond with all caps? Is it appropriate to keep a text message unanswered? Do you know the texting boundaries in your workplace before sending a message to your colleague or manager? The list goes on. The generation gap has also introduced significant barriers to following the traditional texting rules. According to the experts, people need to know the new texting etiquette to survive this turmoil.
At least provide a prompt acknowledgment of the text
To begin with, people send a text message to someone with a purpose. The sender may not be expecting a reply right away. However, keeping a text without sending a response for an extended period is not a good habit. In fact, in the past year, people have seen a lot of responses with “sorry for the delay,” according to the experts. Most of the time, the sender could be worrying over the unanswered texts. To avoid such emotional breakdowns, at least “A short note letting them know you saw their message and will respond when you have time can alleviate some text-related suffering,” is recommended.
Even from a business messaging perspective, the delayed response is not acceptable. Although responses are not a must, an acknowledgment is mandatory. Sending at least an emoji lets the sender knows that the message is acknowledged. However, if your sender is not using the same mobile platform, sending message effects like in Apple iMessage can result in unintended glyphs/mems/icons. So, avoid them as much as possible, even in group chats.
Group text etiquettes
People nowadays often become part of text messaging groups. However, these group chats can become annoying if members are not known. Also, the group members often get bombarded with hundreds of text messages every day, yet the threads continue. Experts say texting etiquette in group chats is to “treat group texts like a dinner party.” It means taking time to introduce everyone to others. If there needs to be a specific conversation with someone, “start a new text conversation instead of making everyone read your back-and-forth,” the experts say. In addition, if the members are planning an event with an extravaganza, give some space for opponents to suggest alternatives or “gracefully back out.”
Avoiding confusing shorthand, but don’t sweat over capital letters and punctuation.
Another mistake we make in this digital text messaging era is shortening the text message to the point where the receiving party struggles to understand its real meaning. Not everyone responds in the same manner nor has time to decipher the meaning of shorthand like “lol,” “k,” etc. Experts say that Texting isn’t Morse code — the goal is not to use as few words as possible. Therefore, avoid using confusing shorthand, especially in business messaging where the text messages need to be short but professional.
On the other hand, the text messages do not need to contain every punctuation mark or the right capitalization because these mistakes do not mean that you do not respect the receiver. Rather, it should convey your intended meaning.
Allow serious conversations through text messages with the right etiquette
We have come to an era where even bad news like someone’s death is acceptably delivered through a text message. However, the experts say it is important to realize the meaning behind such serious conversations and “not letting your emotions read into the words on the screen.” If it is difficult to get the messages’ real meaning, just ask for clarification.
Respect the texting boundaries in the workplace
The use of text messaging for business communications has significantly grown in the past. Employees need to know the texting boundaries before engaging in the text message conversation with employees or their supervisors. For example, do you know if the recipient prefers texting over a phone call? Have you discussed the right time to respond to the text? Etc. Once you have identified these boundaries, stick to them as much as possible.
This texting etiquette can be easy to deal with. However, the most important etiquette is providing the fullest attention by avoiding mobile conversations for overly somber, solemn or business-significant occasions.
Workplace demeanor and behavior add additional constraints, like:
- Don’t send too many attachments;
- Do re-read your texts before sending;
- Don’t text too early or late;
- And don’t forget to double-check the recipient
Texting etiquette and archiving text messages
Also, in a business context, texting etiquette is important for organizations that record texts for text messaging compliance. Because the right meaning of the text enables compliance officers to get the real meaning of the conversations they are looking for. Any organization that allows employees to use personal phones for work-related communications needs to record text messages. While encouraging employees to use new texting etiquette, they need to understand how to archive text messages to comply with text messaging regulations.
Suppose the organization allows employees to use both iOS and Android devices. In that case, using a mobile archiving solution enables them to avoid complications that arise from these different platforms and operating systems and easily capture and archive text messages. That is why organizations can benefit from using The TeleMessage Mobile Archiver to monitor text messages and capture and archive them. The TeleMessage Mobile Archiver can securely store the captured text message archive and address compliance and eDiscovery requirements. TeleMessage mobile archiver also includes archiving solutions for instant messaging apps such as WeChat, WhatsApp, Signal, and Telegram, which works as their standard messaging application.
About TeleMessage
TeleMessage offers employees the freedom to use modern messaging applications on mobile and desktop. Our mobile archiving products securely record content from mobile carriers and mobile devices, letting companies meet recordkeeping regulations and compliance requirements.
With multiple archiving solutions, you can always find the right tools or blend for your requirements:
- Network Archiver
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TeleMessage offers cross-carrier and international mobile text & calls capture and archiving for corporate and BYOD phones. Visit our website at www.telemessage.com to learn more about our mobile archiving products.
