Digital Etiquette For Dummies. Eric Butow
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out time to work and other times for other responsibilities — including relaxing and enjoying other activities.
Not participating in (or just not holding) meetings that can be better communicated as email or Slack messages.
Knowing when you “get into a groove” and want to continue working to get something done without interruptions.
Learning what employees like and don’t like to do with work. For example, if someone doesn’t want to get together with other employees because they’re an introvert and being social means being stressed, don’t force the employee to join the others.
In sum, mental boundaries are set to make sure that your employees are the most effective and productive they can be.
Letting technology lend a hand
When you’re communicating online, no matter whether you’re in the office or working remotely, technology can help you set those boundaries. We can’t guarantee that you won’t be bothered, but these solutions can help immensely:
Take advantage of email out-of-office messages, better known by its acronym, OOO. After you set up the OOO in your email app, whenever someone sends you a message, the email app sends the OOO message automatically. That OOO message can also include a link to the person handling your work while you’re out.
Create an OOO voicemail greeting that will tell people you’ll get back to them when you can and whom to contact in case of an urgent matter.
Use your online calendar to block off time to work. If someone tries to set up a meeting with you in your calendar app, they’ll see that you’re busy.
A shared calendar app can also set days and times for your normal work schedule when you’re available to chat.
In a shared messaging app like Microsoft Teams, you can create and publish an Away message so that people will know you’re unavailable when they try to reach you.
Responding to boundary crossings
Naturally, some people will cross your boundaries because they think their priorities are greater than any you might have. As a manager, you need to address this issue upfront and come to an understanding that (hopefully) everyone will adhere to. But some people will believe that you won’t mind because they think it’s too important or they’re feeling pressure from higher-ups to get things done.
What do you do? If you’re in an office setting, it can be hard if all the offices are open or have cubicles, because someone can just come by and either knock or just say hello. It’s a bit easier if you’re working remotely, because you can simply decline to answer the phone or you can use technology to save the day.
With that said, here are some suggestions that may help:
If someone tells you (or demands) something that crosses your boundaries, simply say, “That doesn’t work for me.” The best case scenario is that the other person will get the message and will work with you to find a solution. (Worst case? You may need to find a new job or a new employee, depending on your position.) Mister Rogers always said, “Look for the helpers.” If you know you won’t be available ahead of time, you should talk with one or more people you know who could help a person needing something from you. Be aware that anyone you approach with your request will likely want you to do the same for them when they’re not available.
In your online employee collaboration app, you may want to include any notes specifying that that you’ll be out of contact for a few hours during the day and invite people to find time outside that window to connect.
If you’ll be out for longer than a few hours during the day, you should write an OOO email message.
You may need to set boundaries around projects as well. For example, in your company's email or employee collaboration app, you may need to write a message saying that you won’t be able to work on a project until a specific date — usually, after your current project ends.
Communicating during off-hours
Communicating in off-hours needs to be an integral part of your employee communication policy. The Human Resources Online website (www.humanresourcesonline.net/global) has a good overview of seven areas of an off-hours communications policy based on the policy of the Singapore Alliance for Action. We think it’s good enough to share with you, so here’s a quick summary of those seven areas:
Objective: State what the purpose of the policy is, such as the need to strictly limit the criteria for off-hours communication because employees deserve time away from work to be their best selves at work.
Nature of work: This section talks about the criteria required to call an employee outside of work.
Expectations: The expectations about when employees should be contacted, such as whether they’re for all employees or just those employees who aren’t formally on leave.
Communication: This section should include the employees who need to be contacted about a critical business issue. You need to list how you should communicate with each of those employees, such as by way of text, email, or phone call. And the policy needs to tell people what to say during the call, including the issue or problem at hand, what needs to be done, the timeframe, and the preferred ending.
Employee responsibility: This section needs to explain what the employee is responsible for, such asNot contacting other employees unless absolutely necessaryCommunicating when they will be unavailable, such as in a family emergencyProviding regular feedback during the crisis
The HR manager’s responsibility: This section lists what the human resources (HR) department is responsible for, includingCommunicating the policy parameters to employees — especially new employeesManaging any concerns and grievances about the policyDetermining whether employees who are unable to respond to work-related matters after-hours should be reprimanded
Testing: Once the policy is in place, have a limited-time test — such as a few months — and then have a company-wide review of the policy to see whether any changes need to be made.
You can find more information, including a template you can adapt for your own use, from the Singapore Alliance for Action at www.humanresourcesonline.net/hr-guide-to-an-after-hours-communiation-policy.
Centralizing Messages
One challenge of communicating with people online is the ability — or lack thereof — to centralize messages. That’s why businesses are as interested in online team communication software as kids are to sugary treats. Such software keeps communication in one place so that employees can log in with their account, find the information they need, and stay connected with others. Managers can track their employees’ work and progress more easily. And many apps have live