Best Practices for Teaching Email and Slack Etiquette

“hi” What if I ended this post there and waited for you to reply to deliver my message? If this was Slack, would you reply "hello" and patiently wait while watching three blinking dots as a I type? Would you ignore it? 🔻 Either way, it kills async productivity. Don't force a synchronous conversation. Instead, put everything in a single message: 🔸 Say "hi" 🔸 Provide context 🔸 Ask a question or inform 🔸 Set expectations on time frame if urgent or not urgent For example: Hi! I hope all is well with you. I noticed that you've been sending simple "hi" messages on Slack. I have been ignoring these messages. Sometimes I might add a hand wave emoji, but I won't reply. It might seem rude to ignore a "hello" because it would be if we were talking in person. In person, saying "hi" without any additional context is completely fine. However, in an asynchronous work environment like ours, it's more effective if we provide context when initiating a conversation. This allows for more focused and efficient communication. When we receive a notification on Slack without much content, it interrupts whatever we're doing. Then we either wait for the next message, or switch back to our task and get interrupted again later. Both scenarios are less than ideal for productivity. Please don't hesitate to reach out with your questions or comments — that's what I'm here for. When you do, it would be great if you include some context and indicate the urgency in the initial message. If it's not urgent, I'll set a reminder to respond when I'm able to. This approach works well for me, and I encourage you to try it too. Thanks for understanding, and I believe this will help make our interactions more productive! There's no need to reply to this message unless you want to — just something to consider for future conversations. For more on this topic, you might find this link interesting: https://nohello.net/ P.S. This goes doubly for LinkedIn DMs

Most people assume communication is about sharing information. It’s not. It’s about making sure the right people actually care and act. And yet, most internal messages get ignored because: - They’re too long (nobody has time). - They’re too vague (what’s the point?). - They bury the key takeaway (no clear action). Want to get leadership’s attention? Your team’s buy-in? Faster approvals? Don’t send long Slack messages or emails hoping they’ll “get it.” Try communicating like an executive: clear, concise, and actionable. How? 1) Lead with the headline. Instead of “Here’s some background on the situation,” start with: “We need to make a decision on X by Friday. Here’s what you need to know.” Decisions happen faster when no one has to dig for the point. 2) Be brutally concise. Instead of a wall of text, write: “Key update: [X]. Next step: [Y]. Need from you: [Z].” If it takes more than 10 seconds to skim, it’s too long. 3) Make action crystal clear. Instead of “Let me know your thoughts,” say: “Please approve/reject this by EOD Wednesday.” If you don’t set the expectation, you’ll get ignored. 4) Match the medium to the message. Instead of sending a complex update over Slack, ask: “Would a quick call make this easier?” Not everything should be an email. Not everything should be a meeting. Your ideas don’t just need to be good. They need to be impossible to overlook. Stop sending noise, and start communicating for impact.

Your inbox reveals more than you think. It shows how you lead. Every email habit sends a message. Every response shapes your culture. The key is understanding what your patterns tell your team: 1️⃣ Set Clear Boundaries ↳ Late-night emails create unhealthy expectations. ↳ Consistent patterns show respect for work-life balance. 💡 Apply: - Schedule non-urgent sends for business hours. - Define response time expectations clearly. 2️⃣ Value People's Time ↳ Long emails waste everyone's mental energy. ↳ Clear messages show focused leadership. 💡 Apply: - Keep messages under five sentences. - Put action items at the top. 3️⃣ Model Intentional Response ↳ Instant replies train interruption culture. ↳ Thoughtful timing encourages focused work. 💡 Apply: - Set specific times for email management. - Use auto-responders for focus periods. 4️⃣ Choose Recipients Carefully ↳ Unnecessary CCs create noise and anxiety. ↳ Selective inclusion shows respect and purpose. 💡 Apply: - Include only those who need to act. - State why each person is included. 5️⃣ Pick the Right Channel ↳ Email isn't right for every message. ↳ Smart leaders match medium to message. 💡 Apply: - Save email for non-urgent matters. - Use direct contact for important issues. 6️⃣ Close Communication Loops ↳ Open threads create uncertainty and waste. ↳ Clear closure builds trust and efficiency. 💡 Apply: - End every thread with next steps. - Confirm when actions are complete. 7️⃣ Show Up for Tough Talks ↳ Important messages need personal delivery. ↳ Real conversations build stronger relationships. 💡 Apply: - Schedule face-to-face for significant issues. - Use email to document, not discuss. Great CEOs use email as a tool, not a crutch. They know every message sets an example. "Your inbox isn't just a to-do list. It's a leadership tool that shapes your culture." —Joel Trammell __ What email habit have you changed that made a difference? Share below 👇 ♻️ Please repost to help all leaders with email

𝗣𝗿𝗼𝗳𝗲𝘀𝘀𝗶𝗼𝗻𝗮𝗹 𝗖𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻: 𝗗𝗼'𝘀 𝗮𝗻𝗱 𝗗𝗼𝗻'𝘁𝘀 𝐃𝐨'𝐬 1- Structure Commence your correspondence with an appropriate salutation, such as "Dear Dr. [Last Name]," "Ms. [Last Name]," "Mr. [Last Name]," or "Mrs. [Last Name]." Next, express a courteous opening remark, for instance, "I hope this message finds you well." Proceed by introducing yourself and articulating the objective of your communication. Conclude the message with a polite closing statement, such as "Have a great rest of your day," followed by "Best Regards," and include your title and contact information. 2-. Be Clear and Concise: - Stay on topic and keep your message straightforward. - Use short paragraphs and bullet points where appropriate for readability. 3. Use Proper Grammar and Spelling: - Proofread your message to correct errors. 4. Maintain a Professional Tone: - Use courteous and respectful language. 5- Include a Clear Subject Line: - Ensure your email subject line is descriptive and relevant. - This helps the recipient prioritize and understand the topic at a glance. 6. Use Professional Formatting: - Use standard fonts, sizes, and spacing. - Include a signature with your contact information at the end of emails. 7. Follow Up Appropriately: - Send reminders if no response is received within a reasonable time. - Refer to the original message in follow-ups to maintain context. 𝐃𝐨𝐧’𝐭𝐬: 1. Avoid Informal Language and Jargon: - Exclude slang, emojis, and overly casual phrasings. - Avoid technical jargon unless you are sure the recipient understands. 2. Don’t Use All Caps or Excessive Punctuation: - Using all caps can be perceived as shouting. - Multiple exclamation points or question marks can seem unprofessional. 3. Avoid Overloading with Information: - Don’t include unnecessary details that might confuse the primary message. - Be selective about what information is crucial. 4. Don’t Make Assumptions: - Avoid assuming the recipient knows background details unless you’re certain. - Don’t presume understanding of technical terms without explanation. 5. Avoid Being Overly Familiar: - Steer clear of overly personal comments unless you have a well-established, appropriate relationship. - Maintain a polite and respectful distance in your language. 6. Don’t Send without Review: - Never send an email or document without reading it over first. - Mistakes can undermine your professionalism and clarity. 7. Avoid Negative Language: - Don’t be confrontational or use negative phrases. - Frame constructive criticism positively and offer solutions. 8. Don’t Forget Attachments or Links: - Ensure any mentioned attachments or links are included. - Verify that all links work correctly before sending.

Slack notifications frying your brain 🫠 A meeting with sales that could have been an email 🤠 Execs hoarding information to grow political influence 😈 ••• Your startup is full of communication crimes. Sapping your energy, slowing you down. What can you do about them? I've spent the last 10+ years obsessing over good startup communication. Studying the greats, from "email transparency at Stripe" to "write like an Amazonian". Architecting at Superhuman. Advising dozens of startups. Great startups get these 15 communication principles right. 𝟭. 𝗘𝗳𝗳𝗼𝗿𝘁 𝗖𝗼𝗻𝘀𝗲𝗿𝘃𝗮𝘁𝗶𝗼𝗻 — Minimize effort for sender and recipient. 𝟮. 𝗘𝗳𝗳𝗶𝗰𝗶𝗲𝗻𝘁 𝗘𝘅𝗽𝗿𝗲𝘀𝘀𝗶𝗼𝗻 — Be concise yet clear. Maximize salience. 𝟯. 𝗔𝗽𝗽𝗿𝗼𝗽𝗿𝗶𝗮𝘁𝗲 𝗔𝗿𝘁𝗶𝗳𝗮𝗰𝘁 — Use artifacts (Loom, etc) to boost clarity. 𝟰. 𝗥𝗲𝗰𝗶𝗽𝗶𝗲𝗻𝘁 𝗦𝗽𝗲𝗰𝗶𝗳𝗶𝗰𝗶𝘁𝘆 — Specify recipients with "@" tags. 𝟱. 𝗥𝗲𝗰𝗶𝗽𝗶𝗲𝗻𝘁 𝗠𝗶𝗻𝗶𝗺𝗶𝘇𝗮𝘁𝗶𝗼𝗻 — Don’t address unless strictly needed. 𝟲. 𝗜𝗻𝗳𝗼𝗿𝗺𝗮𝘁𝗶𝗼𝗻 𝗔𝗰𝗰𝗲𝘀𝘀 — Default to public channels. 𝟳. 𝗜𝗻𝗱𝗲𝗽𝗲𝗻𝗱𝗲𝗻𝘁 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿𝘆 — Look for answers before asking. 𝟴. 𝗧𝗵𝗼𝗿𝗼𝘂𝗴𝗵 𝗥𝗲𝘀𝗽𝗼𝗻𝘀𝗲 — Clearly respond to every point. 𝟵. 𝗖𝗹𝗼𝘀𝗲𝗱 𝗟𝗼𝗼𝗽 — Close out all open topics, even if to deprioritize. 𝟭𝟬. 𝗖𝗵𝗮𝗻𝗻𝗲𝗹 𝗡𝗼𝗿𝗺𝘀 — Agree channel norms, particularly responsiveness. 𝟭𝟭. 𝗖𝗵𝗮𝗻𝗻𝗲𝗹 𝗡𝘂𝗮𝗻𝗰𝗲 — Align sub-team norms with core. 𝟭𝟮. 𝗔𝗰𝗸𝗻𝗼𝘄𝗹𝗲𝗱𝗴𝗲 — Rapidly signal receipt: emoji, tapback, “ack.” 𝟭𝟯. 𝗡𝗼𝘁𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗦𝗼𝘃𝗲𝗿𝗲𝗶𝗴𝗻𝘁𝘆 — Recipients own alerts. Senders don’t. 𝟭𝟰. 𝗡𝗼𝘁𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗦𝘂𝗽𝗽𝗿𝗲𝘀𝘀𝗶𝗼𝗻 — Suppress alerts. Check with intent. 𝟭𝟱. 𝗥𝗲𝘀𝗽𝗼𝗻𝘀𝗶𝗯𝗹𝗲 𝗥𝗲𝗰𝗶𝗽𝗶𝗲𝗻𝘁 — Handle all inbound messages. These principles should be of practical use to you. You could personally start using them today. Or you could institute them for your entire team. Read the full essay on my Substack: https://lnkd.in/gDq53Kyh ••• Brought to you by Wispr Flow: Effortless voice dictation. Write 4x faster in all your apps, on any device. See why I and professionals at Perplexity, Substack, and Superhuman use Wispr Flow for 70%+ of our communication. Your first month free via link in comments.

Confusion isn’t a people problem. It’s a communication problem. Slack pings. Emails stack. Deadlines slip. Your team isn’t lazy. They’re drowning in noise. An EVP told me last week: “I don’t even know which fire to put out first.” That’s not a talent gap. That’s a communication gap. Here’s how you fix it: 1️⃣ Map the rules. → Slack = same-day. → Email = 24 hours. → Text = emergencies only. 2️⃣ Protect the edges. → No emails after 7pm. → Quiet hours/no meetings save energy. 3️⃣ Make it readable. → Lead with the ask. → Keep it under 150 words. 4️⃣ Normalize responses. → “Got it—will respond by Friday.” → Acknowledgment > silence. 5️⃣ Define urgent. → Not everything is a fire. → Save alarms for the real ones. That EVP who couldn't pick which fire to fight? She chose rule #1. Her team's response time has already dropped. Need more help with your communication? This is your playbook: https://lnkd.in/eYU7ppTJ Which rule helps you?

Every team should have clear communication guidelines that are taught and enforced for all employees. Teams should make a cultural communication guideline document that lists out the channels they uses to communicate and how each team member is expected to use them. By defining how the team should communicate it becomes easier to enforce the cultural norms you want and accelerates how quickly new team members can onboard into the culture. Check out this example from Proletariat: https://lnkd.in/drGPdH3T What should be in a Cultural Communication Guide? For the guide to be useful it should include at least three sections. By reading this document every employee should be on their way to becoming a great communicator with the rest of their team. 1. Choosing the Right Communication Channel Teams often use multiple channels—email, Slack, meetings. Clearly define which type of communication belongs where based on message content, urgency, and response needs. 2. Communication Channel Usage Guidelines Once a channel is chosen, the guide should outline how to use it effectively. This includes setting expectations for tone, timing, format, and best practices for emails, meetings, and other interactions. 3. Examples and Best Practices Include examples to show the guidelines in action, making it easier for employees to understand and follow. How do you use a Cultural Communication Guide? The two primary uses for this guide will be with existing teams and with new team members. For existing teams this should be used for creating consistency and agreement on how the team wants to communicate. For new employees it should be part of their training and onboarding. At Proletariat we would include this guide as part of the employee handbook, send it to new employees when they started, and also give a presentation covering these details as part of their onboarding. It is up to company leadership to decide how to enforce these guidelines. The way these are enforced, and how strictly, is also a major reflection on the culture of the team. Do not define these rules and then decide to not enforce them! How do you make a Cultural Communication Guide? Crafting a document like this should be a group effort with feedback from the full team. If there is no agreement on ways to communicate, use the creation of this guide to find compromises. The process of choosing how the team will communicate is a great step to improving efficiency across the team. The best way to start making this guide is to simply write down all the ways the team communicates now. Taking stock of the current communication practices of the team sets a good foundation for discussion around what areas of team communication are working well and what areas could be improved. This should be a living document, something that is updated regularly as your team grows and changes. I have found that certain communication styles can work well when a team is small but fall apart when a team is big.