Summary
Emoticons have become a standard feature of communication in both text and email. What started as a fun add-on to digital communication is now a common way to express ideas and emotions. Many people who have trouble expressing their thoughts in words use emoticons to help convey what they are feeling. They are quick and to the point. For the most part, the receiver on the other end will interpret them immediately. Using email emoticons has even become common in the workplace. But when using them in a professional landscape, we must consider a few things. In some instances, using an emoji in workplace communication may not be appropriate. It's essential to separate your personal and professional life from using emoticons. Maintaining discretion and tact is very important when using them at work. Office etiquette must always be adhered to.
When to Use Email Emoticons at Work
A survey by The Atlantic found that 76% of Americans claimed to use emojis in workplace communication. While their use in professional communications has become commonplace, we must establish some ground rules.
While sending a smiley or sad face to a friend is harmless, you must consider the context when sending them in a workplace email. Not only must office etiquette be followed, but we must also consider our audience. Sometimes, an emoticon can be taken the wrong way.
Below are some things to consider when using email emoticons at work.
Consider Your Audience
Some people associate emoticons with incompetence. To some people, they are seen as overly casual in professional communication. That being said, it’s essential to consider your audience before using an emoji.
A good rule of thumb is to use emoticons only when communicating with someone you know and have a good relationship with. Using emoticons is probably okay if you have established a good rapport with a colleague.
When communicating with a boss or upper management, you must be careful. You don’t want to come off as unprofessional. Unless you have a cordial relationship with your boss, you may want to avoid emoticons.
Email communication with a client or potential client should not include emoticons. This could easily be construed as unprofessional. Avoid using emoticons unless you have a familiar and friendly relationship with an existing client.
Consider the Situation
Before sending email emoticons, consider the situation at hand. Sometimes, an emoticon can be a great way to lighten the mood and relieve tension in a stressful email. They can also express motivation and positivity about an office project.
However, when communicating serious information to a co-worker or client, it’s probably better to leave them out. If there is a conflict regarding a co-worker or task, emoticons probably aren’t appropriate. You don’t want someone thinking you aren’t taking a matter seriously.
Many offices now use chat tools for inner-office communication. In this environment, emoticons are often slang to express ideas quickly. Mostly, they are acceptable in this situation, but only in moderation.
All Emoticons Are Not Universal
Emojis can mean different things to different people. While the traditional smiley face emoji is straightforward, it may be perceived differently. You don’t want to risk confusing or offending someone unintentionally.
If you’re communicating with someone from a different country, they may not interpret the use of a particular emoticon the way you intended. You could risk confusing someone, which alters their perception of your professional etiquette.
It would help if you also remembered that different devices will display emoticons differently. A GroupLens study found that misinterpretation occurred when the same emoji was displayed differently across several devices. Remember that most people read email on their phones, which could confuse your intended message.
Know When They Are Useful
When used effectively, emoticons have been shown to have value in the workplace. They can be used to show intent and also add inflection when needed. They can be valuable tools when conveying emotion through text falls short.
Emoticons can be used in an email to help convey how the information should be interpreted. They can signal the instance of comedy or help incite a more casual tone. They can also be used in the subject line of emails to help immediately set an intended vibe.
When sending an emoticon, think of the intended message first. They should always make sense within the context of the email. Only use them to help better express the existing text.
Avoid Unfamiliar Emojis
Hundreds of fun emoticons are available, but only a small number should be considered in the workplace. When using email emoticons at work, using only those you’re familiar with and commonly recognized is better. This is not the time for playfulness or experimentation.
Only use emoticons that you know are commonly used in the workplace. Everyone uses them to varying degrees, so don’t assume your audience will enjoy unusual emoticons. Only use those that express simple emotional statements in simple ways.
Don’t Go Overboard
How would it look to see a professional email stuffed with different emoticons? It would look more like a child wrote the email.
Email emoticons should only be used as an extra message feature. They should be accessories to the text and used very sparingly. They should never take the place of words.
When sending an office email, consider that the text should carry the bulk of the intended message. Never use an abundance of emoticons. This has the potential to be perceived as immature and completely unprofessional.
