Ask HR: Enhance Your Written Communication

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

Recently, I was informed that my email was perceived as having a hostile tone, which was not my intention. This incident has highlighted the importance of clear and considerate communication. Do you have any strategies to ensure my tone is accurately interpreted in future correspondence? —Leanne

Written and verbal communication are crucial in today’s fast-paced work environment. It’s not uncommon for misunderstandings to arise, especially when we rely so heavily on written communication. Your commitment to refining this skill is commendable and will significantly contribute to fostering a positive, professional workplace atmosphere.

Here are some strategies to help ensure you accurately convey your intended tone in your correspondence:

• Perform a self-review. Before sending an email, take a moment to see it from the recipient’s perspective. Ask yourself if the tone aligns with the message you want to convey. Consider stepping away from the screen for a few minutes and returning with fresh eyes; this can help you catch any unintended harshness.

• Seek feedback. When addressing sensitive topics such as performance feedback or missed deadlines, consider asking a trusted colleague or manager to review your email. They can provide insights into how your tone might be perceived and suggest adjustments.

• Leverage technology. Use new artificial intelligence tools designed to provide real-time feedback on the tone of your emails. These tools can highlight potential issues and offer suggestions for more positive phrasing.

• Continue learning. Engage in workshops and read articles on effective communication. These resources can provide valuable tips and techniques for crafting clear, professional, and respectful emails.

• Practice empathy. Put yourself in the reader’s shoes. How would you feel receiving this email? Empathetic communication can bridge many gaps and prevent misinterpretations.

With the rise of text-based, virtual communication, it’s essential to be mindful of tone, as this form of communication lacks the social cues of face-to-face interactions. According to a recent study, there are approximately 190 million acts of incivility daily in the U.S., leading to more than $2 billion in losses for organizations from absenteeism and reduced productivity.

By making these small yet effective adjustments to your written communication, you can greatly contribute to a more positive and civil workplace while conveying your message clearly and respectfully. Keep refining your communication skills, and you’ll see a significant impact on your professional relationships and overall workplace harmony.

I put in my four-week notice at my job at a lab. Since then, management has been treating me differently. For instance, we typically monitor the lab with a couple cameras for quality control, but I noticed they added a camera pointed at my workstation. I complained that this felt like targeting; the next day, there were five additional cameras. Is this treatment considered retaliatory? Would I have been wrong to shorten my notice to two weeks? —Madison

To prove workplace retaliation, you’d need to show that you faced adverse treatment directly tied to your resignation. It may not be easy to determine whether the added cameras in the lab are part of a broader security upgrade or a response to your resignation. Understanding the intent behind these actions is critical.

You have a few options here. One is to simply grin and bear it for the short time you have left in the organization. Another is to move up your end date. Employees may decide to resign earlier than they initially communicated. However, your organization has likely planned for you to be there until your original resignation date. Lastly, you can reach out to your human resources (HR) professional, share your concerns, and gain some additional perspective on the situation.

It’s worth noting that some organizations may decide to end the working relationship immediately when an employee resigns. This is especially common in high-tech roles or jobs involving highly confidential or proprietary information. Your company did not do that, demonstrating trust in you. If your company were worried about your integrity and work ethic after you submitted your resignation, they likely would have cut ties with you right away.

Regardless of the path you choose, stay professional and focused on your work. Doing so ensures you leave on a strong, positive note. Most importantly, keep in mind the reasons you decided to move on to a new opportunity—that’s your true north.