It may be hard to believe, but miscommunication is still one of the main problems in the workplace. Heck, it might be one of the main problems in life.

When you can’t see a person’s reactions and expressions firsthand, the potential for misunderstanding increases exponentially.

Texting, instant messages, emails, and even phone calls, all miss the visual cues we are used to for good understanding. It is easier to misunderstand an emoji than a live wink or smile.

Instead of looking at what we lost with virtual communications, let’s look at what we have gained and ways to make it work best to minimize misunderstanding.

Here are 5 of my proven communications rules:

1. Be Brief: Use as few words as possible and try to utilize the technology medium (instant message, text, email) that will convey your message the best, without extra fluff.

“Je n’ai fait celle-ci plus longue que parce que je n’ai pas eu le loisir de la faire plus courte.” (translation: “I have made this [letter] longer than usual, only because I have not the time to make it shorter.”) – Blaise Pascal

2. Choose Your Medium Wisely: “Never write if you can speak; never speak if you can nod; never nod if you can wink.” – Martin Lomasney 

3. Pick Up The Phone: If a text or instant message dialog goes more than 5 minutes, it is best to pick up the phone (or better, get on a virtual meeting) and talk to the person.

4. Practice Good Messaging:

• Less is more. (See Rule #1 & #5)
• Fit your main message on 1 screen.
• Be clear about your point and organize using bullets and headings.
• Write using good grammar.
• Avoid attachments.
• AVOID ALL CAPs (unless you’re yelling).
• Proofread each sentence.
• Don’t send something you would not want the world to see.

5. Choose The 1 Question You Want Answered: If you send a note with several questions, typically only one question will get answered. Often, it is the last one. Occasionally, it is the first one. But usually, it is the most interesting one. Why not decide instead of leaving it up to fate?

Do you think virtual communications have added to, decreased, or not affected the level of miscommunications in your life? Do you have any virtual communication rules that are working for you?