Communication Etiquette Standards

Have you ever seen how quickly the tone of a conversation can change the energy in a room? During one of my workshops, a participant shared an idea that had already been discussed earlier. The manager responded, “We’ve already tried that. Let’s move on.” The idea was dismissed, but so was the enthusiasm that had filled the room. Another manager handled a similar situation. He said, “That’s an interesting point. We tried something similar earlier. What made you think it could work this time?” The message was almost identical, yet the effect was completely different. The second manager encouraged reflection instead of shutting the idea down. The discussion grew richer, and people started speaking more freely. That moment reminded me that respect in communication is not expressed through big gestures. It shows up in how we listen, how we respond, and how we make space for others to contribute. The smallest cues often carry the most weight. The most respected voices in any workplace are not necessarily the loudest or the most polished. They are the ones who listen with attention and respond with intention. Here are a few simple ways to keep respect alive in everyday communication: ✔️ Acknowledge a person’s idea before adding your perspective ✔️ Listen without distractions so people feel heard ✔️ Use tone and pacing to convey patience, especially during disagreements ✔️ End conversations with appreciation rather than dismissal Respect shapes how every word lands.  It keeps conversations open and relationships strong. 

I was told I would “never speak to a client again.” This was in my first job. After one client interaction, my boss revoked the opportunity and handed me that feedback — blunt, brutal, and confusing. I had no idea what I had done wrong. I was fluent in English. I was confident. However, over time, I learned: being fluent doesn’t mean being effective. #Communication isn’t just about language. It’s about what you say, how you say it, and when you say it. Over the years, I’ve taken this seriously. – I’ve attended communication workshops (check out Mira Swarup!) – Mentored by brilliant coaches (shout out to Paritosh & Amit) – Watched hours of content – Made mistakes, reflected, grown – And realised that personal and professional communication aren’t that different after all. At the end of the day, you’re speaking to humans. That’s why I created a set of rules for myself. I follow them in business, with my team, my clients, and in my personal life. Here are my 10 Communication Rules — the ones I live by: 1️⃣ Communicate more. Communicate often. Silence is never strategy. Over-communication > confusion. 2️⃣ Give a reason. Don’t over-explain. Confidence is clarity. Justification dilutes it. 3️⃣ Never make decisions when you're emotional. That includes too happy, too angry, or too anxious. Wait. Regulate. 4️⃣ Take ownership before you criticise. Accountability is the highest form of emotional intelligence. 5️⃣ Ask before advising. “Are you open to a suggestion?” is respectful. Unsolicited advice rarely lands. 6️⃣ No communication ≠ neutral. It’s ghosting. Ignoring or avoiding a conversation creates more harm than clarity ever will. 7️⃣ Keep people informed — early. Missed timelines? Running late? Made an error? Tell them before the damage is done. 8️⃣ Use the "Sh*t Sandwich" for feedback. Good → Constructive Feedback → Good. It's not sugarcoating. It's just humane. 9️⃣ Adapt to #Neurodivergent Communication styles. If you know someone is ND, learn. Adjust. Respect their rhythm. 🔟 Listen to listen. Not to respond. Hold space. Stay silent. Let others speak. Wait your turn. I’m still learning. But today, I’m proud to say I’m a strong communicator. Not just because of what I say — but because of how much I try to understand before I speak. ➡️ Which one of these rules resonated with you the most? Or do you have a communication rule you live by? Tell me in the comments below 👇 — I’d love to learn from you. ******** 🚀 Follow Gurnoor Kaur Behl for more! ******** #EffectiveCommunication #Mindset #Leadership #Entrepreneurship

This is a little advice for adik-adik out there in universities and colleges—especially when you're reaching out to and dealing with people in the working world. Many of us are more than happy to support your events, give talks, or share our experience. But how you approach someone matters. Small things, done right, show respect and maturity—and they help you build lasting professional relationships. Here are some things to keep in mind: 1. Get the name right: if you’re asking for someone’s time or support, please take a moment to spell their name correctly. 2. If there’s a deadline, say so: what’s urgent to you may not be urgent to the person you’re messaging. Be clear. Include a due date in your message so the other party can plan accordingly. 3. Follow the communication channel given: if you’ve been asked to speak to a PIC (person in charge) or coordinator, stick to that channel. You needed a form to be filled up and I have asked you to liaise with my PA, so liaise with my PA because that's what I hired her for. Sending me multiple messages on a Sunday asking me why the form hasn't been filled and when I could submit it is like calling the CEO of Petronas to ask what was the result of your internship interview. 4. Respect time: avoid texting outside working hours. Messaging someone that you don’t know personally, at 6pm on a Sunday, is inappropriate. You need to learn to assess the urgency of your requests. Whether you’re a student or CEO, boundaries matter. 5. Proofread your messages: Typos happen, but in the age of QuillBOT, ChatGPT, and autocorrect, take a moment to check. It shows you care about how you present yourself. These soft skills are just as important as the hard work that goes into planning an event. Because every email, every message, every interaction—is part of the impression you leave behind. Jangan sesekali guna ayat “I’m still a student”. How you show up now reflects who you are becoming. Professional etiquette matters and the time to start practicing it is yesterday. #ProfessionalEtiquette #SoftSkillsMatter #StakeholderManagement #LeadershipStartsYoung #RespectInAction #StudentLifeTips

The Communications Specialist Checklist (Save this 🔖) Before you hit publish, send, or approve, run through this: ☑️ Objective clear? What is this communication meant to do—inform, influence, mobilize, or protect reputation? ☑️ Audience defined? Who exactly is this for? Stakeholders, donors, partners, media, or the public? ☑️ Key message distilled? Can it be summarized in one sentence without losing meaning? ☑️ Right platform chosen? Email, LinkedIn, press release, WhatsApp, website, or media pitch—format matters. ☑️ Tone aligned? Formal or conversational? Crisis-sensitive or celebratory? Context is everything. ☑️ Visual support ready? Photos, short videos, graphics—does the visual strengthen the message or distract? ☑️ Fact-checked? Names, figures, dates, locations. Accuracy protects credibility. ☑️ Call to action included? What do you want the audience to do next—engage, share, attend, respond? ☑️ Timing right? Is this the best moment to release it? ☑️ Measurement planned? What does success look like—reach, engagement, feedback, impact? Clear communication is intentional, strategic, and measurable—not accidental. If you’re in communications, this checklist will save you time, stress, and revisions. What would you add to this list? 👇 #Communications #StrategicCommunications #ContentStrategy #PublicRelations #DigitalCommunications #NGOCommunications #MediaRelations #CommunicationsChecklist

Back in 2018-2019, while leading RINGLET, we were facing a challenge in growing our team with people who could represent us well to the clients and effectively share pitches and ideas. The challenge is that we wanted great communicators, but we didn't  define what that communication really looked like. So, I developed RINGLET's Standard of Communication, the "Diamond Standard" to train employees. In creating a standard, our team thrived, because we actually defined what makes a good communicator and trained how to evaluate those skills. Today, in my role as an executive in a fast-growing law firm I find myself tailoring that tool and using it constantly, both to evaluate my own communication and to train others. Below is the original standard I created back in 2018-2019: The Diamond Standard   A diamond is a rare, valuable, and strong gem very similar to the even more rare, valuable, and strong skill that is communication. Just like for evaluating diamonds, we use the 4 C’s to tell if our communication is up to par.  Let’s get one thing clear, communication is not easy. It is not a skill you master and never have to practice again. Great communication is hard to obtain and needs to be practiced each day. Excellent communicators are people who approach sharing ideas, information, and feedback from the vantage point of the person they are speaking to. Poor communicators approach sharing ideas, information, and feedback in a way that is easiest for them. Below are the four C’s we use to evaluate our communication skills and improve upon them each day.  Clear Make sure that there is no room for assumption in your communication, leave no gray area. The goal of clear communication is to supply the listener with all the relevant information. Set your intention for interactions and share that intention with the listener. Concise In digital interactions (Email, Slack, Basecamp) and in person, keep your communication concise. Each touch point of communication or conversation should only have one clear goal at a time. Keep it simple, in doing so this will ensure that the communication remains clear. Constructive  Each touch point of communication should build upon the last. Construct communication where both parties leave with a sense of what that conversation built. Ask questions you don’t know the answers to, give feedback on work, and offer recommendations. There should be clear calls-to-action and next steps at the end of each communication. Creative  Within our industry (marketing & startup dev), it is important that creativity plays a role in our communication to prevent communication from becoming transactional. Use different vantage points, look at the situation from all angles, allow room for innovative thought and words. Take time to consider how to translate your thoughts in an exciting way to help people to understand your goals and ideas. Metaphors and visuals can go a long way in resolving miscommunication!

One small communication habit makes people feel instantly respected. My preferred way to communicate is voice notes. Always has been. They’re faster for me. More natural. I can think out loud and move on. But here’s the thing. If someone takes the time to write me a thoughtful email, I’m not replying with a voice note. Because communication isn’t about my convenience. It’s about respect. An email says: “I want something clear, considered, and easy to reference.” A voice note back says: “I know what you want, but I’m going to do what works for me instead.” That’s not efficiency. That’s friction. Good communicators don’t just get their message across - they match the moment. They mirror the format. They respond in the way the other person is set up to receive. Want to build rapport faster? Stop asking, “How do I like to communicate?” Start asking, “What did they just show me they prefer?” Because when people feel met where they are, conversations move forward. And when they don’t, things quietly stall.

After years in HR and management, here’s what I know for sure: 1. Clear communication is non-negotiable. A thumbs-up emoji isn’t enough when it comes to important workplace matters. 2. Assumptions are risky. Just because you think you’ve been clear doesn’t mean the message landed the way you intended. 3. Documentation is a must. Always keep a paper trail—especially for conversations around time off, performance, or attendance. 4. Emojis don’t cut it for critical communication. They’re too open to interpretation. (Think twice before 👍 a message about someone being late for the 6th time.) 5. Regular check-ins matter. They help prevent miscommunication and keep everyone on the same page. 6. When in doubt, over-communicate. It’s better to be repetitive than unclear. 7. HR policies should be crystal clear. Make them accessible, easy to follow, and review them often with your team. 8. Managers need real training on communication. Especially when to move from digital to more direct conversations. 9. Always lead with empathy. Clarify before you react. Ask open-ended questions. Seek to understand. Mastering workplace communication isn’t just an HR responsibility—it’s a leadership skill. Let me know how I can help!

Great communication isn’t just about the words we choose… …it’s about the experience we create for others. ▶︎ Be Fully Present: Put the phone down. Close the laptop. When you give someone your full attention, you show them they matter. That’s powerful. ▶︎ Listen Like You Mean It: Listening isn’t only about waiting for your turn to speak. It’s about being curious, asking thoughtful questions, and showing that you’re truly engaged. ▶︎ Acknowledge What Others Feel: You don’t need to fix everything. Sometimes, a simple “That sounds frustrating” or “I hear you” is all it takes to build connection. ▶︎ Match Their Energy: Pay attention to the emotional tone of the conversation. When you respond in a way that aligns with how someone feels, you show that you’re tuned in. ▶︎ Let Your Body Speak, Too: Eye contact, a warm tone, and open gestures go a long way. People remember how you made them feel—your presence matters. ▶︎ Follow Through with Care: A quick check-in after a tough conversation or a note of appreciation can deepen relationships and show that you’re invested. When you lead with intention and empathy, your message resonates. It’s not just about what you say—it’s about how you show up. #LeadershipPresence #LeadershipCommunication

Excellent tips here illustrating how a subtle change in tone can have a massive influence upon how your message is received. 1) Acknowledge Delays with Gratitude "Sorry for the late reply…" "Thank you for your patience." 2) Respond Thoughtfully, Not Reactively "This is wrong." "I see your point. Have you considered [trying alternative]?" "Thank you for sharing this—I appreciate your insights." 3) Use Subject Lines That Get to the Point "Update" "Project X: Status Update & Next Steps" 4) Set the Tone with Your First Line "Hey, quick question…" "Hi [Name], I appreciate you. I wanted to ask about…" 5) Show Appreciation, Not Acknowledgment "Noted." "Thank you for sharing this—I appreciate your insights." 6) Frame Feedback Positively "This isn’t good enough." "This is a great start. Let’s refine [specific area] further." 7) Lead with Confidence "Maybe you could take a look…" "We need [specific task] completed by [specific date]." 8) Clarify Priorities Instead of Overloading "We need to do this ASAP!" "Let’s prioritize [specific task] first to meet our deadline." 9) Make Requests Easy to Process "Can you take a look at this?" "Can you review this and share your feedback by [date]?" 10) Be Clear About Next Steps "Let’s figure it out later." "Next steps: I’ll handle X, and you confirm Y by [deadline]." 11) Follow Up with Purpose, Not Pressure "Just checking in again!" "I wanted to follow up on this. Do you need any additional details from me?" 12) Avoid Passive-Aggressive Language "As I mentioned before…" "Just bringing this back in case it got missed."

Basic Etiquette for Working in Cybersecurity Technical skills matter in cybersecurity, but how you communicate, collaborate, and conduct yourself professionally can make or break your career and reputation. Here are essential etiquette tips to keep in mind: 🔹 Email & Communication Matters. * Use proper spelling and grammar—this isn’t a WhatsApp group. “ur,” “thx,” and “pls advise” don’t belong in professional emails. * Subject lines should be clear (not just "Help!!" or "Urgent!!"). * Write clearly & concisely. Don’t send long, unreadable paragraphs—get to the point and proofread before hitting send. * Reply promptly, even if it’s just to acknowledge receipt. Don’t ghost emails. * Address people professionally with appropriate salutations—start with “Hi [Name]” instead of “Yo” or “Hey.” * Avoid unnecessary jargon—clear, simple language ensures non-technical stakeholders understand your points. 🔹 Respect People's Names, Titles & Pronouns * Write names correctly and capitalize the first letter. It is “Jonathan Ayodele,” not “jonathan ayodele” or “JONATHAN AYOLEDE.” * Use appropriate titles where needed. Some people prefer being addressed as Dr., Prof., or Engr. etc—when in doubt, ask. * If you're unsure, double-check—it’s a sign of respect. 🔹 Be Direct—Don't Ask to Ask 
Instead of: "Who knows AWS IAM here?"
Say: "I need help with setting up AWS IAM role permissions. How do you attach a policy?" 
Being specific saves time and gets you the help you need faster. 🔹 Know When & How to Report Issues * Security alerts? Follow escalation protocols. Don't just slack it away * Phishing email? Report it properly, don’t just forward it without context. * Found a vulnerability? Document it clearly—avoid vague messages like "This is not working". 🔹 Meetings & Slack Etiquette * If you're going to be late, communicate ahead and don’t ask for a recap immediately—check meeting notes or recordings first. * Don’t flood Slack/Teams with “Good morning” messages—go straight to the point. This also applies to LinkedIn. When you DM people, go straight to the point Others; * If you share knowledge from someone else, credit them. Don’t pass off someone’s research or insight as your own. * If a junior colleague makes a mistake, correct them privately—not in front of the whole team. * When receiving feedback, listen first, respond second. Cybersecurity is a fast-paced field. How you communicate and interact professionally can impact your reputation as much as your technical skills. #CybersecurityCareers #WorkplaceEtiquette #CybersecurityCareerGrowth #Cybersecurity