3 Things You Should Never Write in Slack

Workplace chat apps like Slack and Microsoft Teams work wonders for remote teams. They make communication simple and effective. But there are things you might say during the course of a workday that can be misinterpreted in this particular mode of communication. I’m not talking about generational etiquette, like the use of emojis and reactji, but rather very simple things that don’t translate well to a chat app environment.

So whatever you do, make sure you never say these three things in Slack or Microsoft Teams.

1. Hey, can we chat?

This is one of those messages that seems harmless when you write it, but can be like a bombshell to the recipient. It’s even worse if someone sends you this message and then you see three dots indicating they’re writing more… and then they stop and say nothing more.

“Hey, can we talk?” doesn’t give enough information. When someone receives a vague message like that, they might assume the worst. Imagine the anxiety you feel waiting for the conversation to take place. What could she talk about? And when will it happen?

Instead, give details. What do you want to discuss? When? Why? Take a few extra seconds to explain more. Here’s an example of a better message to send:

“Hey. Can we discuss the status of the project you’re working on today? I need to make sure I’m clear on when the next parts are due and what could be holding them up.”

By letting the other person know roughly when the discussion will take place, what you will discuss and why, you can ensure that they do not feel anxious, uncertain or insecure about their future.

2. Are you there?

Slack is both a synchronous and asynchronous form of communication. This means that we use it to converse in real time, such as when a colleague responds immediately, or in delayed time, such as when you message someone while they’re having lunch or in a meeting and they respond an hour later.

If you ask the question “Are you there?” when someone is not in Slack and they come back to that message, it can come across as very demanding, as in “Why aren’t you there right now?” No one does their best work when they feel micromanaged.

If you want to be a respectful colleague, take responsibility for the other person is not and write a message that clearly states what you expect from them. If they are available at the moment, they will be able to answer your question quickly without any additional back and forth. If they are away, they will have all the information they need to answer your question when they return.

If you really need someone’s immediate attention, call them, but it better be urgent!

3. Unproductive gossip and complaints

Slack, Microsoft Teams, and other workplace chat apps are written forms of communication that are easy to store, search, and retain. You know how it’s a bad idea to use email to gossip, air your grievances, complain about people, or spill the beans? You shouldn’t do that in Slack either for two reasons.

First, there is always a risk of making a mistake and sending sensitive information to the wrong person. A few years ago, I received a message that was not intended for my eyes but did mention me! I never again trusted the colleague who sent it.

Second, even if you send a note to someone as a private direct message, you can’t be sure that it’s truly private. Any admin of your Slack account can export messages from public channels, private channels, and direct messages. The level of access an admin has depends on the type of account and how it’s set up. I checked my organization’s Slack settings and learned that any workspace owner can indeed access direct messages, and that the company keeps all messages for three years, except for files, which are kept indefinitely. So don’t put private information anywhere on your team messaging app.

Look, everyone needs to talk to their coworkers about their work from time to time or share something they’ve heard that isn’t verified. Just don’t do it on Slack, email, or anywhere else where you’re creating a record that can be stored and reviewed later. It’s better to call someone or meet in person.

That said, if ever a conversation leads to something that should If you have to write down a message, such as a potential legal or HR complaint, take detailed notes as soon as possible about what happened, who told you, and when. Often, contemporaneous notes are just as good as a person’s private message history.

For more Slack tips, check out our tips for better remote communication and the settings you need to keep Slack tidy.