From emojis to emails:
Decoding digital body language in the workplace

With hybrid or remote working now the norm for many, the subtle cues and gestures that once played a crucial role in face-to-face interactions have now moved online.

Just as physical body language conveys emotions and intentions in person, our digital body language can do the same through our online behaviours and interactions. Understanding these digital cues can help us communicate with clarity, set expectations, and develop effective communication among teams.

What is digital body language?

Digital body language encompasses the nuances of how we communicate through online channels – email, messaging apps, video calls, and social media. It can include our choice of language, response times, use of emojis, and even the way we structure our messages.

This virtual type of communication can reflect our tone, engagement, and professionalism just as much as our posture, vocal intonation and facial expressions would in person.

Digital body language in the workplace

Our digital body language could be shaping our relationships with coworkers more than we realise. The way we communicate online has the power to build or break trust, convey respect or indifference, and significantly influence how we are perceived by colleagues and clients.

Here we explore five areas of digital body language that could impact how we’re understood by colleagues and stakeholders.

1. Tone and clarity

Without vocal inflections and facial expressions to rely on, the tone of messages can be easily misinterpreted. Word choice, punctuation and emojis can all play a critical role in conveying emotion and intent. A message ending with a full stop might come off as stern or final, while one with an exclamation mark can seem enthusiastic.

And context matters, too. A short and simple, “Can we talk?” out of the blue could seem daunting or intimidating (especially from a manager to an employee). But by giving context – “Can we talk? I have a few ideas I’d love to share” – gives clarity and transforms the tone to one of collaboration and enthusiasm.

Read more: Creating a more neuroinclusive work environment

Emojis, though sometimes seen as informal, are increasingly recognised as valuable tools for conveying tone and emotion to colleagues online. For example, a simple smiley 😊 can soften a message and convey friendliness, turning a seemingly neutral message into a supportive or positive one.

Using emojis thoughtfully can help bridge the gap between written text and the subtle nuances of face-to-face interactions. However, it’s important to consider the workplace culture and the context in which you use them to ensure they enhance, rather than undermine, your professionalism.

2. Formal vs. friendly

Digital communication in the workplace has stretched the boundaries of formality, making casual interactions increasingly more common.

The choice between a brief message and a well-structured email can convey different levels of professionalism and urgency. Overly formal emails in a casual workplace might seem out of touch or create distance, while using GIFs or memes in a formal setting can appear unprofessional.

Knowing your audience is key. A quick “FYI” with a casual tone might work for colleagues but could be seen as dismissive if sent to senior leadership. Tailoring your digital language to match the culture and expectations of your audience can ensure your messages are pitched at an appropriate level and are always well received.

4. Salutations and sign-offs

How we address people can also send clear signals about our intentions, and sets the tone for the rest of our message and our relationship with the reader.

Using “Hi [Name]” suggests a friendly, informal tone, which is good for casual conversations or emails to colleagues. It shows that you’re approachable and the message is likely relaxed. On the other hand, “Dear [Name]” feels more formal and respectful. It’s often used in professional settings to indicate that the email’s content is important or serious, or for communicating with people you don’t know well.

Similarly, the way you sign off an email affects how your message is received. Sign-offs like “Best regards” or “Kind regards” are polite and professional, suitable for business or formal emails, showing respect and courtesy. They suggest a level of respect – but may suggest distance or formality when used between colleagues.

In contrast, “Thanks” or “Best” feel more casual and friendly, which works well for less formal exchanges or when you want to leave a positive, approachable impression. Choosing the right salutation and sign-off helps set the right tone, makes your message clearer, and leaves a lasting good impression on the reader.

4. Response times

Employees are often bombarded with instant messages and emails throughout their working week, making it difficult to stay on top of replies. Yet, in some situations, a delayed response could suggest to your colleagues that you are disinterested, distracted, or even disapproving.

For example, if a manager consistently takes a day to respond to messages, employees may feel undervalued or ignored – even if the delay is simply due to their workload.

Although we can’t always give messages our full attention as soon as they enter our inbox, it’s still important to acknowledge receipt and set expectations around when you plan to reply. Even a quick thumbs up on a Teams message can tell the sender, ‘Yes I’ve seen this, and I hear you’. This simple action helps to make colleagues feel heard and respected, even if you need to respond in more detail later.

5. Availability status

Online status indicators (e.g., Available, Away, Do Not Disturb) communicate more than just presence; they reflect your availability and willingness to engage. Being marked as ‘busy’ or ‘do not disturb’ often signals that interruptions are not welcome, even without you explicitly saying so.

Such status indicators can be helpful when it comes to expectation-setting for how quickly you will be able to reply. However, it’s important to be mindful of your status settings and the subtle messages they send. Habitually appearing ‘away’ or ‘busy’ can imply a lack of accessibility or openness to collaboration.

Improving your Digital Body Language

Being conscious of your digital body language can help you strengthen your online communication skills, ensuring messages are clear, respectful, and effective.

Here are a few strategies to help you get started:

1. Be aware and intentional

Understand the digital body language signals you’re sending and receiving. Be deliberate about your response times, tone, and the way you use digital tools.

2. Set expectations

Encourage your team to set some general guidelines for digital communication. Discuss acceptable response times, preferred communication channels, and appropriate times for sending messages. Setting these expectations means everyone is on the same page.

3. Leverage technology thoughtfully

Use the full range of digital communication tools available, but choose the right medium for the right message. Video calls for nuanced conversations, instant messaging for quick queries, and well-structured emails for detailed information.

Message received

Digital body language is an integral part of modern workplace communication. By being mindful of the signals we send and how they are interpreted, we can communicate more respectfully, avoid misunderstandings, and grow our relationships with colleagues.

Embracing the subtleties of digital body language can lead to better communication, connection and collaboration within your team.

If you’re looking to support your colleagues to enhance their online communication skills and master their own digital body language, we can help.