Don’t ‘Hi’ Me Without a Why: The Right Way to Communicate at Work in 2025

As a communications specialist in August 2025, you’d think I’d be over the little things. Spoiler alert: I am not. And if you’re thinking of sending me a “Hi” on Teams with no context, you might want to backspace that thought.

Let’s have a quick, constructive vent about how we’re communicating (or not) during working hours, because convenience is killing clarity, and my boundaries!!! So, for the love of sanity and smooth workflows, here's your friendly-but-firm reminder of the correct chain of workplace communication. 

1. Email: The Front Door, Not the Fire Escape

Email first. Always. It’s your digital paper trail, your professional handshake, and newsflash your company email address isn’t just for show. Don’t send an email and ping me on Microsoft Teams five seconds later like you’re playing tag with my attention span. Give me space to open the message before you instant message (IM) me like an auctioneer.

2. Work IM (Teams, Slack, Meta): For Nudges, Not Nagging

Instant messaging is great for what it was designed to do: quick nudges, clarifications, and casual-but-clear communication.

What it’s not for:

• Following up on an email before I’ve even opened it

• Starting a conversation with “Hi” and then… nothing

• Using it like a morning therapy session on Monday at 8:03am

  
  

Better: “Hi, just following up on the deck I emailed. Can we chat at 2pm if you’ve had time to review?”

Worse: “Hi” … waiting … “You there?” … internal screaming

Please, pair your “hi” with your why.

3. Phone Calls: Use Sparingly, Not Spontaneously

Phone calls are like hot sauce, a little goes a long way. Use them when:

• It's urgent

• You're solving something quicker than five back-and-forths

• Someone’s ghosted you on IM and email

  
  

Calling out of the blue for non-urgent things? Unless you’re my mom, that’s a no.

Reminder: You might be their manager, but you’re not their mother. Respect their time.

4. Personal IM (WhatsApp): The Hamanskraal of Work Chat

Some companies love it. Some hate it. WhatsApp is like office gossip, it spreads fast, lives forever, and can get messy. If your team uses it intentionally (e.g., updates, quick check-ins), great. If you're using it as a replacement for email and IM without asking… maybe don’t?

Here's a pro tip: Just because it’s on their phone doesn’t mean it’s your shortcut. Respect the platform and the person.

In summary: Communication is about clarity, not convenience. Boundaries are not optional. Context is not optional. The right message in the wrong place? Still wrong.

If you need a printable to stick up in your office, I got you. Download it here (I've put a pic of what it looks like below, so you don't think I'm baiting you into a scam hahaha):