In a world where the majority of workplace communication now happens through screens, chats, and email threads, understanding how we communicate is becoming just as important as what we communicate. The cues we once relied on in person such as eye contact, posture, and tone are often lost in the digital shuffle. Today many of us rely on digital body language.

Digital body language refers to the subtle signals we send in virtual environments: response times, punctuation, word choice, use of emojis, even whether we turn our camera on during a meeting. These small choices influence how messages are received and interpreted, and they can make or break clarity, trust, and collaboration.

The New Etiquette of Hybrid Work

Consider this scenario: A manager replies “OK.” to a request in Slack or Teams. To the sender, it might feel cold or dismissive. But to the manager, it was meant to be efficient and affirmative. Without the tone of voice or facial expressions to add context, employees fill in the gaps with their own assumptions, which are often inaccurate. Here are some additional examples:

1. Delayed Response

• Example: An employee takes several hours (or days) to reply to a message.
• Possible Interpretation: They’re ignoring you or disinterested.
• Reality: They may be in meetings, prioritizing another task, or overwhelmed.

2. Punctuation Usage

• Example: “Thanks.” vs. “Thanks!”
• Possible Interpretation: The period feels formal or passive-aggressive, while the exclamation seems warm.
• Reality: Some people use punctuation habits from formal writing or aren’t aware of the tone shift.

3. No Emoji or Reactions

• Example: A message gets no emoji, thumbs-up, or quick acknowledgment.
• Possible Interpretation: The message fell flat or was ignored.
• Reality: The recipient may have acknowledged it mentally or was unsure how to respond.

4. Camera Off in Meetings

• Example: A team member keeps their camera off during a video call.
• Possible Interpretation: Disengaged or multitasking.
• Reality: They could be experiencing Zoom fatigue, working in a shared space, or just not comfortable on camera.

5. Typing Indicators

• Example: Someone starts typing, then stops. And doesn’t send anything.
• Possible Interpretation: They changed their mind, got irritated, or were going to say something negative.
• Reality: They may have reworded their message, deleted for clarity, or got interrupted.

6. Using “…” in Messages

• Example: “I guess we can do it that way…”
• Possible Interpretation: Passive-aggressive or reluctant.
• Reality: The ellipsis could be a writing habit or meant to soften tone.

In hybrid teams, these misunderstandings can stack up quickly. Managers can help teams establish norms for digital communication, such as:

• Agreeing on response expectations across different platforms
• Being intentional about punctuation and tone
• Using video when discussion needs nuance or emotional context
• Encouraging employees to ask for clarification when something feels “off”

Training for Virtual Clarity

Just as we’ve trained employees on in-person communication skills, it’s time to offer workshops or coaching on effective virtual presence. This might include:

• How to write clearer, more human messages
• Recognizing and avoiding misinterpretations
• Leading engaging virtual meetings
• Communicating inclusion through digital channels (e.g., rotating speaking order, using captions)

HR as the Culture Translator

As remote and hybrid work become the norm, HR has a unique role to play as the interpreter of culture. That means helping teams understand each other’s communication styles, coaching leaders to model transparency, and setting clear expectations around how digital tools should be used.

Digital body language may not come with facial expressions or handshakes, but it shapes how employees feel seen, heard, and understood. By tuning into these signals, HR and managers can improve team dynamics and create stronger virtual cultures.