Workplace communication is changing – fast. Tools like Google Chat, Microsoft Teams, Slack, and Zoom chat are now a big part of daily work. They’re great for quick messages, team updates, and staying connected when working remotely. But they also come with new expectations and unspoken rules.
If you live with disability, especially one that affects communication, processing, or energy levels, these tools can be both helpful and challenging. This article shares tips to help you navigate digital chat spaces with confidence – and explains the etiquette so you know what’s expected.
1. Know the basics of each tool
- Google Chat is great for direct messages and group conversations. It’s integrated with Gmail.
- Microsoft Teams includes chat, file sharing, and video meetings – used by many large workplaces.
- Slack is often used by tech or creative teams. It organises chats into channels and threads.
Tip: Ask your team for a quick walkthrough of how they use the tool, or request training if it’s new to you.
2. Set communication boundaries
Not everyone can or wants to respond instantly.
- If you need more time to respond (e.g., due to fatigue, using assistive tech, or needing processing time), it’s okay to say so.
Example: “Hey, I’ve seen your message – I’ll reply shortly.” - If you’re not always online, set a status message (e.g., “Available mornings only” or “Using voice-to-text – replies may be slower”).
Etiquette tip: Respond within a reasonable timeframe during work hours, or acknowledge the message even if you need more time. Be sure to be specific and set expectations if you need more time, eg. “Hi, just letting you know I’ve received your message. I’ll be looking at this tomorrow – let’s chat then.”
3. Use clear and respectful language
Tone can be hard to read in text. Here’s how to keep things respectful and easy to understand:
- Use simple, clear language – especially in group chats.
- Avoid sarcasm or jokes that could be misunderstood.
- If you’re using emojis or GIFs, make sure they’re workplace-appropriate.
Tip for screen reader users: Ask teammates to avoid overusing emojis or GIF-only replies that can be hard to interpret.
4. Don’t be afraid to ask for what you need
If chat tools are tricky for you, speak up. You have the right to reasonable adjustments.
You might ask for:
- Fewer chat messages and more email summaries
- Time to process written instructions
- Use of voice notes instead of typing
Tip: You can work with your manager to request these adjustments.
5. Keep replies connected to the original message
In tools like Teams, Slack, or even email, reply directly to the original message instead of starting a new one. This keeps conversations clear and organised, which is especially helpful for people using screen readers or anyone who finds it tricky to follow multiple messages at once.
Etiquette tip: Avoid jumping between messages when replying – it can get confusing for everyone.
6. Mute notifications when you need to focus – but let people know respectfully
Digital chat tools can be noisy, constant notifications and messages can make it hard to concentrate, especially if you experience sensory overload, fatigue, or difficulty switching attention. It’s completely okay to mute chats or set your status to “Do Not Disturb” when you need to focus or take a break.
However, muting a group chat or stepping away without saying anything can sometimes be misunderstood. To keep communication open and respectful, let your team know in a friendly way.
Example message:
“Hi team, I’m going to mute this chat for the next few hours so I can focus on a project. Feel free to @mention me if something urgent comes up!”
This sets a clear boundary while also showing you’re still part of the team and open to important communication.
Tip: You can also use a custom status like “Focusing – replies may be delayed” so others know what to expect.
7. Video meeting chats: Stay present but not overwhelmed
In Zoom or Teams meetings, there’s often a chat box running on the side.
- You don’t have to reply to everything – focus on what’s most important.
- Ask the team to summarise key points out loud if you find it hard to follow the chat while listening.
Tip: If you use screen readers, check accessibility settings so chat messages don’t interrupt spoken content.
8. Practice patience with yourself and others
Everyone communicates differently. Some people type fast. Others might misread tone or miss a message.
If you make a mistake or miss something, don’t panic. Just reply when you can. A simple, polite message like:
“Sorry I missed this earlier, here’s my response…” is enough.
Digital chat tools can open up new ways to work and connect. With the right tools, boundaries, and support, people with disability can thrive in these online spaces.
Remember: It’s okay to ask for help, advocate for yourself, and find what works best for you.