What makes a message feel human when it’s sent through a screen? Whether it’s a quick Slack ping, an email chain, or a video call, digital communication in the workplace can either foster real connection or leave people feeling misunderstood and disconnected.
The challenge isn’t just about tools—it’s about tone, timing, and trust. According to a report by Grammarly and The Harris Poll, nearly 96% of business leaders say effective communication is critical to delivering results, yet 86% report communication breakdowns as a frequent issue. That’s a huge gap—and a major opportunity to rethink how we connect at work.
Let’s explore how we can move beyond surface-level pings and emojis to build genuine empathy through digital channels. We’ll unpack simple strategies, highlight real-life examples, and show you how to make digital communication more human, without losing speed, clarity, or productivity.
Why Digital Communication Feels Less Human
A quick message. A missed reply. A thumbs-up emoji.
These small moments make up most of our workday interactions, but they don’t always make us feel seen or heard. When we rely heavily on digital communication in the workplace, it's easy for the human element to fade.
Tone and intent often get lost in translation. A short “Noted.” might seem efficient to one person but feel cold or dismissive to another. Without facial expressions or body language to guide us, even well-meaning messages can come across the wrong way.
Add in back-to-back meetings, task switching, and chat overload, and it’s no wonder people start feeling disconnected. Over time, this disconnect can erode employee engagement and diminish the quality of the employee experience.
Even in teams that meet in person, much of the communication still happens digitally. Messages are read quickly and responded to even faster, often without enough context, warmth, or clarity. What’s meant to save time can unintentionally create tension, confusion, or emotional distance.
The good news? We can turn this around with a few intentional shifts.
10 Simple Ways to Make Digital Communication More Human
You don’t need fancy tech or long meetings to bring warmth and clarity to your digital messages. Small, thoughtful actions go a long way in helping your coworkers feel seen, respected, and connected.
Here are 10 easy ways to humanize digital communication in the workplace:
1. Start with a friendly opener
A warm “Hi Jenny” or “Good morning!” signals that you’re addressing a person, not just a task. It sets a respectful tone and invites a more natural exchange. A friendly opening takes seconds but makes a lasting impression.
2. Use emojis (when appropriate) to add tone
Text can feel flat or overly serious, especially when you're moving fast. Adding a 😊 or 🙌 can soften your message, show enthusiasm, or clarify intent. Just remember to read the room—what works in a casual team chat might not suit a client-facing email.
3. Respond to people, not just questions
Instead of replying with “Okay” or “Will do,” personalize your response with a name and a quick acknowledgment. For example, “Thanks for flagging that, Leo—I’ll look into it.” It shows you value the person behind the request, not just the task.
4. Don’t skip the thank-yous
A quick “Thanks so much” or “Appreciate you getting this done” can go a long way. These small expressions of gratitude help boost morale and build a positive, collaborative culture. Everyone likes to feel noticed and appreciated—even in the middle of a busy workday.
5. Turn on your camera (when it matters)
Video calls aren’t always necessary, but for moments like onboarding, check-ins, or sensitive discussions, face-to-face interaction helps build trust. Seeing someone’s facial expressions adds depth and emotional context. It makes conversations feel more genuine and less robotic.
6. Share small personal touches
Mentioning your dog barking in the background or your favorite afternoon snack adds warmth to your interactions. These details help coworkers relate to you as a person, not just a teammate. Connection often grows from everyday moments, not just big updates.
7. Match the message to the medium
Not every message belongs in chat. If something is complicated or has the potential to be misunderstood, consider a call, a voice note, or even a short video. Choosing the right format shows you care about how your message is received, not just delivered.
8. React and engage with others’ messages
A quick thumbs-up, heart, or “👏” emoji signals that you’ve seen and appreciated someone’s effort. These reactions make conversations more interactive and less one-sided. It’s a subtle way to say, “I’m here, I’m listening.”
9. Slow down when giving feedback
Feedback delivered in a rush can come off as harsh or unclear. Take a moment to be specific, constructive, and kind—especially in written form. When possible, offer to talk things through in real time to avoid misinterpretation.
10. Check in—without an agenda
Send a “How are things going?” just because. These small, unstructured messages show care beyond tasks or deadlines—and are a simple way to build strong connections and boost morale. Tools like CoffeePals are perfect for creating space for these casual, low-pressure check-ins that strengthen team bonds.
CoffeePals Programs that Help Humanize Communication
CoffeePals isn’t just about small talk—it’s about creating space for authentic, meaningful interactions that make digital communication in the workplace feel more human.
Whether you’re building relationships, fostering inclusion, or even discussing work in a more relaxed setting, these programs help break down barriers and build trust one conversation at a time.
☕ Random Coffee Chats
Random Coffee Chats is a classic CoffeePals program that matches team members for informal chats, helping build camaraderie across roles and departments. It’s great for sparking connections that might not happen organically, especially in distributed teams. A quick 15-minute chat can turn a name in your inbox into a familiar face.
🎤 Coffee Maker Questions
Coffee Maker Questions adds personality to team conversations through fun, engaging prompts that invite people to share stories, preferences, and playful opinions. These questions are dropped right into your team’s chat, making it easy for everyone to chime in without pressure. They help open the door to casual yet connective dialogue that breaks through digital stiffness.
🧠 TeamBlender
TeamBlender blends structure with spontaneity by guiding small groups through intentional conversation series. These aren’t just feel-good meetups—they help teams develop deeper trust, understand each other’s work styles, and strengthen their culture through shared reflection. It’s perfect for teams looking to humanize their workflows.
🎉 Inclusivitea & Coffee
Inclusivitea & Coffee promotes inclusive, open conversations around culture, identity, and experience in a safe and welcoming environment. This program helps normalize vulnerability and diversity conversations while keeping things approachable and low-pressure. When people feel included, digital communication becomes far more thoughtful and respectful.
⚙️ Productivity Sessions
Sometimes, the most productive conversations happen in low-stakes settings. Productivity Sessions brings team members together for focused chats on priorities, blockers, and wins, without the formality of a scheduled meeting. It’s a great way to stay aligned, keep momentum going, and strengthen collaboration through open dialogue.
👥 Exec Encounters
Bridge the gap between leadership and teams by pairing employees with leaders for casual, no-agenda conversations through Exec Encounters. These chats give employees a chance to feel heard while offering leaders fresh insight from across the organization. It’s a simple way to build trust, transparency, and a more human leadership presence.
🚀 Onboarding Pals
Make new hires feel genuinely welcomed with intentional conversations built into their first few weeks. Onboarding Pals pairs them with current team members for friendly chats that go beyond orientation slides. It helps reduce first-week jitters and encourages early relationship-building—even in fully digital environments.
🧭 Mentor Connect
Support professional growth through easy, informal mentorship connections. Whether it’s peer mentorship or cross-functional knowledge sharing, Mentor Connect facilitates organic, goal-aligned conversations. It gives mentorship a modern, flexible format without the rigidity of formal programs.
📚 Learning Pathways
Pair learning and development with connection through discussion-based sessions tied to shared topics or courses. Whether your team is diving into a new training or upskilling together, these conversations help people process what they’re learning in a human-centered way. Learning Pathways blends knowledge-sharing with team bonding for deeper impact.
Making Digital Conversations Feel More Human Every Day
You don’t need to overhaul your communication tools or flood your calendar with video calls to create stronger connections at work. Making digital communication more human is about being intentional with your words, taking small moments to show empathy, and choosing tools and habits that support authentic interactions. The more we approach our messages with kindness, clarity, and curiosity, the more our digital spaces start to feel like real communities.
Every chat, email, or video call is a chance to remind someone they matter, not just as a coworker, but as a person. Whether you’re using a smiley face, asking someone how they’re doing, or joining a CoffeePals session to connect on something beyond deadlines, these little choices build a bigger culture of trust and belonging.
Humanizing digital communication in the workplace isn’t just a nice-to-have—it’s essential for collaboration, well-being, and team success. And it starts with each of us.
Ready to learn more about workplace communication? Read this next: 10 Fun Communication Exercises for Teams in the Workplace
