12 tips for Instant Messaging in the Workplace
IM is the latest and fast growing form of business communications. IM is a great tool to help communicate more efficiently. Here are the 12 tips for instant messaging in the workplace:
1. Be brief and quick. This is used by public speakers, yet it fits perfectly with IM as well. IM is as the name implies, an “instant” message. It is not intended to replace e-mail, nor is IM is intended to be kept over time.
2. Introduce Yourself. This should be no different than when you meet in person. Let the recipient know who you are. Give a brief greeting such as, “Hello. This is Sydney from the sales department.
3. Respect a person’s time. When the system shows IM is available, the recipient may not be at his or her desk. Ask if the person is present or away, you’ll know if you don’t get an immediate response.
4. Be on the same page with all team members. Get updated with all the features your IM system provides. Everyone is expected to know how to use the system to its best advantages.
5. Don’t barge in. Whenever you see a “Do not Disturb” alert, you should not send a message. Like of it like barging into someone’s room when they are busy. You should wait until they are available again.
6. Stick to one subject. IM is intended for quick messaging. It is not intended for long and drawn out conversations. The messages should be purposeful and it should cover one subject at a time. If you have several subjects and questions, you should use e-mail instead.
7. Write in complete sentences. This isn’t texting. You should always use proper capital and lowercase letters. Make sure your spelling and grammar is correct. You should limit yourself on using emoticons because it isn’t very professional.
8. Use line breaks. Do not send one long run-on paragraph. You should separate the text with blank line breaks.
9. Be careful about distribution. Take time to review the distribution list before sending an instant message. This is to ensure everyone is or is not intended to see the messages that you send.
10. State how fast you need a reply. Waiting one or two days for a reply on an email seems pretty reasonable. People expect you to reply on IM as fast as possible. But, to keep everyone happy, state how fast you need a reply. If you receive a message and are too busy to reply, let the sender know.
11. Cover your bases. If you want to send important information, IM is not the best to do so. Sensitive information that is forgotten easily should be sent on e-mail.
12. When and how to end: It is not always clear when a conversation on IM is over, unless you or the person you are typing to ends with a “goodbye” or “thank you”. Once you receive a reply, it may not be necessary to continue the short conversation (Seid, 2014)
Question for you: “What have you learned after reading this post? Be specific in detail. Have your thoughts about instant messaging changed after reading this post? If yes, explain.
Seid, S. (n.d.). 12 Tips for Instant Messaging in the Workplace – International Business Protocol and Social Etiquette. Retrieved February 27, 2016, from http://www.advancedetiquette.com/2014/06/12-tips-for-instant-messaging-in-the-workplace/
