Admin's Assistant
Rules for IM-ing at Work
When e-mail was invented, it was hard to believe that business communication could get done any faster. Today, that too has evolved and businesses are working faster than ever via Instant Message (IM) programs.
Similar to e-mail, IM-ing at work has risks. Some risks are more problematic than others—from abuse of resources to Trojan viruses. In some businesses, the benefit of IM can outweigh the risks by allowing coworkers to quickly communicate with each other in real-time as well as collaborate in groups without leaving their desk.
If your office already uses IM or plans on using IM in the future, here are a few things to remember to keep IM-ing office friendly.
Appropriate screen name
When communicating with friends and family any screen name is fine, but you probably don’t want to IM your boss under the screen name “Sxxxy.” Since there are virtually an unlimited number of screen names one person can sign up for, choose a business appropriate screen name such as your name, job title or a combination of both to use at work.
Clear communication
As if IM-ing wasn’t fast enough, people have created an IM “language” made up from the abbreviations of common IM phrases. Remember, not everyone knows what ROTFL (rolling on the floor laughing), TTYL (talk to you later) or BRB (be right back) means. Be sure that everyone is speaking the same “language” before using abbreviated phrases. Also remember that tone, especially sarcasm, doesn’t always translate over IM. Be aware that how you say some things might seem insulting to the person on the other end.
Keep it simple
Instant messages are supposed to be just that; instant. If your message goes over 30 words, you might want to consider writing an e-mail or carrying on the conversation in person. Keep messages short. IM is not the place for descriptive monologues.
Don’t forget your manners
Most instant message programs play little sounds when a message is sent or received and some play a sound when people sign in and sign out. Be courteous to the people around you and make sure that all possible noises are disabled or speakers are muted. If someone doesn’t respond to you right away, they may be too busy to respond or not at their desk. Just because a person is signed on, doesn’t always mean they’re available to talk. By the same token, if you’re too busy to chat or are away from your computer, remember to use an away message or sign out completely if you don’t want to be contacted.
Be careful
Pay close attention to the messages you send and consider who might be reading them. Like your e-mail, your instant messages may be monitored and read by anyone, from the IS department to your boss. As a general rule, if you would be embarrassed to have a message you wrote read out loud at work, it’s probably not a good idea to send it in an IM at work.
What other rules should be followed when IM-ing at work?