How to Use Instant Messaging in Business

The first reaction to instant messaging in the workplace was to ban it. Now, however, companies are rethinking their policies as studies show that business productivity is actually helped instead of hindered by its use. Instant messaging is a great tool for communicating amongst employees, with the added benefit of being very cost-efficient.

Difficulty: Easy

Instructions

1. Communicate workplace questions by instant messenger to avoid tying up the phone. Already on the phone, and you need to ask a coworker a question, shoot them an instant message instead of hanging up or putting your caller on hold.

2. Keep inbox overflow to a minimum by sending instant messages when you have a small question or comment. Cuts down on the one-liner and "Thank you" emails.

3. Look at away messages--they give real-time information about where your colleagues are. Use this feature to figure out when coworkers are away from their desks and when to expect them back.

4. Get results quickly with instant messaging. Focus on the issue at hand because IM is faster than a phone call. Eliminate small talk on IM. Beats email in the speed test, it flashes on your contact's computer screen immediately.

Tips & Warnings

• Reduce the security risks from instant messaging in the workplace using proprietary instant messaging software.
• Don't abuse IM by chatting with friends all day and neglecting work, your supervisor will notice.
• Avoid using unprofessional screen names or icons. Remember that your IM profile should reflect your workplace image.

Resources

• For articles on IM in the business environment.
• Studies on technology use in America, including instant messaging.