How to Instant Message at Work

Instant messaging at work can be effective if used correctly.

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Instant message programs are very efficient and can be well-utilized in the workplace. Instant messages allow co-workers to collaborate easily without having to leave their cubicle or office. When using instant messaging at the office, it is important to do so in a professional manner to avoid any misunderstandings or blunders. Here is how to use instant messages at work in a professional and effective manner.

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Instructions

Difficulty: Moderately Easy

Step1

Be respectful of other people's schedules. You may be seeking an immediate response, but your co-worker may be knee-deep in an important project or phone call and cannot instantly answer.

Step2

Make sure that your instant message is short and to the point. No one wants to have her work interrupted by a 300-word diatribe about the boss. Instant messages are meant for speedy, back-and-forth exchanges. If you need to have an in-depth conversation with a colleague, it is better to either call or stop by her desk.

Step3

When using instant messages at work, follow the rules of proper grammar. People often become too casual in their typing style when using instant messages. Remember, you are at work and need to remain professional.

Step4

Stay focused on what you are doing Many people will instant-message while doing other things. If you aren't completely focused on the instant message, it is easy to send the message to the wrong person, especially when you are messaging several people at the same time.

Step5

Keep in mind that some things do not translate well into the written word. Just like with email, some types of humor are not expressed well through instant messages. What you meant as a funny, sarcastic comment may be taken seriously by a co-worker.

Step6

Go with the flow After a 10-minute IM exchange with your manager, he writes, "Back to my work" and ends the conversation. Don't take offense at his brevity or perceived tone. Because IM involves quick volleys of conversation, it's easy to appear abrupt or rude when no offense is meant. Along the same lines, don't leave someone hanging: There's nothing more frustrating than having a five-minute IM conversation that ends with you waiting for a final response. Let the person on the other end know if you have to stop chatting.

Tips & Warnings

Be mindful of the fact that not everyone is proficient in the use of instant messaging. Just because you know what abbreviations like OMG, LOL and ROFL mean, do not assume that everyone else does.
Just because a colleague is logged onto the instant message program, do not assume that he is at his desk and immediately available.
Instant messaging can be distracting at work. They usually will pop up onto the computer screen in front of other windows.
Your instant messages don't have to be perfect. However, before sending a message, ask yourself if you would be embarrassed if your manager saw it. Some comments and humor are simply not appropriate for the workplace. If you have any doubts, it is best to not even take a chance.