Six rules for IM-ing at work
Popularity of instant messaging on the job grows
From CareerBuilder.com
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Among teens and young adults, a whole subculture language has developed around instant messaging, leaving many scratching their heads when they see things like "ttfn," and "ttyl" ("ta ta for now," and "talk to you later").
But while many friends and classmates have become pros at communicating with each other through instant messaging programs, these tools also have become increasingly standard in many workplaces.
According to a 2004 America Online survey, the use of instant messaging in the workplace and from mobile devices continues to grow.
Nearly 27 percent of AOL's Instant Messenger users surveyed said they use instant messaging at work. The company says this is an increase of 71 percent over last year.
The Pew Internet and American Life Project says 53 million Americans (43 percent of all U.S. Internet users) report using instant messaging, with approximately 11 million Americans logging into an instant messaging program daily.
Because of the immediacy of instant messaging programs, some workplaces have adopted them as legitimate business tools.
Instead of using e-mail and having to wait for responses, or communicating via the phone, employees can type quick messages back and forth and get real-time responses.
But like any other form of communication, particularly new high-tech forms, there are rules when it comes to using instant messaging programs. If you want to put instant messaging to work for you in the office, here are six tips to follow.
1. Check your company's policy on downloading IM software: Some companies offer instant messaging to all employees, but most do not yet automatically provide this kind of software. While most instant messaging software is free, you still need to download it onto your system. Many companies have strict policies about downloading additional software onto company-owned machines.
This is because downloads can open up company systems to risks such as viruses. Other employers are concerned about potential lost productivity due to instant messaging. If your company does not have a formal policy about instant messaging programs, ask around to see if they are acceptable or not.
2. Use caution: Like other forms of electronic communication, instant message conversations can be monitored by employers, are saved in computer systems, and can be retrieved. Just because it seems like you are having a casual "chat," it doesn't mean you can let your guard down and say whatever you want. You need to be as careful about what you say in an instant message as you would in e-mail.
3. Be aware of viruses and other security risks: Most instant messaging services enable you to send files with your messages. Again, like any other form of electronic communication, be aware of the risks involved. Just like e-mail, you should never open attachments that come from someone you do not know or that are unfamiliar to you.
4. Use your status options: Instant messaging programs allow you to tell others what your "status" is. This means you can label yourself as "online," or available to talk, or let others know when you are "busy."
Use these status options to let others know when you can and cannot chat. If you are swamped at work and need to concentrate, change your status to busy.
If you are out to lunch, change your status to "away" so others know you are out and not just ignoring them. Don't feel bad about telling a friend that you have to concentrate on work rather than chatting about your weekend.
5. Be respectful of others' time: Respecting your colleagues' status options is as important as using yours. If you see that someone has listed their status as "busy," honor that person's wishes and don't try to start an IM conversation.
6. Be responsible: The reason many companies are wary of IM programs is the tendency of employees to use them for personal rather than business purposes.
Again, like e-mail, many people abuse this tool and use it to talk to friends and family all day. Keep your communication at work at a professional level. Doing so will help demonstrate the real business value of instant messaging to your company.
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