Post on 12-Jun-2015
INSTANT MESSENGERS: BEST PRACTICES
-Raghunath Soman
• Instant Messengers are an integral part of any corporate network.
• Most popular are Skype, Yahoo, MSN.• Office Communicator bundled with MS-Outlook
2007/2010 has some great features.
• Most people tend to regard instant messaging just as personal chatting.
• Here are some of the best practices that will make life easier.. For you, and your colleagues!
• As soon as you install an IM application, spend a few minutes to configure it.• Turn off unwanted notifications. Do you really need to know when
each of your 150 contacts came online and who went offline?• Turn off sound alerts, unless you wish to be awakened from your
afternoon nap.• Enable saving of chat history…. You never know what piece of
information may be required.• In the status area, rather than writing a stale quote, consider
having a contact number. It is far more useful.
Status
Status Set this when… If you see this, then…
Available You are at leisure. You have just arrived in office, or have some free time
Feel free to ping and talk about any matter
Busy You are working on some project task that needs considerable concentration. (Coding, creating a Visio diagram)
Ping only if you wish discuss project stuff. Keep your messages brief, to-the-point
Do not disturb/In a Meeting
You are in a meeting OR you need to focus really hard. Use this status for small periods, not more than couple of hours at a time.
Do not ping!If matter is important, send email marked high-priority. If matter is urgent, consider sending an SMS.
Status
Status Set this when… If you see this, then…
Away This status is usually automatically set when you lock the computer
Do not type any confidential or scandalous matter. Just type “hello” and hope that recipient will get back to you
Inactive This status is usually automatically set when IM has not been used for considerable time
Treat this as available for work-related discussions, but not necessarily for personal chat
Offline/Invisible This status is usually automatically set when user logs out from IM or shuts down the computer
Use e-mail for any communication
Best Practices• If you want something or are asking a question put it in
your first message.
DOs• For personal matters, first say Hi, and ask if the person is
free.• For work related matters, prefer writing the question in
first line itself.• Read once before you hit Enter!• Be aware of other person’s typing speed.• Use proper emoticons to convey you’re just kidding.• Always consider the possibility that your recipient may
have some company reading your texts.• Learn how to politely say ‘bye’ and get back to your work
DON’Ts• Do not send important files via IM. Send them via e-mail.• Do not use ‘funny’ names as IDs.• Do not use photos of public figures or celebrities as your
profile photos.• Do not use IM to spy on your friends/colleagues by using
the invisible mode. • Avoid too much slang or SMS lingo. “#s luk gd… lnch @
2. tty l8r”• Never share critical, confidential data through IM (credit
card details, PIN numbers, passwords)
Thank You!