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!