Creating Effective Instant messages in the Workplace

Author: Jo Ann Luna

 It is not uncommon to see Instant messages being used as a routine form of communication in many companies. Since E-mail has been known to spread viruses and spam, alternatives have been looked into so that those problems may be avoided.  There is a difference between the IM a person uses with family and friends and the IM used in the workplace.  If you did not already know, there are specific programs companies now use, Business-Grade IM systems, that offer wide ranges of capabilities that are very useful.

This new form of technology that is being introduced into the workplace has opened up many doors.  When IM was first introduced many thought it was not appropriate for the workplace and were reluctant to participate, but now it is becoming a very convenient form of communicating.

In the video attached Jim Vaselopulos, of PSC Group, talks about how business has been impacted and is now benefiting from the use of IM.

In the video, Jim does mention the importance of how there is a time when it is appropriate and when it is not.  Therefore, when using Instant messaging in the workplace there still needs to be a professional tone.  You should not use the same style that you use with friends; the tone should be conversational and concise yet still professional.  

Knowing how to implement the Three-Step Process of Plan, Write, and Complete when using IM in a business environment will help to communicate effectively.

·       Plan the overall message that you want to send.  If you are responding to a question consider the best way to meet the audience's needs and try to deliver the information in a way that conveys as much information with the least amount of messages.

·      Write with a formal tone, one that you wouldn't particularly use with friends and try to avoid using acronyms such as HTH, hope that helps. However, even if the conversation is informal you can still communicate effectively by maintaining proper etiquette and a professional tone.

·      Complete the message by carefully revising for any spelling or grammatical errors.  Quickly scan each message before you send it to make sure the entire message is clear and complete. The completing process is actually quite simple since you do not have to produce and distribute the message you would an email.


For example here is a great way to use IM when you need a quick response:

Once you know how to communicate using the Three-Step Process it is much easier to use IM in the workplace. Adjusting to the system becomes easier with continued use, just as Jim Vaselopulos said. In this case practice makes perfect.

You can check out the different types of Instant messaging available, specifically designed for business environments:
http://downloadsoftwarestore.com/software/subcategory/41/17