My coworkers and I often use instant messaging (IM) to communicate with each other. Even though our offices are all really close together, we still IM each other. I guess that means we’re a little bit lazy.
Do you use IM at your office? If so, it’s a good idea to follow certain guidelines. Since the messages pop up on a person’s screen, IM can be annoying and intrusive. So here are a few suggestions:
- Don’t IM people that you’ve never met. If you’ve met the person at least once, then it’s fine. If you’ve never met the person, then it’s weird.
- Start by greeting the person and asking him or her if now is an OK time to chat. (Write something like, “Hi! Do you have time for a quick question?”)
- Keep the conversation brief, and only ask a question if you know the person can provide a quick response. If you need to share a lot of information, or if you know the person is going to have to think about his or her answer, send an email instead.
- Don’t use confusing abbreviations. Stick to the ones that everyone knows. LOL.
- Don’t use IM to share bad news. If you have unhappy news to share, do it over the phone or in person.
- Don’t change a meeting time or location at the last minute using IM. The meeting participants might miss the message. Try to give them a call instead.
- At the end of the conversation, say “thanks.” Saying nothing seems rude and abrupt.
To be honest, I think my coworkers and I break most of these rules! I guess that means we’re both lazy AND rude! But hey – don’t be like us. Follow these guidelines and your coworkers will be impressed with your professional and polite approach.
Giang, V. (2013, November 15). 9 instant message etiquette rules every professional needs to know. Business Insider. Retrieved from: http://www.businessinsider.com/9-instant-message-etiquette-rules-2013-11
