Attend IT Blog

Attend IT Limited has been serving the Brentford area since 2003, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

How to Utilize Instant Messaging in Business

How to Utilize Instant Messaging in Business

Instant messaging is a technology that has picked up substantially in the business world, and for good reason. While email allows for more passive communication, instant messaging allows for more instantaneous communication, similar to a phone call in its urgency. But are you using instant messaging to enhance your work life?

Establish a Usage Policy

Your company should have a policy in place that governs how your employees use it. This means that you must establish clear guidelines for appropriate use of instant messaging. For example, having a group chat for a department is perfectly fine, but having a group that is exclusively for sharing distractions is a problem that can lead to too much wasted time. 

Keep It Professional

You should always use greetings when sending instant messages, similar to the way you would if you were using emails. Using a salutation such as “Hi Name,” rather than opening the conversation with a question can make a world of difference. You should also try to use similar professional language in your IMs as you would in an email.

Keep It Short and Sweet

As we previously mentioned, the big difference between the IM and email is that IMs are designed for instantaneous responses and quick conversations rather than long, drawn-out, detailed messages. The best way to use IMs inside your business is to use this strategy. If you expect someone to respond to a long IM that requires a detailed and analytic response, you might be asking too much. Besides, it may seem like the user is ignoring the message until they can find time to respond to it in the way that you expect.

Still, you’ll want to make sure that you are conveying thoughts and ideas clearly, but instant messaging is a great place to encourage questions to prevent communication gaps. You can really do a lot with many of today’s instant messaging apps, so writing long, drawn-out messages is just counterproductive most of the time. 

Respect the Status Message

Most instant messaging applications allow the user to set their status. This might be something like Available, Away, In a Meeting, Busy, etc. If the user has a status message up, typically they are unavailable.  If this is the case, you should reconsider sending the message until the user is indeed available to take your message. Otherwise, there is a solid chance that the message will slip through the cracks.

Don’t Solely Rely on IM

Obviously, an instant message is not a substitution for a good old face-to-face conversation; it’s just a good option to relay quick messages and communicate when you need to talk to someone who isn’t in the same place as you. Much of communication is non-verbal, so having face-to-face interaction helps you avoid instances of messages being taken out of context as well as establishes that you can make time in your busy day to make connections in this way.

Attend IT Limited can help you implement the best instant messaging platform that suits your company’s needs. To learn more, reach out to us at 020 8626 4485.

Boost Your Productivity with These 5 Tips
The Pros and Cons of Utilizing the Internet of Thi...
 

Mobile? Grab this Article!

Qr Code

Tag Cloud

Security Technology Business Computing Network Security Best Practices Productivity Cloud Tip of the Week Data Backup Data Recovery Hackers Disaster Recovery Managed IT Services Data communications IT Services Privacy Hosted Solutions VoIP IT Support Business Backup Malware Business Continuity Small Business Cybersecurity Mobile Devices Innovation Efficiency Internet Email Software Cloud Computing Phishing Computer Outsourced IT Business Management Productivity BDR IT Support Internet of Things Information Technology Hardware Ransomware Automation Saving Money Microsoft User Tips Smartphone Upgrade Collaboration Smartphones Server Risk Management Managed IT Compliance Meetings Mobile Device Management Managed IT services Mobility Covid-19 Network Budget Workplace Tips Artificial Intelligence BYOD Training Wi-Fi Communication Mobile Device Passwords Windows 7 Avoiding Downtime Gadgets Managed Service Provider Quick Tips Remote Workers Human Resources Save Money Google Spam Remote Work Managed Service Password Data Management Networking Virtual Private Network Cost Management Workplace Strategy Instant Messaging Employee-Employer Relationship History Wireless Computers Printing Hosted Solution Time Management Users VPN Android Firewall Document Management Remote Computing MSP Content Filtering Windows 10 IT Service Hard Drives Maintenance Monitoring Voice over Internet Protocol Encryption Redundancy Paperless Office Manufacturing Tech Term Hybrid Cloud Solid State Drive Audit Backup and Disaster Recovery Telephony Information Big Data Business Technology Recovery Automobile Video Conferencing Marketing Personal Information Remote Devices Help Desk Government Value Employer-Employee Relationship Wireless Internet Telephone Systems Router Conferencing Computing Microsoft Office Software as a Service Saving Time Social Media Data Breach End of Support Printer Data Security Machine Learning Battery Two-factor Authentication Copier Chrome Windows 10 HIPAA Cybercrime Infrastructure Evernote Chromebook Facebook PCI DSS intranet Operating System Electronic Medical Records Vulnerability Regulation Alexa for Business SaaS Hiring/Firing Managed IT Service User Error Virtualization Business Telephone Azure OneNote Word Management Printers Browser e-waste Fiber Optics Advertising Company Culture Laptop Videoconferencing Nanotechnology Mobile Smart Tech Vendor Update Regulations Compliance Data Protection Students Utility Computing Mobile Office Troubleshooting Leadership Social Engineering Cybersecurty Legal Office RMM Data Loss Smartwatch Shadow IT Computer Repair Cost SMB Active Directory Financial Technology Windows Server 2008 AI Streaming Professional Services Workers Connectivity Break/Fix Window 10 Administration Antivirus Vendor Management Managed Services Going Paperless Blockchain Unified Communications Development The Internet of Things WPA3 Downtime Wireless Technology Windows 11 Proactive Wasting Money Windows Server Outsource IT Employees Education Cleaning Travel Streaming Media Online Storage Colocation Holiday Commerce Lifestyle Remote Monitoring Bitcoin File Storage Transportation E-Commerce Money Work/Life Balance Upgrades Project Management Amazon Hacking Business Intelligence Spyware Copiers Phone System Black Market Proactive IT Payroll Private Cloud Application Workstations Customer Service Content Filter Customer Relationship Management Hacker Entertainment Samsung IoT Finance Dark Web Bandwidth Going Green Payment Cards Office 365 Flexibility Cabling File Sharing Gamification Mobile Computing Applications Disaster Remote Working Analysis Virtual Assistant iPhone Save Time Smart Technology App Apple Telephone Voiceover Internet Protocol Language Bring Your Own Device Digital Signage Reputation Television CrashOverride NFL Projects eCommerce Organization Emails IT Solutions Comparison Computer Care Licensing Employee Managed Services Provider Scalability Computer Accessories Environment HBO Storage Memory Admin Alert Windows Server 2008 R2 Smart Devices Reviews App store Health Workstation Fraud Computer Forensics Hyperlink PC Office Tips Analytics WIndows Server 2008 Specifications Point of Sale Net Neutrality Work eWaste Webinar Safety Unsupported Software Robot Facebook Privacy Internet Exlporer Touchscreen Workplace Strategies Sports IT budget HaaS iOS Sync Credit Cards Mobile Security Windows Identity Theft Telework WiFi Data Storage Edge Gmail Wasting Time IT solutions Patch Management Sales Virus Social Windows Ink Device Security YouTube Politics Charger Managing Stress CRM Emergency Root Cause Analysis Humor IT Management Cortana Keyboard Shortcuts Biometrics FAQ Identity Myths Search Worker Commute Scam Audits Unified Threat Management Screen Mirroring Google Docs Ciminal PowerPoint Accessory Miscellaneous Server Maintenance USB Inventory Books Windows 10s Outlook Retail Authentication Settings Google Maps Display Holidays PDF Experience Best Practice Keyboard Computer Tips Augmented Reality Updates Testing 5G How To Policy Identities Computer Fan Adobe Wireless Charging Data Privacy Threats Solutions Supply Chain Cast Microsoft Excel Peripheral Investment Virtual Reality Communitications Innovations Hard Disk Drive Shortcut Websites Security Cameras Processor Relocation Internet Service Provider Business Strategy Windows 8.1 Google Assistant Co-Managed Services OneDrive Apps Financial Micrsosoft Law Enforcement Worker Tablets Microsoft Word Camera Medical IT Current Events Procedure Legislation WannaCry Hard Drive Scams Consultant Access Control ROI Hosted Desktop Excel Gifts Data Theft Benchmarks Video Games Voice Tech Support Twitter Google Drive Sabotage Text Messaging Music