6 Rules for IM-ing at Work

Instant messages, or IMs, are efficient and lightning quick. Because colleagues can hold real-time conversations and easily collaborate, IM continues to grow in popularity in the office. But these same qualities also can lead to serious blunders, like the one above.

The following suggestions can help you make the most of instant messages and avoid disasters along the way:

Mind your manners
People rely on instant messaging when they seek an immediate response, but, when using this medium, remember that your colleagues have their own schedules and deadlines. Don't assume a co-worker is available just because the person's IM status indicates he or she is logged on. Your colleague may have forgotten to change the status to "busy" or could simply prefer to concentrate on a different task for the time being. When time is of the essence, it's usually safest to pick up the phone or stop by a co-worker's desk.

Also keep in mind that instant messages can be distracting because they often pop up on the computer screen in front of other open windows and are usually accompanied by a noise trumpeting their arrival. So exercise restraint when IM-ing or at least adjust your settings.

Keep it short and sweet
No one wants to read your 200-word IM rant about a frustrating colleague who doesn't understand the genius behind your ideas. Instant messages are best for quick back-and-forth conversations, and many IM programs even limit the amount of text you can write. If you're approaching that limit, it's a good sign that you need to switch to e-mail or meet in person. 

Remember, it's still about clear communication
Electronic communication, including IM, e-mail and mobile text messaging, often gives people an excuse to ignore the rules of grammar or, in some cases, forget them altogether. Consider these common IM phrases: "OMG," "LOL" or "CWYL." Do you know what they mean? IM has created a new language, but not everyone is fluent in it.

Don't send messages that may confuse the recipient or are full of errors, which can cause contacts to question your professionalism. Though perfection is not always necessary, when in doubt, ask yourself, "Would I be embarrassed if my manager or the CEO saw my instant messages?"

Exercise caution
People frequently use IM at work while multitasking, but this can lead to problems. Says Kevin K., who works in the financial industry: "We'll often be on a conference call, and members of my team will IM the entire time -- usually discussing the ramifications of the topic at hand, but sometimes using it to express frustrations about someone on the call." It's easy to mistakenly send a message to someone you didn't intend to -- particularly when chatting with multiple people at once. And it's just as easy to miss critical information during a conference call if you're busy messaging.

Some things don't translate
Similar to e-mail, attempts at humor or sarcasm can fall flat or be misinterpreted in an IM. A good rule of thumb is to make sure you are familiar with the recipient's sense of humor before attempting to be funny. Even then, there are some things that are not appropriate for a work-related instant message. When in doubt, err on the side of caution.

Go with the flow
After a 10-minute IM exchange with your manager, he writes, "Back to my work" and ends the conversation. Don't take offense at his brevity or perceived tone. Because IM involves quick volleys of conversation, it's easy to appear abrupt or rude when no offense is meant.

Along the same lines, don't leave someone hanging: There's nothing more frustrating than having a five-minute IM conversation that ends with you waiting for a final response. Let the person on the other end know if you have to stop chatting.

There's little doubt that instant messaging will continue to grow in popularity in the workplace and change how people interact. Knowing the most appropriate ways to use it will help you take advantage of its convenience and efficiency while avoiding common gaffes.

Robert Half International is the world's first and largest specialized staffing firm with a global network of more than 360 offices throughout North America, South America, Europe and the Asia-Pacific region. For more information about our professional services, please visit www.rhi.com.