Instant Messaging in the Workplace

Instant Messaging is a great tool for real time communication. Many businesses are allowing this program to be utilized in their work environment. Some companies restrict instant message access to only those in your workplace and some open it to anyone.

Here's the real question, how effective is this? Even with internal restrictions, instant messaging is a tool used primarily for office gossip, discussing lunch plans and typical chit chat without leaving your desk. Rarely is this utilized strictly for business. As much as it sounds like a great idea, the fact of the matter is, people use it as a way to communicate with friends more than co-workers. I have only had one instance when my instant message was strictly for business. That is because all the IMs I get are about work and nothing else. If this person asked how my day was or how the weather is, I would respond to it.

It is proven that the arrival of an instant message can distract you for at least 15 seconds. It will take you that long to re-gain your focus and that is only if you don't read the message. If you read it, you can blow the above statistic out the water by a long shot.

In the meantime, keep in mind there are features offered by most instant messaging services. You can temporarily disconnect it if you feel it's getting out of hand, you can "appear offline" which makes it look like you're not signed in and you can show a busy sign which tells the others that you are currently busy and you don't want to be bothered. These are helpful tools but don't prevent you or others from sending messages back and forth. If someone is trying to gossip, tell them to stop. If you don't, you'll be consumed into the black hole of gossip.

Always assume your superiors have the ability to read everything you typed. Would you want anyone to read your communications? If not, don't write it. Even if you aren't being monitored, the person you're sending messages to, have the ability to record the conversation or copy and paste it anywhere they'd like. Also note that just because this service is offered in different companies does not mean that you have to use it.