Instant Messaging Etiquette Tips

Instant Messaging Etiquette Tips

1. Be Professional

It is very important to maintain professionalism when using an IM service. You should have an appropriate display picture and screen name in place to ensure you are not portraying yourself in a way that could easily be misinterpreted. Your status should always reflect your availability; it is not proper etiquette to appear busy in order to deter co-workers from messaging you. It is also important to reciprocate the help you are receiving by being open to assisting others opposed to only asking for things from other people. Another key point in using IM professionally would be to respect the working hours of the receivers and to be mindful of the time of day at which you are sending messages.

2. Design your Messages Effectively

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The messages you are sending should be clear and concise. They should outline the request you are making and set clear expectations as to what you are expecting from the receiver. It is also important to ensure that a time frame is given on when you expect them to have the work completed by is easily identifiable. Instant messaging was designed to be a short message service, so it is okay to send simple messages and omit any unnecessary information that would make it lengthy to read.

3. Be Mindful of What You Say

Ensure that you know who you are speaking with when using the IM service. There have been many instances where a person's message or sense of humour has been misinterpreted due to a difference of cultural differences. When using slang terms in a message, the recipient may not be aware of what you truly mean and could take it to have a different meaning entirely. Be mindful of the jokes you are making as well for they could offend someone and have serious consequences. Although emoticons can help to lighten a joke, an overuse of them will result in a lack of professionalism.

4. Convey the Message with the Proper Tone

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Never send a message when you are angry or upset. This creates a negative atmosphere and only makes a situation worse. It is hard to have an argument resolved through instant messaging as these issues are typically easier to work out in person. It is also important not to be sarcastic as it does not demonstrate professionalism and could ultimately lead to getting in trouble. IM services are implemented into businesses to get work done quickly and to get straight to the point, but be careful not to interpret someone saying they have to get back to work as a negative comment, remember that this is what the service is for. Assume all company messages are monitored.

5. Revise Your Messages Before Hitting Send

Make sure you revise your messages before hitting the send button. Once a message has been sent, it cannot be recalled. You should always double check your messages for spelling, grammar, and also to ensure that your point is clear and concise. Use the 3x3 Process whenever writing a message to make sure that you have covered all of your bases. With evolving technology being integrated into the workplace, people are being judged based on their writing skills so it is extremely important that you represent yourself professionally.

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Follow this link in order to take a quiz to determine what your current technology etiquette level is: http://www.worketiquette.co.uk/office-gift-giving-etiquette.html

Works Cited

IT Business Edge. (2015). Nine Instant Messaging Best Practices. Retrieved February 9, 2015, from IT Business Edge: http://www.itbusinessedge.com/slideshows/show.aspx?c=92347&slide=8

Johnston, S. (2011, November 14). Best practices for instant messaging. Retrieved February 9, 2015, from Business Productivity: http://www.businessproductivity.com/instant-messaging-etiquette/

Lonsdale, M. (2010, July 21). Questionnaire: Technology Etiquette in the Workplace. Retrieved February 9, 2015, from Work Etiquette: http://www.worketiquette.co.uk/office-gift-giving-etiquette.html

Mary Ellen Guffey, D. L. (2013). Business Communications - Fourth Brief Canadian Edition. In D. L. Mary Ellen Guffey, Business Communications - Fourth Brief Canadian Edition (pp. 152-156). : Nelson.