Communicate with Caution

Not too long ago a coworker of mine sent an interoffice instant message that read “Darn…I can't make it. How can I say no to lunch with my boss.” To her unfortunate surprise, she mistakenly sent the message to her boss, who has the same last name as her friend. A Faux pas like this can be embarrassing to say the least, and if you are not careful, can be quite detrimental to your career. While instant messaging, or IMs, are becoming commonplace, their efficient and lightning quick nature require cautious use. Consider these tips to avoid an interoffice IM blunder.

I have discovered that it is always wise to send a greeting such as “hello” or “good morning” before diving into the conversation. Although someone may appear to be logged on, many people step away from their desks without changing their status from active to away or busy. The rule here is to never assume a co-worker is available just because the person's IM status indicates he or she is logged on. After receiving a response to your greeting, then it is appropriate to enter a dialogue.

I also find that it is best to keep your messages short and sweet. No one wants to read a 200-word IM rant about a frustrating colleague or bad date. Instant messages are intended and best for quick back-and-forth conversations that don’t require elaborate explanations. Many IM programs even limit the amount of text you can write, so if you're approaching that limit, it's a good sign that you need to switch to e-mail, or better yet pick up the phone.

Be mindful that electronic communication, including IM, e-mail and mobile text messaging, often gives people an excuse to ignore the rules of grammar. It is not necessary to spell out everything correctly; however, it is important that your communication be precise and clear. Consider these common IM phrases: "OMG," "LOL" or "CWYL." Do you know what they mean? IM has created a new language, but be aware that not everyone is fluent in it.

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 "instant ignorance." Excercise caution, communicate clearly and stay connected.