Using the Instant Messaging System for the Enterprise

A technology that at one time was used primarily for one-on-one chats has become the mainstay for businesses the world over. If you go to any business, you will find them instant messaging each other instead of sending emails or talking over the phone. A lot of businesses use it today because it is fast, convenient, and you can use it immediately, instead of waiting for a response by email. It is also good for emergencies and urgent messages. The three major IM’s are AOL Instant Messenger, Microsoft .NET Messenger, and Yahoo! Messenger. In order to get the best use of the software, here are some tips for you to following to get the best use of IM software:

 

·        Always adopt a policy for users when using Instant Messaging: If you are the manager of your company or department, it would be good for you to place restrictions around its use. You should supply to your people a list of ways to use the software so as not to use it for the wrong reasons.

·        Avoid communicating confidential or sensitive information: Do not use IM to transmit any type of confidential information. You never know who is watching you or the other party. Use this forum for updates and status reports only.

·        Do not mix your personal and business contacts together: You have to be careful how you manage your list. If you by chance send a message to the wrong party by accident, heads could roll. You could get into serious trouble. Avoid this by keeping your personal and business contacts in separate folders or locations.

·        Don’t use the service for personal messaging: If you have to use the IM service to communicate a personal message to someone, just have policies in place not to abuse it. Try to keep all personal contact to a minimum. Inform the faculty and workers to use IM during their lunch breaks or when they take a break during the day.

·        Be careful what you say: You may not realize this but what you say on chat is saved. So be careful what you say to others. You wouldn’t want to say anything bad about your boss. You’ll regret it later.

·        Watch out for viruses: Here is the biggest concern for yourself and your company. You have to be careful what file you upload or download. Because with viruses out there, you never know what file may contain a virus.