Instant Messaging at the Office Can Brew a Long Term Headache

As convenient as instant messaging is -- and in the corporate world, Lotus Sametime is the standard -- using it has been the downfall of many office workers. Within the same company, policies regarding the use of instant messaging differ from one department to another. If you transfer within the company, you may discover the pitfalls the hard way, so for your own sake, be wary.

For example, the following differences apply at the leading edge company where I work:

a number of departments are completely forbidden to use the Sametime that is automatically installed by the IT people on every employee's PC.

Manager-friends in still other departments say Sametime's use is limited to management. Period. Non-managers caught sending instant messages are reprimanded, and may be "written up," if such use occurs again.

In our department, we are often inundated with instant messages from all status levels, all day long. We are not allowed to be off-line, since only higher-ups can announce they do not want to be disturbed.

None of us mind the occasional, lighthearted inquiry from a co-worker. It helps us get through the day. However, many interruptions tend to be unnecessary and often annoying. You answer a message, "they" answer back, you answer them, they answer back, and on and on.

Sametiming a nearby co-worker definitely beats yelling across the office at him or her, but look first to see if the person can truly be interrupted. Are they on a conference call, with headset on? Have they even said a word to anyone since they got in?

If a technical question is urgent, due to an imminent release date, or a knock-down, drag-out fight is looming, then Sametime is the highly useful tool it was intended to be. No, you don't have to answer an instant message rightaway, and if you're away from your desk on a research question or other errand, you won't answer rightaway. Ignore the message too long, of course, and your phone will ring.

Even so, when I'm focused on a problem of my own, the last thing I need is a pop-up window that asks "We had a salesman in here about 16 months ago, demo-ing Widget Zappers. Why didn't we buy his software? Whose decision was that?" Darned if I know, and right now isn't a good time for me to look it up either.

Red Alert!

When the volume of messages is high, invariably there are days when at least two or three IM windows will stay open for more than a few minutes. Rare is the employee who has not made an inappropriate answer in one window that was intended for another! The results are sometimes harmless and funny. Believe me though, you'll hear about it, when an offended person is truly angry. It can cost you a merit increase, a promotion, or even your job. So, watch your step, especially when multiple message windows are open.

© 2006 Shirley Ann Parker

Shirley Ann Parker is a full-time technical writer. She is also the author of Discoveries: A Journey Through Life, a delightful collection of short stories about the joys and frustrations of family life and friendships. Discoveries is available from http://www.bbotw.com and other online bookstores. Read more about Discoveries at http://www.shirleyannparker.com/discoveries.htm, and see more of Shirley's creative work at http://www.cafepress.com/topazcoveplus.