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How to Get Started with Instant Messaging

Written by: suzanne rodriguez 720 views

In the last few years, Instant Messaging (IM) has turned into a popular method for coworkers and clients to communicate. Small wonder: using the Internet to “chat” or hold meetings in real time is easy, saves valuable time, and reduces expenses. Instant messaging also lets you to “talk” quietly and privately, which is useful in a wide variety of situations. And, since easily-downloadable Instant Messaging software is free, there are no startup costs.

In case you don’t know, Instant Messaging is a method of real-time communication based on typed text, known familiarly as “chat,” exchanged over the Internet between two or more people. In many cases, web-cams and voice can also be used. Communication is immediate, which means that you can get questions answered and solve problems almost instantaneously. Conversations—which tend to be short, covering only one topic—can be saved for future reference.

Most IM programs today provide these features:

• Instant messages: Exchange notes back and forth with a co-worker/client
• Meeting Room: Hold group meetings with co-workers and clients
• Video: Send/view videos; exchange messages face-to-face
• Images: View images stored on another person’s computer
• Sounds: Play sounds for others
• Files: Send files directly to others
• Web links: Send/receive links to Web sites
• Talk: Use the Internet instead of a phone to talk with co-workers (if using web cams,  you’ll be able to see each other)
• Streaming content: Real-time or near-real-time news, stock quotes, or other relevant data
• Mobile capabilities: Send/receive Instant Messages via your cell phone

Getting Started with IM:

1. Create an account with an Instant Messaging service like Google Talk, Windows Live Messenger, Skype, Yahoo! Messenger, or one of the other IM organizations. Think carefully about the service you want to use.

• If  IM is already being used in your company, go with the service everyone else is using. The reason? Most IM services don’t allow chat with other IM services. In other words, if you’re using Windows Live Messenger, you can’t chat with someone using Skype’s IM service.

• If you’re a freelancer or home-based worker, the decision about which service to use is more difficult—each of your clients may be using a different IM service. Many people in this position get around the problem by maintaining two or more IM services on their computer. Others join one of the alternative services that allow users connect to multiple IM networks from one client, eliminating the need to run multiple IM clients on the same machine. These services include Trillian and Jabber (recently acquired by Cisco Systems).

2. Once you’ve determined the service you want to use, get started. Go the website and follow the instructions. You may have to download software to your computer. Setup is easy, takes about 5 minutes, and involves choosing a screen name to use when communicating with others.

3. Once you are set up, create a contact list (sometimes called a “buddy” list). This list contains screen names of your co-workers, friends, and anyone else you want to exchange IMs with.

4. Leave your IM program open while working at your computer. That way people can reach you for quick questions (and you can quickly ask questions of others). You’ll find that you exchange info this way much quicker than if you were using email.

A few tips for using IM:

• Contact Lists: Whenever you’re logged onto the Internet, people on your list will be informed that you’re online and can receive an Instant Message (you’ll also know which people on your list are available to chat).

• Online Status: You can easily change your online status, informing contacts that you’re away from your desk, don’t want to be disturbed, gone for the day, offline, etc. Most IM programs allow you to include an “invisible” status which is helpful when you’re busy and don’t want to chat (even though you’re not visible to others, you can still receive and send messages).

Later this week I’ll post tips for using IM productively in the workplace.

© Suzanne Rodriguez

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