Tag: communication

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Tips workplace

Is there ever such a thing as too much IM?

Is it possible to be inundated (or to inundate others) with too many instant messages? I definitely believe so. As with any type of communication medium, including telephone, e-mail, and postal mail, it is possible to over-communicate with someone.

That is why, when you are deciding how to take your communication methods to the next level in your workplace, you need to make sure you use moderation so things do not get out of hand.

The following are some examples of major DON’Ts when you are using instant messaging in order to communicate:

  • Sending a “follow-up” IM that says, “Hello!?” or “Are you there?!” when a person doesn’t respond. Don’t you think they would have responded if they were available?
  • Typing in all CAPS. This is the equivalent of shouting when read through an online medium. If you need to emphasize something, use the bold or italic styles, if possible.
  • Asking questions you can find out for yourself. I usually never ask other co-workers over IM silly questions like, “What’s the weather forecast for tonight?” or “What time is the meeting?” unless there’s a way I can look it up online myself. This prevents my co-worker from getting distracted (thereby, interrupting their workflow).
  • Over-exertion through IM. Sometimes, if  a message is longer than a few sentences, than it may be best to transfer your message to an email, where it can be stored easily and answered when the other person has time.
  • Under-explaining through IM. Having an IM client installed on your computer doesn’t make you a mind reader. It’s the same for everyone else. Simply typing the message “Are you almost finished?” is much less clear than “What’s the status on that copy you promised me today?”

Try to remember the golden rule- only IM others the way you want to be IM’ed. Respect others’ time and resources and try to use IM only when necessary.

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General Tips workplace

When Other Forms of Communication Fail

One of the benefits of online communication (specifically instant messaging) is when other forms of communication fails, it is always an option. For me personally, I am much more inclined to respond quickly to a person’s IM then I am to their email or voicemail message. I suppose it is the “instant” component of IM that makes me so quick to respond. I feel that they are on the other side of their computer, anxiously awaiting me to answer them.

And because of this, you should learn to utilize hosted or secure instant messaging in your everyday life as well. If a person shows up as online, then you know they are usually using their computer and will immediately respond for your request. I’ve also found that instant messaging is good when I go to talk to a co-worker at their desk and found that they have stepped out for lunch or to use the bathroom. I go back to my computer and send them an IM instead of an email, because I know that it is probably the first thing they will see on their screen when they sit back down. This usually leads to an instant response the moment they are back at their desk. Think of IM as a more personal message service- this can increase communication turnaround and productivity.

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General Tips workplace

Mobile Communication

One of the best things about using a hosted IM client is that you can use it anywhere. Brosix IM can be downloaded to a .zip drive so it can be stored on a flash drive, but you can also download your IM program to your home computer so you are still able to communicate with clients and co-workers if you need to telecommute. This greatly reduces the probably hesitation and anxiety that comes with the decision to work from home or not. If you are able to stay in contact with others from the office using IM, then your boss is able to be aware that you are actually working. You will save a sick or vacation day and actually be able to get some work done!

No more going into work when you are getting sick because you don’t want to take any Paid Time Off (PTO). IM allows you to telecommunate and thus reduce the chances of others in your office getting sick because of you. Explain to your boss that this may actually SAVE your company money, as others will not have to stay home because they are sick.

Secure instant messaging client programs are also great if you are traveling- you can talk with clients and co-workers from your hotel room and the airport, if wireless internet is available. IM is the mobile communication solution for busy professionals!

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General Tips

Safety and Online Communication

Even though hosted instant messaging programs seem to be safer on the surface, it does not guarantee that online communication is not completely safe. No type of communication really is. As long as there are people out there looking to exploit others, then there are also others out there that are going to be victims. 

Unsafe online communication can come in forms other than what is traditionally thought of as dangerous. It can include bullying or using information that is obtained during instant messaging conversations to blackmail a co-worker or acquaintance. 

No matter where you are using instant messaging (whether it is hosted or not), it is crucial to always pay attention to what you are saying. Do not trash your company, other co-workers, or pass on gossip that may not be true. This may come back to bite you, as some companies that have hosted messaging programs also have the ability to view, read, and monitor their users’ conversations. 

The bottom line is, do not write anything online that can come back to bite you! This is the cardinal rule of online communication. Instant messaging, e-mails, blogs, and anything else that you write online that can be traced back to you is important to your online image. Co-workers, bosses, and anyone else can find these electronic records. And if they are demeaning, malicious, or negative, it can affect your job, relationships, and lifestyle. Always be careful and remember, if it was written about you, how would you feel?

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Links Tips

Workplace Communication

Here is a great article about Workplace Communication by Harriet Meyerson, the founder of the Confidence Center. It was found at: http://top7business.com/?id=1016.

Improving your communication skills will enable you to establish better working relationships. Poor workplace communication skills will have negative effects on your business relationships and may result in decreased productivity. These 7 keys will help you unlock the door to successful communication not only at work, but also in all your relationships.

  1. Personal contact is important. People relate to one another better when they can meet in person and read each other’s body language, so they can feel the energy the connection creates. If personal contact is not possible, the next best way to connect is by talking on the telephone.
  2. Develop a network. No one achieves success alone. Make an effort to become friends with people in different departments within your company, meet new people in your community, and look for experiences or interests you have in common.
  3. Always be courteous in your communications with others. Courtesy lets people know that you care. The words “Thank You” show that you appreciate a person’s efforts. Try saying, “would you please…” instead of just, “Please…” You will sound less dogmatic.
  4. Be consistent and clear in your workplace communications. Consistency builds trust. Asking, “Did I explain this clearly?” will assure that people understood what you said.
  5. Compromise decreases the tension associated with conflict. Ask, “What is best for the company?” so that co-workers will not take the conflict personally.
  6. You cannot hold a person’s interest if you have nothing interesting to say. Here are some of ways you can learn to be an interesting communicator. Read your hometown paper daily. Read industry literature so you can know what is going on in your industry. Rehearse telling a few short personal stories about your interesting experiences.
  7. Listen to what others are saying and show interest in the conversation. Listening demonstrates respect and admiration. Make your conversation like a game of tennis and keep the ball going back and forth

As you can see, all of these tips can also be followed not only in person, but also while using instant messaging. Remember to get to the point, always be polite and clear, and be sure to listen (or read, in IM’s case) to what your co-worker or IM partner has to say. These are quite tips and should be remembered not matter how you are communicating in the workplace and beyond.

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General

Global Communication

 

World Communication

Communication has reached an entirely new level with the invention of the internet and later, instant messaging. Now it is simple to communicate with people from all around the world. This has brought all different businessmen and women from the corners of the globe together to create new business ventures, increase revenue, and come up with bigger and better ideas. 

This could not be achieved without the invention of instant messaging. IM has now become vital for communicating with others internationally. It is affordable, easy to use, and readily available. Whether your IM need are just a free program for occasional use or an enterprise IM program to ensure the security of your workplace communication, there are plethora of developers out there that have many options available.

Type in ‘enterprise IM’ or ‘hosted instant messaging’ into a search engine, and you’ll end up with thousands of hits. The point being, instant messaging just isn’t about teens talking to their friends online after school anymore- it is a serious business tool that provides business owners, managers, freelancers, and international entrepreneurs with an easy and reliable outlet of communication. The future of instant messaging seems to be uncertain, but whatever it is, you can be sure that it will continue to be a vital business communication tool.

 

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General Links

Mashable: A Brief History of the Status Update

Mashable did an article on April 8, 2009 about instant messaging and how it has evolved to include Twitter, Facebook, andother status update websites as part of online communication. The bare bones of instant messaging as we know it today has been around since the 1980s. The company now known as AOL invented the concept.

Because instant messaging has evolved so much in the past 20-30 years, one has to ask- where can it go next?

Well, that answer is easy. With internet communication comes a whole new flock of viruses, corrupt file transfers, and strangers sending you and your employees instant messages with links that take you to sites that host malware or worse. Basic instant messaging just isn’t going to cut it anymore, especially in the corporate world. This is where hosted and enterprise instant messaging comes in. A secure encrypted network (like the ones remotely hosted by Brosix) is the next logical step to secure all communication that is sent electronically, even though it is through instant messaging. 

It’s a sad fast that no internet communication is safe from hackers or others trying to corrupt your systems, computers, and networks, but developers are stepping up the plate to provide alternatives that will make companies and organizations feel more comfortable with their employees using instant messaging.

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Announcements General

Welcome!

Hello there, and welcome to the Hosted IM Spot. My name is Kelsey and I will be the main blogger for this blog. I hope to be a great resource for anyone who is looking for more information on hosted instant messaging networks, along with secure IM programs.

Enterprise instant messaging is on the horizon, in my opinion, of being a main type of communication for more than just teenagers. It is a great secure communication resource that can be used to interface with employees, co-workers, clients, and anyone else who would like to communicate without fear of viruses, unknown file transfers, or being inundated with advertisements and gadgets that the working professional has no need for.

With the IM abbreviations like  ‘OMG’ (oh my gosh/God), ‘JK’ (just kidding), and ‘LOL’ (laugh out loud) now being used in some people’s everyday spoken vocabulary, instant messaging has shown to be at the pinnacle of instant online digital communication.

Secure and hosted instant messaging programs for your workplace or organization is a great idea, for many reasons. Some of these include increased productivity (employees do not have to walk across the building to ask a question), instant response to questions/comments (if the person who has received the IM is at their desk), and a great way to share files and ideas without having to rely on sometimes faulty e-mail servers or slow processing times.

Welcome to the Hosted IM Spot. Let me know if you have any questions by e-mailing me at [email protected] or by AIM at kelsey7820. Thanks!