Using Instant Messaging Solutions

IM software means instant communication with employees around the world

No longer just for teens and college students, IM software has become a valuable business tool. It has become an easy, inexpensive and, at many times, indispensable form of communication.

Before you put an IM solution in place at your office, there are several things you need to think about. If your corporate instant messaging is not handled properly, it can become more of a hindrance than a help, so consider the following:

1. Will free Internet message services be cost effective or prove to be an employee time waster?

2. Do you want to use instant messaging over the Internet or would the Intranet be safer?

3. Is it important for you to monitor employee use of Internet message services?

 

Look into free instant message services

The easiest way to incorporate using instant messaging solutions in your business is to simply have employees sign up for accounts with one of the many free services available online.
Try: Have employees create new, professional screen names instead of using existing ones they may have registered. You don't want an individual to contact a superior using the name hotdog29, for example. Buzzle has some good ideas on its website. Also, if you don't want to limit yourself to one messaging service, you can sign up for Pidgin. It allows you to communicate with users of any number of free services, including Yahoo and AOL Instant Messenger (AIM), using one program.

Look into corporate instant messaging solutions

Some employers like to stay away from the free Internet message providers because they are so easily accessible. Not only does it make it a less than secure place to discuss trade secrets, but employees can chat with Aunt Mildred just as easily as with John Mildred, Director of Marketing.
Try: Look into IM services specifically for the business environment. They can either run on your Intranet or be available only to individuals with the credentials needed to log on to the network. Two to start with are WebEx Communications, which is owned by Cisco, and OnLAN Messenger from Corpsoft. Note that for Intranet solutions off-site employees will have to log on to a virtual private network (VPN).

Research software to monitor business instant messaging

The main problem with adding IM solutions to your business model is that employees can get so busy with chatting that it can hurt productivity. It's best to address this issue before you have to.
Try: Express to employees that use of IM solutions is a privilege that can be revoked or have them sign contracts agreeing to use the service only for business purposes. If this doesn't work, you can use message monitoring software and address any problem employees directly. Try the Busted! package by PC Sentinel Software or IMAuditor by FaceTime Communications.

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