Instant messaging (IM) is a popular and convenient way to communicate with your team members online. But how can you use it effectively to enhance collaboration, productivity, and engagement? Here are some tips and best practices to help you leverage IM for better team communication.
Not all IM platforms are created equal. Some are more suited for casual chats, while others offer more features and integrations for work-related tasks. Depending on your team's needs and preferences, you may want to use different platforms for different purposes. For example, you may use Slack for project updates, Zoom for video calls, and WhatsApp for socializing. Whatever platform you choose, make sure it is reliable, secure, and easy to use.
IM can be a great tool for quick and frequent communication, but it can also be a source of distraction and stress. To avoid confusion and frustration, you need to set clear expectations and boundaries with your team. For example, you may want to establish when and how often you will check and respond to messages, what kind of messages require urgent attention, and what kind of etiquette and tone you expect from each other. You may also want to create separate channels or groups for different topics and projects, and mute or turn off notifications when you need to focus or relax.
IM is not a substitute for other communication methods, such as email, phone, or face-to-face meetings. It is a complement that can enhance and support them. For example, you can use IM to confirm appointments, share files, ask questions, give feedback, or celebrate achievements. However, you should not use IM to discuss complex or sensitive issues, resolve conflicts, or convey emotions. For these situations, you may want to use more appropriate and effective methods, such as video calls, voice messages, or in-person conversations.
One of the benefits of IM is that it allows you to communicate quickly and efficiently. However, this also means that you need to be clear and concise in your messages. Avoid sending long or vague messages that may confuse or overwhelm your recipients. Instead, use short and simple sentences, bullet points, emojis, or gifs to convey your message clearly and succinctly. Also, make sure to proofread your messages before sending them, and avoid using jargon, slang, or abbreviations that may not be understood by everyone.
IM may seem informal and casual, but it is still a form of professional communication. Therefore, you need to be respectful and courteous in your messages, and avoid using language or content that may be offensive, inappropriate, or disrespectful to your team members. For example, you should not use IM to gossip, complain, or criticize others, or to send personal or confidential information. You should also respect your team members' time and availability, and avoid sending messages that are irrelevant, unnecessary, or disruptive.
IM can help you build rapport and trust with your team members, as well as foster a sense of collaboration and engagement. To do this, you need to be responsive and supportive in your messages, and show interest and appreciation for your team members' work and contributions. For example, you should acknowledge and reply to messages in a timely manner, provide constructive and positive feedback, offer help and advice, and express gratitude and recognition. You should also use IM to share ideas, insights, and resources, and to celebrate successes and milestones.