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Who are you, again?

Here’s the scene: you’re typing away, minding your own business. You’re working on an important report actually. It’s the first bit of quiet in the office you’ve had in days and you’re finally getting some good work done. Coffee’s just the right temperature. All you can hear is the tap-tap of keys, the air conditioning, and gentle office sounds.

Then all of a sudden, without warning, you start getting instant messages from some guy down in accounting. At least, you think it’s that one guy in accounting. He’s asking about some document he sent last week. He won’t stop! Short sentence – new line. Another sentence – new line. You think he’s really mad about something – new line…

All drama aside, instant messages can be a shocking interruption in the middle of important work. It’s like sandpaper on a rash. A splash of cold water to the face in a snow storm. Nobody likes being interrupted. So here are a few tips to remember when you instant message someone in the office the first time, or even if it’s the first time in a long while.

1. Introduce yourself.

A quick, “Hey, this is Joe Schmoe down in accounting” can go a long way to helping remind the person on the other end remember who you are. This quick introduction also gives them some context.

2. Make sure they’re not busy.

Ask them if they’ve got time to chat. Continuing with our above conversation, “Hey, this is Joe Schmoe down in accounting. Do you have a minute?” It’s quick. It’s easy. They now have context and you’ve given them the opportunity to gracefully decline or engage in conversation.

Here’s an idea for the the “I’m a little busy” response. Try, “No problem. I’ll shoot you an email. Thanks!” Once again, it’s fast and easy. You still win, although not as quickly as you may have liked.

3. Not all conversations are instant message worthy.

You may be able to type at 140 words per minute, but not everyone can answer questions as quickly as you. Think about your question and ask yourself if an email would be better. In fact, if important or sensitive information is being requested you should strongly consider email so you will have a record of the response.

4. Ease into humor

It takes time to get on the same wavelength. What may be funny to you may be offend the person on the other end of the chat. Emoticons can come in handy here, but they can make it much worse, too. The key here is to make sure you know the person well enough to make jokes or or before you drop a little sarcasm.

Wrapping it up

Instant messaging etiquette is important, especially when you first start chatting with someone. Even if you simply have not chatted in awhile, a quick introduction never hurts. You don’t want to be that guy in accounting, trust me. With a little care, you can make sure that people are glad to work with you instead of starting off irritated and frustrated.

Any other annoying instant messaging habits I should know about?

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