If the faithful readers of this column had instant messaging, I could tell them right now to read this.
Even though I’m guessing most of them are more electronically savvy than I am, good money follows that they still aren’t on the instant messaging bandwagon – at least, not my instant messaging bandwagon.
Nancy Flynn has it, but then she’s written a book, “Instant Messaging Rules: A Business Guide to Managing Policies, Security and Legal Issues for Safe Communication” (AMACOM, 2004).
Irene Majuk, her publicist, who claims she is a “fuddy duddy when it comes to new technology,” has tried it and thinks it’s “pretty cool.”
My son Mark Zoeckler uses it every day in his job as an Internet information developer for PricewaterhouseCoopers and to talk to friends. My other son, Evan Reid, used it until his law firm banned it because the partners were unsure of its security.
Instant messaging has emerged as the latest business communication vehicle despite a laundry list of dangers and disadvantages that cancels out much of its seductive allure, mostly to people 40 and younger.
In fact, says Flynn, instant messaging is already used by more than 100 million globally and is quickly replacing e-mail as the electronic communication of choice. In offices across the nation, employees are downloading and using free instant messaging software on their computers, often without the knowledge of or permission from their bosses, she said.
Instant messaging, actually a form of e-mail that allows users to communicate in real time, can save individuals or companies time and money, thus accounting for its popularity.
As a one-time instant messaging user, I can also assert that it can drive you nuts.
Those who by now have no clue of what instant messaging is, allow me to provide a brief description. Instant messaging – which can be obtained free from the three leading network providers, AOL, Yahoo and MSN Messenger Service – provides a small window that stays unopened on your computer toolbar until activated. Most people have a list of instant messaging buddies who can be contacted. You type a brief message, then send it by clicking on their name.
The address listing actually shows which buddies are sitting at their computers, and who theoretically can reply to your message. But the listing does not say what they are doing and how distracting it might be to have their instant messaging window pop up with your message as they, for instance, try to finish an article on instant messaging before a deadline.
The more instant messaging listings on which your name appears, the more chances of being interrupted when you are doing something truly important, such as downloading The New York Times crossword puzzle or bidding on a crystal vase on eBay.
Instant messaging advocates defend the “distraction factor,” arguing you can opt out by signaling you don’t want to be interrupted, something you can’t do with your phone, short of turning it off. My experience is that even the most ardent and professional instant messagers fail to heed such warnings.
According to Flynn and CareerBuilder.com, however, there are plenty of excellent reasons to consider using instant messaging while at work, including:
Saving long distance charges. Instant messaging can really pay, especially if you’re communicating internationally, where phone charges remain high.
Reliability. When using instant messaging instead of e-mail, you know you’re getting your message across right now. This comes in handy when working on projects with co-workers in other geographic locations. Like e-mail, instant messaging sessions can be saved.
Hosting chats and conferences. Instant messaging allows you to avoid public chat rooms, which often are chaotic and difficult to conduct a focused business conversation. Though usually used for simple two-way conversations, instant messaging can be used for an entire work group to meet.
There are drawbacks to instant messaging, including:
Software conflicts. You and your buddies must use the same instant messaging client or load all three programs onto your computers.
Limits. Most instant messaging programs have a character limit for continuing messages. My advice: If it’s long and complicated, use e-mail.
Insecurity. Instant messages are sent across mostly public networks that lack built-in safeguards against viruses, worms, Trojan horses and other Internet nasties. Originally intended for home use, instant messaging can be highly troublesome to businesses, especially those that have no electronic messaging policy.
Identification hijacking. A competitor could easily exploit usage rules to pose as a representative of your company. No verification is needed to establish an identity on AOL Instant Messenger, for instance.
My advice to instant messagers? Be careful out there and don’t use it to send Christmas greetings.
Write Eric Zoeckler at The Herald, P.O. Box 930, Everett, WA 98206 or e-mail mrscribe@aol.com
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