What Is Instant Messaging?
Instant messaging (IM) is a web-based communication method that enables real-time communication between individuals or groups who are logged in to different computers at the same time. Collectively, instant messaging tools are referred to as “Internet relay chat” (or IRC) tools; a variety of proprietary applications are available, and many are free. For more information on these tools, see Popular Instant Messengers below.
How Can It Be Used in the Office?
Many people leave their IM program open while working at their computers because it's a great way to ask a quick question without using the phone or sending an e-mail. While at first it may seem no different than e-mail, it is actually much faster because it is truly instant. The exchange happens immediately without requiring the e-mail server to send and receive messages; conversations happen in real time, just as they would in person.
Instant messaging can also be an efficient way to communicate with volunteers or staff in remote locations because of the speed and ease of use. And it’s a handy tool in a situation where you don't want to tie up a phone line.
How It Works
A person creates an account with an instant messaging service and chooses a screen name. In most cases, the person then downloads the instant messaging program from the Internet (in the same way one would with many other software programs being installed on a computer). She then needs to exchange screen names with anyone that she is interested in communicating with. In this way, each person’s "buddy list" or contact list is updated.
Once users are logged in to the Internet and also into the IM tool, the buddy list will inform each person who in her contact list is online. When both parties are online and logged in, a real-time conversation can happen.
Most IM programs give users the option to indicate their availability status (for example, whether they are "online," "away," or "busy" at any given time). They usually allow you to hide your screen name in the master IM directory as well, thus ensuring that your conversations are limited only to those with whom you wish to communicate.
Which Program Should I Use?
To communicate with someone via IM, you must both have the same IM program. For instance, if your co-worker has an MSN Messenger account, you also need to have an MSN Messenger account in order for them to see that you are available to chat.
In an office setting, it’s a good idea to have everyone use the same program. You may want to poll your staff before choosing a program, as some people may already have a screen name with a particular program. Otherwise, staff members may end up needing multiple accounts across different IM services to communicate with each other. In this case, individuals can sign up for different IM services, and download each of the programs. Another option is to download a separate program, such as Trillian (see below), that enables communication across the various IM programs.
- AOL Instant Messenger AIM: America Online's Instant Messenger (perhaps the most recognizable name); Free download
- ICQ: The original instant messenger; Free download
- IRC (or miRC): For Windows, not Macs. A shareware program for download. Also includes general information on instant messaging
- MSN Instant Messenger: An instant messaging service from Microsoft; Free download
- Yahoo!Messenger: Yahoo's instant messaging service; Free download
- Trillian: A free download that allows you to communicate with multiple instant messaging services, including AIM, MSN, ICQ, Yahoo!, and IRC. You will need to register for accounts with the other IM services, but you can use this one program to access all of your accounts. Trillian Pro, with more features is also available to purchase.
- Bantu.com: Also a universal instant messenger that can be purchased. You can communicate with others using ICQ, AOL, MSN, and Yahoo message systems; It also includes calendars that can be shared and chat groups
Note: This list is provided for informative purposes only and is not an endorsement for any particular program.
