This document will introduce you to instant messaging, how it can be
used in your office, and the instant messaging programs available to
you.
What is Instant Messaging?
Instant messaging (IM) is a method of communication using the
Internet that allows users to communicate in real-time with another
person on another computer, or even groups of people. Instant messaging
tools, as a group, are often referred to as IRC (Internet Relay Chat)
and there are many proprietary tools available, one of the most popular
being AOL's Instant Messenger. See the section, Popular Instant Messengers below for more information on the tools available.
How Can It Be Used in the Office?
Many people leave their instant messenger program open while working
at their computers, so it's a great way to ask a quick question and
move on. It can prove to be a great alternative to e-mail since you can
get an answer even quicker than with e-mail and you can converse on the
topic, much as you would in person.
It can also be a great way to communicate with volunteers or staff
in remote locations because of the speed and ease of use. It's also
handy in a situation where you don't want to tie up a phone line.
How It Works
A user creates an account with an instant messaging service (like
AOL Instant Messenger) where a screen name is chosen. Most users then
download the instant messaging program from the Internet, much as one
would with any software program being installed on a computer. The user
then needs to send this screen name to anyone that he or she is
interested in communicating with.
The user would get their co-workers, friends and others' screen
names in exchange and each person would be added to the user's "buddy
list" or contact list. Once you are logged onto the Internet and into
the tool, the buddy list then will inform the user when those other
people are online and a real-time conversation can happen when both
parties are online and logged in.
With most IM programs you have the option to choose if others can
see that you are online, and you also have the option to not have your
screen name listed in the master directory of others' screen names.
This is a good way to keep your conversations to only those that you
intend to communicate with. Most programs also offer, the "I'm Away"
feature, so that when you leave your desk any messages that come to you
will receive a message stating that you are away.
Which Program Should I Use?
In order to communicate with someone you must have the same IM
program. For instance, if your co-worker has an MSN Messenger account,
you will need to also have an MSN account and screen name in order for
them to see that you are available to chat.
It's a good idea in an office setting to determine which program
everyone will use, and have everyone use the same one. You may want to
poll your staff before choosing a program, as some may already have a
screen name with a certain program.
Otherwise, it is possible that you would end up needing multiple
accounts with different IM services in order to communicate with
everyone that you would like to. If this happens to be the case, you
can sign up for multiple accounts with different IM services, and
download each of their programs, or you can download one program that
specifically enables communication across many programs. An example of
this is a program called Trillian, that allows a user to manage
communications to different IM services with one program.
Popular Instant Messengers
The following IM tools are available: This list is not exhaustive
and is provided for informative purposes only and should not be thought
of as an endorsement.
- 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
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