If the matter that needs to be discussed is extremely important, it may be best to have a
face-to-face conversation. This will ensure understanding.
If you need to explain something at length, another form of communication may be more
appropriate (e.g., email).
If the recipient is not immediately available or is offline, use a different form of
communication (e.g., telephone) so that you can leave him/her a message.
Use Your Status Indicator
When you decide to start using IM, a useful tool is the Status Indicator, which is used to inform
your contacts of your availability. This feature can be manually set. At times, Communicator
2007 will automatically set your status for you but it may be wrong (e.g., If you don't use your
computer for 15 minutes, it automatically assumes that you are away from your computer and
changes your Status Indicator to Away). Make sure that you utilize this tool so that others will
know when you will be free or when not to disturb you.
Respect a contact's Status Indicator
There are a number of Status Indicators that show a person's availability. One of them is the Do
Not Disturb option. If one of your contacts has this as their Status Indicator, respect their time
and try not to disturb them.
NOTE: If there is an emergency or something of great importance to share with a contact, then it
is appropriate to contact them in any way possible.
Ask if the contact is available
If you have something to ask or share with a contact that may take some time (e.g., 5 minutes),
ask them first if they are available, even if their Status Indicator shows that they are. Asking
before starting a conversation or question is more courteous and prepares the recipient to
communicate. Look at this tip as knocking on a door before entering into a house. Even though
the doormat says, "Welcome", you should still knock.
Use proper grammar
Although for many people the benefit of IM is simplicity, you should still try your best to use
proper grammar (e.g., use complete sentences). The reason for this is that the information that
you are trying to share can become confusing or totally misrepresented if it is poorly written.
Make at least some effort to use correct grammar so that your ideas sound as good as they truly
are.
Talk about only one or two things at a time
Try to limit your messages to one or two topics so that your recipient isn't overwhelmed. If there
are many things to be discussed, either share them sequentially (i.e., one after another) or use a
different form of communication (e.g., email).
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