• Always check a person’s presence status before sending an Instant Message (IM)
  • Use emoticons and underlining carefully or avoid them altogether, as it is easy to misinterpret messages in text
  • If you are in a meeting or call, turn off IM audio notifications to ensure the sound of incoming instant messages won’t be disturbing the others
  • Don’t invite someone to join a multiparty IM session that is in progress without first asking the others in the session if it is okay to do so
  • When you need to focus on high priority tasks, set your presence status to ‘Busy’ to let colleagues know that you are not available for an IM conversation
  • If you absolutely cannot be disturbed, set your status to ‘Do Not Disturb’, but use this sparingly because appearing unavailable too often is similar to rarely answering your phone or email
  • If you are ‘out-of-office’, in training, working remotely or travelling, then leave a note to accompany your status about where you are and when you will be next available
  • If someone adds you to their contacts list, a notification gives you the option of adding that person to your contacts list; typically, internal requests should be accepted
  • Be respectful of your colleagues’ time. Log in to any online meetings a few minutes early, and check that your devices are properly configured
  • Upload documents and organise presentation slides before your online meeting starts

Top of page