What are the best ways to use instant messaging in IT outsourcing projects?

1 Choose the right IM platform

Not all IM platforms are created equal. Some may offer more features, security, or compatibility than others. Depending on your project needs and preferences, you may want to use a dedicated IM platform, such as Slack, Microsoft Teams, or Skype, or a multi-purpose platform, such as WhatsApp, Telegram, or Signal. The key is to choose a platform that meets your requirements for functionality, reliability, and integration. You should also consider the cost, availability, and accessibility of the platform for your team members.

2 Establish clear IM etiquette

IM etiquette is the set of rules and norms that govern how you communicate and behave on IM, helping to avoid misunderstandings, conflicts, and distractions. Firstly, use appropriate language, tone, and punctuation, avoiding slang, jargon, or sarcasm that may be misinterpreted or offensive. Additionally, respect the time and availability of your team members. Don't expect immediate responses or send messages outside of working hours unless it's urgent or agreed upon. Be concise and clear in your messages, using bullet points, headings, or numbered lists to organize them. Also, be respectful and courteous when communicating with others. Don't interrupt or dominate the conversation. Acknowledge and respond to messages that require your attention or feedback. Apologize for any mistakes or delays. Finally, express gratitude and appreciation for your team members' contributions.

3 Create and manage IM channels

IM channels are the specific groups or topics that you create and join on IM platforms, allowing for organized and streamlined communication and collaboration. You can create project channels to discuss and coordinate the main aspects of your project, such as goals, tasks, progress, and issues. You can use team channels to share ideas, feedback, and resources with your team members. And you can use social channels to chat and bond with your team members on a personal level. To ensure that your IM channels are managed effectively, you should name and describe them clearly and consistently with descriptive and relevant names. Additionally, you should archive or delete channels when they are no longer needed to avoid cluttering your IM platform. Finally, moderate and monitor the activity and quality of your channels regularly to address any issues or concerns that may arise.

4 Use IM wisely and responsibly

IM can be a great asset for your IT outsourcing project, but it can also be a source of problems and risks if not used wisely and responsibly. Common IM pitfalls and challenges include IM overload, miscommunication, and security breaches. To avoid these issues, prioritize and filter messages, use clear language, protect passwords and devices, and use secure platforms. By choosing the right IM platform, establishing clear IM etiquette, creating and managing IM channels, and using IM wisely and responsibly, you can leverage the power of IM for your IT outsourcing project success. It is important to remember to mute or leave unnecessary channels, set boundaries and expectations for communication, provide context and clarification, confirm understanding and agreement, follow data protection regulations, and use trusted platforms.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?