Technology is a wonderful thing! Every day we’re using it to communicate more effectively and rapidly. Today’s business world is trying to keep up with the best systems. Not too long ago basic email was the one of the most efficient and fastest ways to contact your colleagues. Think about it. It was easier than getting up to walk across your office and required less manipulation and balancing than talking on the phone while looking at your computer.However, email has its downfalls. When you’ve got a quick question, but your colleague needs clarification, you end up with a string of emails back and forth that all contain very few words and often take several minutes of waiting, opening, replying, and sending to get to the final answer. After all of that, you have to go back and clean out your inbox because it is full of mail that led up to the answering of that “simple” question.

Now email is being supplemented more frequently by instant messaging (IM). More and more companies are implementing an instant messaging system that allows employees to carry on a “conversation” in real time much quicker than email. While IM can be another powerful tool in managing your time, it has a very specific use and place. When is sending an IM better than an email? Simplicity is the key. If you need basic information, or a quick answer, then IM might be more appropriate (and probably appreciated). There are a few instances when sending an IM might not be the most productive choice. If you are dealing with an involved topic that requires quite a bit of time, the old email might work better! It is also advisable that you refrain from using IM with a client who is not technologically inclined. And finally, remember that not all businesses use this system.

Pair an email system with instant messaging in the appropriate venues for more effective work communications. If your company still does not support this system, it is time to explore how this can add to daily productivity.