Five Tips to Consider when Choosing an Instant Office Messenger

When measuring office productivity, one of the factors we usually take into consideration is the extent to which office productivity tools have contributed significantly to enhance employee performance. The list is endless—digital note takers, smart phones with built-in productivity features, and most importantly, a bewildering array of software tools that keep the workplace humming with activity 24X7.

Office Messenger for Enhanced Office Productivity

A relatively recent arrival called the instant office messenger is beginning to prove itself as a valuable and soon to be indispensable adjunct to the ever-increasing number of software applications that automate routine tasks and chronicle daily milestones using an intuitive and logical approach. Instant office messengers, also known as inter-office messengers, use live chat technology to connect employees by establishing a safe and secure internal communication protocol. Here are five factors you should consider when selecting an office messenger for your company:

Modular Design and Scalability

A feature-rich instant office messenger allows you to add the number of users to the network without having to run through several hoops. Adding new employees to the messenger group should not adversely impact the application’s overall speed and performance.

Chat Transcript Generation

The office messenger should be able to generate a printed transcript of the chat interchange both for future use and reference as well as a record of activity. The application should be able to store these transcripts in an organized fashion for seamless retrieval when necessary.

Communication through Sticky Notes

The concept of sticky notes was created over a quarter century ago during the golden age of the MSDOS operating system by a company called Borland International. Sticky notes have surely come a long way and office messengers have integrated this feature with excellent results. You can send a sticky note to one or several colleagues at a time even if they are not signed into the office messenger network. You should also be able to transmit stickies at pre-set times as reminders. Sticky notes are a great way to very quickly communicate with a colleague as opposed to sending an e-mail message which involves multiple steps.

Multi-level Live Chat Engagement

A desirable office messenger will let you activate the live chat on your website to interact externally with your customers while your internal office messenger network is operational. This feature has many benefits. For instance, if an online customer poses a question for which you draw a blank, you can use the instant office messenger to quickly communicate with a colleague and obtain the right answer to the customer’s query.

Ease of Use

If ergonomically designed with the needs of office employees in mind, a preferred instant office messenger should be easy to download, install and use. Since all office messenger software applications use the Internet to establish the internal communication protocol, the application’s user interface and navigation would be designed in the broader context of the workplace.

Other Desirable Features in a Proven Instant Office Messenger

Features such as audio alerts, timer control, archival and retrieval through database controls, customization of the chat window and the stickies through color fonts and type faces all contribute toward making a good instant office messenger deliver beyond expectation.

Even if you work in an office environment where a majority of the communication interchange takes place in person, deploying an instant office messenger will significantly accelerate your individual and group productivity. Moreover, since instant office messengers know no bounds you can easily communicate with your colleagues from around the world without concern for a lapse in security and corporate privacy.

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