Instant messaging is a rapidly growing means of communication in the workplace. It has become so popular that some companies have now dictated security polices for using it because they know how much it is used on a day to day basis. However, is it really a good thing that it is used so often? I think yes, however there are some guidelines to follow in order to make sure you use it responsibly at work.

• Create a separate work account - I find this to be the best way to keep yourself out of trouble at work. Create a separate account just for your work that you use to converse with your co-workers. This will drastically reduce the chances of mistyping as you multitask through windows, and possibly sending something inappropriate to the wrong person (i.e. that funny video link that is supposed to go to your buddy may not be right for your boss). It also allows you to use a somewhat professional screen name instead of one you made in college, such as “beerman1222″.

• Turn off the sound or wear headphones - This is more for your co-worker’s sanity than anything else. I’m not sure it gets more annoying than hearing “bing….bing….bing” every five seconds from a conversation. Also, if you are constantly heard messaging, even if you are doing it for work, people could get the idea that you are slacking off instead of working.

• Leave a “work-safe” away message - If you are going to leave an away message up, make sure that it is “work-safe”, i.e. anybody could read it and you would not be embarrassed or offend them. Even if you think you are being funny, one of your co-workers could be offended by it. It may be boring, but the standard “I’m not available right now, I’ll be back at (time)” is always safe to use.

• Be careful when you transfer files - This is seen as a security risk at many companies, and a lot of the time they don’t even allow you to do this when you are connected to their network. However, if you can, make sure that you don’t use it to transfer anything that is remotely sensitive. You don’t want to be on the receiving end of a lecture on security by your boss or worse your boss’s boss.

• Watch what you put in your profile - Most Instant messaging programs have a place where you can put your profile up. If you use this account for work, be careful what you put in there. You should follow the same rules as laid out above for putting an away message up.

The key to this is to remember that ANYBODY at your work can be exposed to your Instant messaging. It could just as easily be your boss’s boss who looks at your away message, etc. as it could be your best buddy. Make sure to keep in mind that you are at work at all times.