An introduction to instant messaging

By Esther Schindler

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If you and I worked in the same office, we'd be aware of one another's presence even if we never spoke aloud. Your light would be on; I'd smile and wave cheerfully as I passed your cubicle. We might chat in the break room while we made a new pot of coffee. But what happens when we don't work in the same office but still want this kind of connection? That is where having instant messaging (IM) software comes in handy.

The typical definition of IM focuses on how it works: Once you're logged into an IM program, you write back and forth with people in real time. That is, if you type a sentence and press the "Enter" or "Return" key, the other person sees your text immediately, whether they are across the room or on the other side of the world.

Some may wonder why IM is necessary; after all, using the telephone is immediate. Surely you don't need yet another technology to distract you. Yet, I consider IM an absolutely necessary tool for any business user, and probably a requirement for many socially minded consumers too. And for parents of tweens and teens, it is absolutely essential.

Here's how to get started… and why you should.

How it works

Instant messaging requires that you install a desktop program called an IM client. There are a half dozen popular providers of IM software, including AOL's AIM, Yahoo Messenger, Skype and Microsoft's MSN. Each application works slightly differently, but they share several features:

• You create your "screenname" or identity, which will be how people find you on the IM network.
• You create a list of "buddies" with whom you expect to chat (your boss, your Mom). When you're logged in, the IM client displays a list of the buddies that are online, and their current status (such as "available" or "I'm in a meeting").
• You click on a buddy's ID when you want to start a discussion. Assuming that the buddy accepts the invitation, the program opens a small window into which both of you type. Every time you press Enter, the buddy immediately sees the text.
• The primary communication method is text, but each of these applications also lets you talk over the Internet (assuming you have a microphone and speakers) and have a video chat (assuming you have a Webcam). You can send files back and forth too.

It's all very simple, and once you install the program, you'll figure it out in five minutes. These are free applications, though some may offer extra features if you upgrade to a "pro" (paid) version.

There's one significant caveat. The world of instant messaging is not inherently open. If you have your mother sign up with AOL and your best friend signs up with Yahoo, they can talk to you if you download and install software from both AOL and Yahoo, but your mom can't converse with your friend.

There are several applications that let you connect to multiple IM networks simultaneously. That simplifies matters by enabling you not to download more than one IM software package and saves room on your computer desktop. Among those applications are Trillian, Jabber, Adium, gaim and Apple's iChat.

Which to choose? Keep it as simple as possible. The all-in-one IM clients are excellent, but you may not need all they offer. If you're experimenting with IM to keep in touch with one or two specific people -- say, your granddaughter who lives in Florida -- then the easiest solution is to find out which IM client she's using, and install that one for yourself.

Why bother?

The best reason to use IM is that you can chat with the people you care about, and it doesn't cost you anything.

Every type of communication, online or off, has its proper role. When you want to write a "permanent" document that is legally binding, you write a letter -- complete with signature. If you want to tell several people about your weekend vacation, you'll probably write an email message. At other times, when you need an immediate answer, you'll pick up the telephone to talk directly. Try out IM and if you don't agree, you never have to use it again.

One IM misconception is that such conversations are yet another interruption. The people who feel this way see the pop-up window as distracting, because it appears as though someone is demanding their immediate attention. But there's no reason you have to respond immediately.

Say your buddy Steven wants to chat with you and sends an IM. You are busy writing an email. If he called on the phone, you'd have only four rings to decide if you're willing to break away to talk with him; that's definitely an interruption. The IM he sent may actually have enough information in it to let you know if this will be a quick chat ("Want to meet for lunch?") or something longer ("Hi, how was your weekend?"). You can finish your email before looking at the IM to see what Steven wants. You can type back a quick response and return to work. He might take a minute or two to write back, and that's OK; the rhythm of IM communication is much slower. But it's faster in other ways, because you essentially share the resources of the Internet. In planning a lunch, you might send him a link to one restaurant ("how about THIS one --").

At work, if all your co-workers are on IM, you can copy text back and forth ("What if you changed that paragraph to say THIS?"). You can see that IM is far more responsive than many short email messages going back and forth.

Some people worry that people who spend a lot of time online are isolated. IM prevents that from being a real issue. With my IM buddy list displayed, I can see how many people's virtual lights are on in their offices. We might not do more than nod at each other or pop in with a "Hi!" message every so often… but we know that we're not alone. And it's a reminder that we are always connected.