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You’ve installed them all - Yahoo Messenger, Windows Live Messenger, Skype, Google Talk, etc. Now, if you’re very popular (or you just have annoying contacts) you find that you get interrupted by instant messages constantly. Some of the messages are essential, while others can wait. How do you filter out the distractions while remaining accessible for emergencies?

Take advantage of selective invisible or stealth modes.  Most instant messengers allow you to selectively block contacts from seeing you. Use this feature as much as possible. While you’re working, temporarily block out your annoying cousin, while remaining visible to your boss who might need you.

Use status messages wisely.   While you can be invisible to people who have nothing to do with your work, the few people you’re visible to might abuse their “power”.  You’re busy working on something, but since your colleague Joe can see you’re online, he’ll message you about the latest office gossip.  You want to be there for Joe because of a project you’re working on together, but you don’t want to be disturbed for something unimportant.  This is where status messages come in.

If there’s an icon for “busy” or “do not disturb”, use it.  Also, modify your status message to say something like “Working on Project X, please send ONLY relevant mssgs. For other queries, please email.” - or whatever applies.

Use an all-in-one messaging system.  It’s a bit confusing (and too colorful) to use so many messaging programs at once.  Use programs that allow you to access all your isntant messaging accounts from one interface.  Examples of such programs: Pidgin, Miranda IM, and Trillian.

Remove unnecessary notifications.  When someone sends you an instant message, the most common notification is that the conversation window flashes on top, the task bar lights up like a Christmas tree (or menorah, take your pick), and a chime plays.  You don’t need all that.  Limit it to the bare minimum setting you can find, and remove the option to have the conversation window come up on top of your other windows.  You should be the one in control of when you will read/access your instant messages, not the sender.  Look for the “Preferences” or “Options” menu in your instant messenger to tinker with these settings.

Train people to use email.   Sometimes, an entire chat will eat up your time.  If that happens, cut it short and tell the other person to just email you about it.  That way, you can respond properly without letting the conversation interrupt your work.  Tell people that this will help you focus your undivided attention on them.  After all, it’s much better than shifting from work to chatting and back again.

I’ve used these tips with success for the past few months.  Are there any special techniques you use to limit instant messaging distractions?  Share them with us in the comments.

Photo Credit: Image by Celine Roque from Blue Rabbit Media

I saw this a few days ago and have held off writing about this Skype for Blackberry app until I had some time to play with it:

IM+ for Skype Software by SHAPE Services is a mobile client for Skype Software. It enables voice and text communication with other Skype users as well as cost-effective calling to landline or mobile connections. IM+ for Skype Software uses SkypeOut credits for voice communication ensuring cost- effective calls to any number around the globe. For users of Skype Unlimited plan (only USD 29.95 per year) IM+ enables almost free calling from a BlackBerry smartphone to any PC with Skype or any landline/mobile number. All you need is a BlackBerry smartphone and IM+ for Skype Software installed.
Source: Experience Mobility » Blog Archive » IM+ for Skype Software Debuts see also Crunch Gear

Skype is my primary business IM client.  Gtalk hangs around because until now it was the only one I could get on my Berry for free.  I’ve been looking for a real MSN client (RIM has developed one, but it isn’t available for all carriers) without much success.  A Skype client?  That would be awesome.  Well, the search might be over.  This is heavy on the might part.  IM+ for Skype is a pretty basic app.  Shape Services clearly wanted to tap into the Skype calling features instead of just looking at IM.  I haven’t tried calling, just IM at this point.  IM+ For Skype isn’t free, either, I’m running a 7 day trial of it.

I’m going to give it a lukewarm thumbs up right now.  The IM side could be a lot better.  I’d like to see people’s real names and not Skype names.  I’d also like better sorting (I have a ton of contacts in Skype), but my main gripe might not be their fault at all–network setup.  IM+ has a simple auto-config tool, which consistently fails for me, but I can still connect, only to have to go through the process again when I reopen it (you can send it to the background or close when hitting the esc key in the contact list).  Trying to listen to a sound crashes the app on my 7130e.  Not a big deal.  Annoying, yes, however.

So the network problem.  No, I don’t know what’s up and no I haven’t had a chance to send info to the developers about it.  I’m betting it’s just something on the Telus network.  Now, if I can get it all figured out…I’m pretty sure I’ll be buying the app.  I really don’t care about calling … the IM alone will be great.

Twitter is hot among us bloggerati, geekerati, digerati, etc.  All day long I get “tweets” (a message in Twitter) from my friends and other information sources (like CNN and the BBC).  Before I get into how you really can use Twitter in your business life, let me explain it (if you don’t know about it).

Twitter is a site/service where you send messages (max 140 characters).  The messages can be submitted via the web, SMS, IM, or some third-part clients.  They are received in the same way.  People add you as a “friend” or “follow” you and receive your tweets as you send them.  The 140 character limit is for SMS (which I wonder if will change if SMS isn’t being used often).

I signed up for Twitter when I joined PodTech.  Really didn’t use it much.  I wouldn’t remember to update it.  The real idea is to let your friends and colleagues know what you’re up to.  I didn’t have many (or any) people following me, so why update.

Then came SXSW.  Twitter exploded onto the scene.  It also imploded on itself, which almost killed it, IMHO.   During SXSW we really saw what Twitter can do.  There was breaking news from conference sessions.  Updates on blog posts.  People there could use Twitter to self-organize for dinner and parties.  Traffic to twitter must have just exploded.  So much so that for several days it was useless.

The blogosphere hasn’t been the same since.  I get updates from friend, breaking news on the blogosphere, posted breaking news on the blogosphere, and just commented on stuff.  Fine, but rather boring and banal isn’t it?

Yeah, a lot of it is, but that’s not the point, let’s look at the business application of it.  You can your co-workers can use it for travel updates, if you’re running late, if you have an urgent message, a piece of news.  Really anything that you might need to communicate.

Yeah, but I can call or e-mail or IM, can’t I?  Yes, but to how many people?  What if you’re on the road and can’t get online?  Because Twitter is a distributed communication system you can send a tweet from your cell phone via SMS and your followers get it (via the web, IM, or SMS as per their choice).

Now what if you want to use Twitter for fun too?  Won’t my business friends get sick of it?   Just have two accounts.  One that is strictly business, one for “fun”.  Me, I just have one and you can find me here.  I use it for a mix of fun, updates, and short messages to friends.

Give it a shot.  If you’re on the road a lot and need to keep several people updated, I think you’ll find it useful.

 See also Robin Good’s Twitter for Beginner’s Guide.

Eric Rice (aka spin) is lobbying for Twitter groupings … which would solve the business vs personal Twitter accounts.  Twitter competitor Jaiku, has them … but I only signed up for Jaiku to see it and I’ve never used it.

Yep, I’ve been trying to do more with my Berry lately.  In fact yesterday I was in Victoria and had to drive all over looking for an apartment to rent.  Man did Google Maps come in handy.  Let’s see, okay I’m here and I need to get to this address, map it for me.  You know, it was pretty darn accurate.  I know Victoria pretty well so I knew when Google might be off the mark, I followed their directions and they were bang on.

Anyway the other thing I’ve been hunting for is a free MSN client for my Berry.  It has been a fruitless search, until yesterday:

So yesterday we let you know about ICQ and AIM becoming available for the BlackBerry (and Windows Live Messenger has been added into the fray since). We’ve received a bunch of emails from various tipsters, but a couple were more helpful than others. BBCool contributor and Forums moderator Jibi (with the assistance of another user, jungleland), have put together a great guide for all of the clients, and you can check that out here (all information’s been confirmed by the Boy Genius).
Source: BlackBerryCool » BlackBerry IM’ing questions answered

Well now, isn’t that interesting?  Okay good news is that some folks were able to get them to work.  Bad news, they aren’t really ready for primetime.  The service books that make the magic happen haven’t been pushed to the carriers yet.  Yes, some hacks have been passed around, but you know I need my Berry.  I can’t go messing it up.  I’ll keep trying the download URLs and when they work, I’ll tell you.

Gina on LifeHacker tells you how to encrypt your IM conversations using the universal IM client Gaim.  It’s simple, easy and … both of you need to be using Gaim for it to work.  I have a love-hate relationship with trying to encrypt IM.  I think one reason that I like Skype is that everything is just encrypted by default, I don’t have to think about it or do anything.

The next question is, do you need to?  Ah a long philosophical discussion there.  Let’s just say that if you really, really feel that your IM needs to be secure all the time, maybe IM isn’t the right way to communicate.

Tags: secure IM, encryption

I live and die by IM.  I have it open all the time.  I even have it on my Blackberry (Gtalk).  Now, there is some etiquette to IM.  Yes, really.  No, I’m serious, there is.  Sometimes people don’t follow it (sometimes I’m even guilty of it), but there is one.  Recently there was a parody post about IM (non)etiquette, but DownloadSquad refers to an article from my old friend Stowe Boyd (another Boston boy, BTW) who takes the parody and puts the real stuff to it.  Funny there are somethings that the parody author doesn’t like that he (and I) would say are okay (IM shorthand, for example.)  Stowe also has a PDF paper on Enterprise messaging that he links to (I haven’t read it yet) that I expect will also be a good read.

Now be a good girl/boy and listen to what Stowe says.

Tags: IM etiquette

Another good post from WebWorkerDaily.  They list the core tools for distance collaboration.

• Email
• Phone
• Text chat
• VOIP
• Web Conferencing
• Document collaboration
• Group online document sharing
• Wiki
• Shared calendars
• Message forums
• video chat

No doubt that these are extremely important.  I use all of them, except for wikis.  No doubt as well that video and web conferencing has made use strides since I first tried them in 2000.  I think there should be some other things that are important.  I think there is a mental toolkit you need.  You need independence, mental toughness, a get-it-done (even in you PJs) attitude.  You also have to take risks.  Big risks.

How about you?

Tags: web worker toolkit