Here's the scene: A couple dozen professionals at a large advertising agency quietly type away at computer screens near each other, in an open room devoid of office walls and partitions.



An occasional smile accentuates the silence. But nobody is talking. They communicate with each other almost exclusively through instant messaging (IM).



"When I visit this company, I can not help but notice this [lack of people talking]. It seems odd that a stranger, but this is now more or less its corporate culture," says Helen Chan, analyst at The Yankee Group , a technology research group based in the U.S., have friends at the agency.



A technology designed initially for one-on-one personal conversations have come to the workplace. Many business people are choosing text-based instant messaging over phone calls and email. Prefer its immediacy and effectiveness in real-time information from partners, suppliers and colleagues working remotely.



Instant messaging is essentially the text version of a phone call. In companies large and small, more and more people use it to communicate. For many, it serves as a backup for the e-mail problems and other emergencies - witness the surge in use after the attacks of 11 terrorists.



The Wall Street Journal notes that more than 100 million people are sending instant messages. In a report, "MI: The Sleeping Giant, "technology consultant Gartner Group predicts that by 2005, instant messaging will surpass e-mail as the primary online communication tool.



That said, IM will benefit businesses that work in teams or on projects more than what many retailers, independent professionals and others. This is because IM enhances collaboration, but does not lend itself to opening new relationships. However, apart from the opportunities of time and cost savings, there are risks and disadvantages of its use.



If you own a business or an avid IM user, or both, here are 10 instant messaging do's and don'ts.



1. Do not adopt a user for instant messaging. If you are a homeowner, your employees need to know if you see instant messaging as an appropriate vehicle to communicate with, for example, customers or business partners. All policies must contain at least general guidelines for their use. Can not think this is important - unless you know the story about the hedge fund manager who caused a commotion by allegedly using IM to spread inaccurate rumors about a company publicly traded software. (Word spread, shares of software company collapsed, and hedge fund manager and his company got into some serious problems.)



2. Do not use instant messaging to communicate confidential or sensitive information. Take a lesson from the example above. If your company is in the business of providing professional advice regarding stocks, finances, medicine or law, chances are that it is unwise to do so through instant messaging. IM is better suited to quick information about project status, meeting times, or the whereabouts of a person.



3. Do not organize your contact lists to separate business contacts from family and friends. Make sure your employees do the same. Eliminate even the remote possibility that a social contact could be included in a business chat with a colleague or client - or vice versa. MSN Messenger [link] lets you organize your contacts carefully.



4. Do not allow excessive personal messaging at work. Yes, make personal phone calls at work, send personal emails, and allow your employees to do the same. But we recommend that you keep to a minimum and (hopefully) do likewise. To go beyond instant messaging. Urge that personal conversations be done during breaks or lunch - or talks generate new customers or revenue for the company.



5. Seas aware that instant messages can be saved. You may think IM is great because you can let your guard down, make bold statements, chastise a boss, employee or coworker, and have it all wiped off the record when finished. What we are not realizing is that one of the parties to the conversation can copy and paste the entire conversation in a paper notepad or Word. Some instant messaging service that allows full file messages. Be careful what you say, just as you would in an email.



6. Do not compromisethe responsibility of your company, or your own reputation. The courts can still find out where instant messages on libel, defamation and other legal considerations. It is likely that any statements you make about other people, business or other companies probably will not land you in court. But it could damage your reputation or credibility. Be careful what you say.



7. Be aware of virus infections and related security risks. Most IM services allow you to transfer files to messages. Alexis D. Gutzmer, an author and e-commerce consultant, says his recent research from a book found that instant messaging attachments for viruses penetrate firewalls carrying files more easily than e-mail attachments. "Instant messages [carrying viruses] will run and dive into a firewall until they find an opening," he says. You would be wise to learn more about the quality of their own firewall protection, to decide whether or not to restrict transferring files through IM.



8. Do not share personal data or information through IM. Even if you have the utmost confidence in the person or people you are messaging, including personal information you prefer to keep secret (such as a telephone number) is not a good idea. That's because the text of the conversation is relayed through a server in the path to your contact. "If someone is in the connection and you can see that traffic can see the personal information," said Chris Mitchell, lead program manager with MSN Messenger. Not likely, perhaps. But it is better to send information such as through an encrypted email, or not at all.



9. Keep your instant messages simple and to the point, and know when to say goodbye. How to use instant messaging is difficult to predict. Kneko Burney, director of electronic commerce research at Cahners In-Stat Group, prefer simply to see if a colleague is at his desk, available for a call in person or by telephone. "It's like peeking into someone's office." Gutzmer, by contrast, sees IM as a way to make a prompt and quick information for consultants and lawyers, even. Recently used IM in researching a book, saving entire messages in your personal files. Both agree, however, to limit his investigation to the point immediately, and avoid unnecessary nonsense. "With IM, you do not need a lot of jokes," Gutzmer said. "I can almost say, 'How's it going?" and then move on with my question. "



10. Do not confuse your contacts with a user name or misleading information about its status. user names for instant messaging, such as usernames e-mail, must be consistent throughout the company. And users should do the courtesy to update your status all day, so contacts know whether they are available for messages.