Staying in touch is more important than ever as more people choose to work from home in online offshore assistant jobs in the Philippines. Since you’re unable to speak with colleagues and clients in person, you need to know your alternatives. Fortunately, we live in a time when solutions are simple and accessible.

Instant messaging (or IM) is a useful tool for connecting with those within your network. Your location doesn’t matter as long as you have internet service. Also, instant messaging can:

• Improve your customer service through a faster response time.
• Reduce work interruptions since you’ll have dedicated channels.
• Save your money on printed documents and transport.

To enjoy the benefits of instant messaging, however, the right applications and systems have to be in place. Here are some tips for using IM technology for remote work:

Be aware of the usage policy, if there’s any

Know what your client thinks about using instant messaging, especially when it comes to contacting their business partners or customers.

There may be specific software that they would like you to use over others. Or, it could be that they think IM should only be allowed for internal communications. Make it a point to check in with them before sending any messages.

Double-check before hitting “Send“

Many people tend to be more meticulous with emails than with instant messages. This could be because Skype and other IM software offer an editing feature.

Still, there’s no excuse for glaring typos or poor grammar. Keep things professional, polite and respectful. Ensure that the tone of your message is businesslike. Once all of these have been done, that’s when you should hit “Send”.

Address every conversation thread

Instant messaging is meant for quick correspondence among virtual assistants in the Philippines participants. However, it can be easy to get multiple lines of thought going at the same time.

Take a breath and pick one thread to answer or comment on. When it has been resolved, move on to the next point until you’re able to address all concerns. It’s sometimes a good idea to just give the other person a call should you need to discuss several items at once.

Respect the other person’s time

The system might show that the other person is available, but they could be busy working on something else. Who knows? You won’t want to break them out of their flow if they’re occupied.

So, ask if they have time to chat over IM rather than directly sending blocks of text. Respect their reply whether they want to talk to you now or later. Don’t expect an immediate response even for urgent tasks as you won’t know if the person is at their desk or not.

Avoid sarcasm or humour as much as possible

It’s hard to distinguish sarcastic or joking remarks from serious ones when all you have to base on are flat words on a screen. The recipient may not appreciate what you’ve typed and you could wind up in a lot of trouble.

The only time you should such use an informal or casual tone is when you’re sure the other person will understand and appreciate it. Better to simply avoid the risk of offending anyone, regardless if they’re a client or a colleague, than deal with the repercussions later.

Never share sensitive or confidential information

Instant messaging is not advisable if your job involves handling data about finances, stocks, law or medicine. Account numbers or passwords are better relayed by sending them via encrypted email or using password managing tools like Last Pass or Dashlane.

If you must use IM, stick to communicating about locations, meeting times and project status. These types of data don’t require advanced encryption and you won’t worry even if somebody else sees them.

Keep others updated on what you’re doing

When you’re collaborating with someone on a remote it staffing project that requires legwork, let them know that you’ve received their requests and what you’re working on at the moment.

Additionally, end every conversation with a sign-off, e.g. “That should be everything.” This enables the other person to know the issue has been resolved or the request has been acknowledged. It also gives them a chance to provide additional information while they still have your attention.

Use your actual name at all times

Like email addresses, keep your IM username consistent throughout your remote virtual assistant work. This makes it easier for your contacts to find you on their list.

Do the courtesy of updating your status throughout your shift as well, i.e. putting yourself on Do Not Disturb if you’re in a meeting, etc. With this, people will know if you are available for messages or not.

With that said…

Every virtual assistant offshore can benefit from using instant messaging technology at work. Simply be mindful of the above tips for guaranteed efficiency.

Want to apply your knowledge in online remote virtual assistant jobs from home? Remote Workmate can help you. We are an offshore jobs Philippines agency connecting remote assistants with clients all over the world.