Although Microsoft Lync recently merged with Skype to become Skype For Business, the messaging client has not strayed from its essential purpose: integrating Office programs with, voice and video chat features in order to facilitate collaboration and communication in the workplace. In short, Lync (or S4B) is similar to the chat technology you use on a daily basis, but since it has access to your Outlook calendar and Office documents, it functions as a sort of all-in-one virtual workspace. The newly released Skype For Business version of Lync has added a few nifty features (like slightly tweaked text formatting – can you say more emojis!?!, integration of Skype contacts, and file transfer preview), but the user experience remains mostly unchanged. And while Lync is a remarkable boon for any organization looking to address workflow challenges, the multitude of options available to users can lead to complications and possible communication mishaps. Here, then, are a few tips and tricks for avoiding any unseemly clumsiness while using Microsoft Lync.
Respect the Status
Lync gives users a plethora of “presence” options, and if everyone in your organization is on the same page regarding when to use “Busy,” “Available,” “Be Right Back” et al., then you should trust that “Busy” means BUSY and refrain from interrupting anyone displaying this status. Basically: don’t be rude!
Don’t Stay Too Busy
You’re busy. You’re always busy. That’s because you’re at work. But that doesn’t necessarily mean you should be “Busy” on Lync all day long. At some point, people might begin to think you’re using your Lync status to hide from actual business. Which, fine, everyone needs a minute alone, but be sure to make yourself “Available” if you are working on something that won’t suffer from an occasional interruption.
Keep Your Desktop Clean
Lync allows you to share an image of their desktop in a conversation, which is awesome. It’s a quick and easy way to show your IT department the precise nature of your problem or to give a co-worker a clear view from your vantage. Before you do this, however, do a thorough check of your open tabs and windows and close anything that might not be germane. Keeping an eye on the ball game while you work? Maybe close that play-by-play feed before you share your desktop with your boss, you know?
Define Your Relationships
There are some people who can and should be able to interrupt you, even when you are hard at work. These people are called bosses. And you can let Lync know that they can interrupt you even if you have your status set to “Do Not Disturb.” To do this, change your privacy relationship with that person to “Workgroup,” and that person will be able to clear the hurdle of your status and reach you when others can’t.
Acronyms Can Get In The Way
So much of your life is defined by the casual nature of chatting, and so it’s understandable that the slang-heavy, acronym-rich way you write to your friends might bleed into your work chats, but try to refrain from overloading your colleagues with internet-speak. No one wants to spend half their day perusing online acronym dictionaries to decode what should be simple conversations.
Don’t Be Mysterious
Sometimes it’s not enough to simply be “Busy” or “Away” or “In a meeting.” These are helpful indicators, but specificity is key, so take advantage of Lync’s “personal note” feature, which gives you the ability to add information to your generic status. If you’re mobile, you might want to let people know this. And maybe you can give people a bit of insight into what sort of meeting you’re in, or just how long you’ll be away. Keeping people informed like this will eliminate a lot of needless small talk and keep people up to date on how you’re spending your time.
