IM

Master this essential documentation concept

Quick Definition

Instant Messaging (IM) is a real-time text-based communication system that enables immediate exchange of messages between users over network connections. For documentation teams, IM facilitates quick collaboration, instant feedback collection, and seamless coordination during content creation and review processes.

How IM Works

graph TD A[Documentation Request] --> B[IM Team Chat] B --> C{Urgent?} C -->|Yes| D[Immediate Response] C -->|No| E[Scheduled Discussion] D --> F[Quick Clarification] E --> F F --> G[Draft Creation] G --> H[IM Review Request] H --> I[Real-time Feedback] I --> J{Approved?} J -->|No| K[IM Revision Notes] K --> G J -->|Yes| L[Document Published] L --> M[IM Status Update]

Understanding IM

Instant Messaging (IM) has become an essential communication tool for documentation teams, enabling real-time collaboration and streamlined workflows. Unlike email or traditional communication methods, IM provides immediate, informal channels for team members to coordinate, share updates, and resolve issues quickly.

Key Features

  • Real-time message delivery and read receipts
  • Group chat capabilities for team discussions
  • File sharing and screen sharing functionality
  • Integration with documentation platforms and tools
  • Message history and searchable archives
  • Presence indicators showing user availability

Benefits for Documentation Teams

  • Faster decision-making and issue resolution
  • Reduced email clutter and improved focus
  • Enhanced remote team collaboration
  • Quick stakeholder feedback collection
  • Streamlined review and approval processes
  • Better project coordination and status updates

Common Misconceptions

  • IM is too informal for professional documentation work
  • It creates more distractions than productivity gains
  • Email is sufficient for all team communication needs
  • IM conversations cannot be properly documented or archived

Real-World Documentation Use Cases

Real-time Content Review Coordination

Problem

Documentation reviews often involve multiple stakeholders across different time zones, leading to delayed feedback and extended revision cycles.

Solution

Implement IM channels for each documentation project to enable instant communication during review processes.

Implementation

1. Create dedicated IM channels for each major documentation project 2. Add all relevant reviewers and stakeholders to the channel 3. Share draft documents with @mentions for specific reviewers 4. Use IM for quick clarifications and minor revision discussions 5. Document final decisions in the IM channel for reference

Expected Outcome

Reduced review cycles from days to hours, improved stakeholder engagement, and clearer communication trails for decision-making.

Urgent Documentation Updates

Problem

Critical product changes or security updates require immediate documentation updates, but traditional communication methods cause delays.

Solution

Establish IM alert systems for urgent documentation needs with clear escalation protocols.

Implementation

1. Set up dedicated 'urgent-docs' IM channel 2. Define criteria for urgent vs. standard updates 3. Create IM bot notifications for critical system changes 4. Establish response time expectations (e.g., 30 minutes) 5. Use IM status updates to track progress on urgent items

Expected Outcome

Faster response times to critical updates, improved system reliability documentation, and better crisis communication.

Subject Matter Expert Consultation

Problem

Documentation writers need quick access to technical experts but formal meeting scheduling creates bottlenecks in content creation.

Solution

Create IM channels connecting writers with subject matter experts for immediate consultation.

Implementation

1. Establish topic-specific IM channels (e.g., #api-questions, #security-docs) 2. Add relevant SMEs to appropriate channels 3. Set guidelines for question formatting and urgency levels 4. Use threaded conversations to keep discussions organized 5. Archive important discussions for future reference

Expected Outcome

Faster content creation, improved technical accuracy, and stronger relationships between writers and SMEs.

Documentation Sprint Coordination

Problem

During intensive documentation sprints, team members need constant coordination but meetings interrupt focused writing time.

Solution

Use IM for lightweight sprint coordination with structured check-ins and progress tracking.

Implementation

1. Create sprint-specific IM channels with clear naming conventions 2. Implement daily IM stand-ups with status templates 3. Use IM for quick blocker identification and resolution 4. Share progress updates with standardized formats 5. Conduct sprint retrospectives through structured IM discussions

Expected Outcome

Maintained focus during intensive writing periods while ensuring team alignment and rapid problem resolution.

Best Practices

✓ Establish Clear Channel Guidelines

Create structured IM channels with specific purposes and usage guidelines to prevent information chaos and ensure productive communication.

✓ Do: Define channel purposes, set naming conventions, establish posting guidelines, and document channel etiquette for team members.
✗ Don't: Allow channels to become catch-all spaces without clear focus, or let important discussions get buried in casual conversation.

✓ Integrate IM with Documentation Workflows

Connect IM tools with your documentation platform to create seamless workflows that reduce context switching and improve efficiency.

✓ Do: Set up automated notifications for document updates, use IM bots for status tracking, and create shortcuts for common documentation tasks.
✗ Don't: Treat IM as completely separate from your documentation tools, or rely solely on manual processes for workflow coordination.

✓ Maintain Professional Communication Standards

While IM is informal, maintain professional standards that support effective documentation work and clear communication.

✓ Do: Use clear, concise language, provide context for requests, and maintain respectful tone even in quick exchanges.
✗ Don't: Use excessive abbreviations that create confusion, send incomplete thoughts, or assume everyone has context for your messages.

✓ Archive Important Decisions and Discussions

Ensure that critical documentation decisions made through IM are properly captured and accessible for future reference.

✓ Do: Pin important messages, create summary documents for major decisions, and establish processes for moving IM decisions to formal documentation.
✗ Don't: Let crucial information remain only in IM history, or assume everyone will remember important decisions from chat conversations.

✓ Balance Immediacy with Deep Work

Use IM effectively without creating constant interruptions that harm focused documentation work and writing quality.

✓ Do: Set status indicators for focused work time, use scheduled send features, and establish response time expectations for different message types.
✗ Don't: Expect immediate responses to non-urgent messages, or allow IM to interrupt deep writing sessions without clear urgency indicators.

How Docsie Helps with IM

Modern documentation platforms have revolutionized how teams integrate instant messaging into their content workflows, creating seamless connections between communication and documentation creation.

  • Real-time Collaboration Features: Built-in commenting systems and live editing capabilities that mirror IM functionality directly within documentation platforms
  • Notification Integration: Automated IM notifications for document updates, review requests, and approval workflows that keep teams synchronized
  • Contextual Communication: In-document chat features that allow team members to discuss specific content sections without losing context
  • Workflow Automation: Smart integrations that trigger IM alerts based on documentation milestones, deadlines, and review cycles
  • Cross-platform Connectivity: Seamless integration with popular IM tools like Slack, Microsoft Teams, and Discord for unified communication experiences
  • Scalable Team Management: Advanced permission systems that automatically manage IM access based on documentation roles and project involvement
See How Docsie Can Help

Related Documentation Terms

API 1 shared articles RBAC 1 shared articles IAM 1 shared articles Workspace 1 shared articles Document Versioning 1 shared articles

Build Better Documentation with Docsie

Join thousands of teams creating outstanding documentation

Start Free Trial