Writing a Survey: Studying Employee Use of Instant Messaging

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Instant messaging (IM) is a popular way to exchange messages in real time. It offers the convenience of telephone conversations and e-mail. Best of all, it allows employees to contact anyone in the world while retaining a written copy of the conversation-without a whopping telephone bill! But instant messaging is risky for companies. They may lose trade secrets or confidential information over insecure lines. They also may be liable if inappropriate material is exchanged. Moreover, IM opens the door to viruses that can infect a company's entire computer system.

Your boss just read an article stating that 40 percent of companies now use IM for business and up to 90 percent of employees use instant messaging WITHOUT their manager's knowledge or authorization. She asks you to prepare a survey of your 48-member staff to learn how many are using IM. She wants to know what type of IM software they have downloaded, how many hours a day they spend on IM, what the advantages of IM are, and so forth. The goal is not to identify those using or abusing IM. Instead, the goal is to learn when, how, and why employees use instant messaging so that appropriate policies can be designed.

Your Task. Use the Web or an electronic database to learn more about instant messaging. Then prepare a short employee survey (see Figure 11.8). Include an appropriate introduction that explains the survey and encourages a response. Should you ask for names on the survey? How can you encourage employees to return the forms? Your instructor may wish to expand this survey into a report by having you produce fictitious survey results, analyze the findings, draw conclusions, and make recommendations.

Text Book: Business Communication: Process and Product By Mary Ellen Guffey, Dana Loewy.