Welcome to the second half of the Persistent Chat discussion!
We learned two things about Persistent Chat logs in the last post:
They are conversations which are accessible to other Lync users.
You can add more to stored Chat logs later.
This functionality makes them very useful as an information asset.
Last time I compared chat logs to notes from a meeting. How do you use notes in your office? How would you, if you could share the notes with others & update them whenever necessary?
If you’re not sure, let me give you some ideas.
8 Uses for Persistent Chat Logs
- Change Log: A chat room window is great for tracking changes to software development, web design, content development and a whole lot more.
- Client Notes: We all have that 1 client who likes things done a certain way, and we need to make sure everyone knows it…
- Project Management Reference: Every project generates notes, specifications, directives, and so on. Keep them in one log and everyone has easy access.
- Team Collaboration: SharePoint Sites make a great platform for collaborating team members. But if you aren’t running SharePoint, Lync’s Persistent Chat provides a simple way to keep teams on track with what each person’s doing.
- Frequently Asked Questions (FAQ): As new questions come in, someone will update the FAQ log. Any good questions can be posted to the website.
- Project Coordination: A project manager can use a chat room log as the central location for project steps and goals.
- Emergency Updates: With Lync for Mobile, organizations dealing with emergencies such as the Moore Tornado can update the main office from the site. (PlanetMagpie extends every sympathy to those affected. I have personally donated to assist recovery efforts.)
- PR: Storing talking points, public relations contacts and media messaging in one place? Sounds like an easy way to keep PR consistent!
8 uses. Many of which overlap, and can extend other daily processes. Sounds even more valuable now, doesn’t it?
So how do you start using Lync’s Persistent Chat? You’ll have to create a chat room. Chat rooms are logged and updated live for all chat room members (like Skype). Here’s how to start off.
How to Create a Persistent Chat Room in Lync 2013
- In Lync 2013, click the Chat Rooms icon between Contacts and Conversation History.
- Click the gray plus icon on the right, above the chat room list. Its tooltip says, “Add a Room.”
- A dropdown menu will appear. To follow (join) an existing chat room, click “Follow a Room…” We will create a new chat room here, so click “Create a Chat Room…”
- A browser window will open. Navigate to the My Rooms page.
- Click “Create a New Room” to open the Room Creation page.
- Enter the details in the page fields:
- Room Name – A name for the chat room. Keep chat room names descriptive & consistent (e.g., “Project Management Reference-UI”).
- Check Names – Click this to make sure the name is not in use already.
- Description – Explain your chat room’s purpose, so others will recognize it.
- Privacy – Choose a privacy setting for your room from the options:
- Open: Anyone can search for, read and write in the chat room.
- Closed: Members (those who follow the chat room) can open, read and write in the room. Non-members can search for the room and see who’s a member, but nothing more. (Default)
- Secret: Only members can see, read or write in this chat room.
- Manager (Optional): Enter names of any managers you want for the chat room into the Managers field. Managers can add room members and change room settings. As the one who created the chat room, you’re already a manager. creators are automatically added as managers. Separate names by semicolons. When done, click the “Check Names” button to make sure Lync can recognize their identities.
- Members: Enter names of anyone you want to have access to the chat room. (You’re automatically a member.)
- Notifications: Do you want the new members you’ve identified to receive a notice that they’ve been added to your chat room? Then select “Inherit invitation setting from category (True).” Otherwise, select “No invitations sent to members.”
Finally, click the Create button. This will take you back to the My Rooms dialog, where you’ll see a confirmation that your new chat room is ready.
In Lync’s Chat Rooms window, you saw three options earlier: Followed, Member of, and New. Your new chat room should be listed under both Followed and Member Of. (If not, right-click the chat room name and select “Follow This Room.”)
Double-click the chat room and start typing!
You have a new chat room. Make use of it!
I hope this pair of posts will help to make businesses aware of Persistent Chat. It’s an underdog in the Lync communications family, though it’s arguably one of the most flexible tools.
Look for more Persistent Chat-related posts coming soon!
I’ll end with the same question I asked last week: Do you currently use Persistent Chat or Group Chat in Lync? What do you use it for the most?