We have moved from phone calls and faxes to emails and text. With those changes came a new language and new rules for professional communication etiquette.

Now many productivity tools include instant messaging in their team spaces and have taken that challenge a step further with the introduction of emoticons in their systems.

While many of us use smiley faces, sad faces and "LOL" in our everyday informal communications with friends and family, should they be used in professional correspondence?

1. Use suitable emoticons.

Emoticons provide that context, making one-dimensional messages more robust and showing inflection It gives what the person is saying a visual communication feel, adding an extra layer to tell if the words typed are meant as a joke, serious or sarcastic, for instance.

2. Expect hierarchical boundaries breaks down.

Unlike emails which are more of a 1 way communication, now a question can be asked in real time. Because people don't have the attention span they used to, shorter messages at greater frequency elicit better and more immediate responses, keeping a project moving forward instead of waiting on a question and answer that is traveling up the ladder and back down.

3. Keep messages short and simple

Your online work platform is first and foremost a professional sphere designed to facilitate efficient and effective dialogue. Spamming your co-workers with GIFs is a sure way to cause problems and irritate your teammates.

4. For Internal Use only

External tools risk exposing private, confidential, trademarked, financial, or other sensitive information to the public or competitors. Open the channel to the in-house groups that are collaborating together, and be sure to close the conversation to all not involved in the project.

5. Keep out personal topics

It shouldn't be used to send messages to co-workers about non-business topics such as weekend plans or personal problems.

6. Managements to provide guideline

Use it as a leadership opportunity not a boss action. Sit down with the team and explain protocol for inside and outside communications and work on those protocol points together. Explain what is OK and what isn't. Once determined, monitor and engage – practice what you preach.

7. Distraction by notifications

To prevent your team from distraction by notifications, create a management override or policy requiring them to adjust their settings so that they only receive alerts pertaining to them and their work group. This cuts down wasted time and increases productivity.

8. Messaging platform is not a substitute

For in-person meetings, phone calls or video conferences, all of which are more personable and effective communication. While online apps are convenient, they should never take the place of real-time interpersonal interactions.

It is OK to instant-message to see if someone is available to talk, but discussions of substance should still take place in person. No electronic smiley face or "LOL" can take the place of a true smile or a team laughing, discussing and working together.