Before writing this post, I did a quick check in lynes.
Turns out I’m in 43 chat channels.
Now, this isn’t a competition about who’s in the most channels (though if you want to tell me how many you’re in, feel free to email me).
On top of those 43 channels, I’ve got all my direct chats too — which means around 100 possible communication paths.
And sure, I have a lot to say. I could easily fill 100 places with text, emails, pictures, and GIFs.
But here’s the thing — I also have work to do. You know, my actual job.
So running wild in 100 chat threads isn’t good for me — or the organization.
So how do you keep your chatting under control and still stay productive?
As a friend and ambassador of order and structure, here are my five best tips for organizing your chats without losing efficiency.
Why You Should Structure Your Chatting
Chats can get messy. Notifications can be distracting.
And there’s always that one “trigger-happy” colleague who hits enter before thinking.
You know the type:
“Hi”
enter
“Just wondering if you saw my email?”
enter
“Ping!”
Without structure, chat chaos eats away at your productivity.
But used right, chat is a powerful way to stay organized, reduce stress, and remember what’s been said.
Instead of relying on hallway conversations or phone calls, you have written threads to look back on.
And with an asynchronous mindset, you gain more time for deep work.
(If you want to learn more about asynchronous communication, you can read this post.)
How to Structure Your Chat Environment
1. Start with a Blank Canvas
Begin from scratch — even if you already have a “system.”
I’m not saying delete everything, but rethink how you want your setup to work moving forward.
2. Create and Maintain Structured Teams and Channels
Time to think it through.
Start with your departments.
Each department should have its own team in your chat structure.
Let’s say your company has:
- Support
- Sales
- Finance
- Marketing
Then go through each team and decide which channels are needed.
Don’t guess — invite each department head to join the process.
Example for Sales:
- #general – a general, informal channel for sales and inter-department conversations.
- #team-sales – a locked channel for the sales team only.
- #backoffice – for administrative and deal-related discussions.
- #sales-memes – because work hard, play hard.
You should also have separate teams for #suppliers and #projects,
where you can manage cross-department projects and communication with external partners.
3. Use Threaded Conversations
This is a big one.
Threaded conversations make it easy to manage multiple discussions in the same channel — and to catch up later.
You can easily find everything related to invoice #13531 or next steps in that project — all in one place.
If you work asynchronously, this is essential.
Threads make it simple for latecomers to catch up without endless scrolling.
4. Share Information to Avoid Silos
Super important!
When you’re not always in the office — maybe working from home, the countryside, or a café — the “coffee machine chat” doesn’t happen.
That’s why it’s crucial to share updates, files, and insights digitally.
The goal is to prevent information from getting stuck with one person — what we call information silos.
Share what you know so everyone stays in the loop.
5. Turn Off Notifications in Non-Critical Channels
Even though I like to think I’m indispensable, I can’t justify being constantly active in every channel.
So turn off notifications for channels that aren’t urgent or essential.
It helps you focus — and it’s a key step toward a calmer, more asynchronous way of working.
Time to Bring Order to Your Workday
Ready to clean up your chats and get your focus back?
If you don’t yet have the right tools for structured communication — don’t worry.
You can try lynes free for 30 days.
