Transcript Virtual Workplace Communication Tools

Working Virtually:
The 21st Century Workplace
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© 2008
Kali Srivastava
<date>
Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Definition of Virtual Work
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Virtual work is done in whole or in part via
electronic communication:
 Requires
no daily face-to-face contact with coworkers or supervisors
 Requires technology such as telephones, internet
tools, computers
 Creates a work environment without geographical
boundaries
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Traditional Work vs. Virtual Work
Traditional Work
Virtual Work
Recruit and utilize
employees at one location
only
Recruit employees in any geographical
location, to support projects
Communicate face to face
and brainstorming
Communicate via Telephone, E-mail/Chat,
Videoconferencing, IM, Blogs, Social
Networking
Work hours fixed
Work hours flexible
Work limited to the work
place
Work performed online from any location
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Working Virtually in Today’s World
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About 35% of the collaborative work is usually
conducted virtually rather than face to face
Over 63% of employee work time is spent
communicating and collaborating, and 56% of
work is accomplished away from desk
About 43% of small to mid-sized businesses
considered a fully virtual workplace to deal with
the 2008 economy
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Working Virtually in Today’s World
(cont.)
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Companies working virtually:
 Over
50% of Sun's employee works virtually
 Nortel produced reliable and media-rich secure
communications, providing for a virtual workplace
 Accenture 129,000-person company has many
branch offices, but no physical headquarters
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Working Virtually in Today’s World
(cont.)
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Working virtually changes the traditional concept
of 'office'
 Project
manager located in California. The developers
are in India and CA
 Business analysts are in Penang and Malaysia
 Stakeholders are in Portland, CA, and Singapore
 The project manager works from home 1 day a week,
working 4 days at the office in Santa Clara
 All parties use various technologies to talk to,
exchange email and attend meetings with, and edit
documentation from each other
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Working Virtually in Today’s World
(cont.)
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Statistics of employees working virtually in
Cisco:
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85% of the employees telecommute at least part of
the week
24% of the work is done outside the office
48% of work done while telecommuting takes place
outside business hours
40% of the employees report to a manager located in
another city, state, or country
Working Virtually in Today’s World
(cont.)
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Large companies such as: IBM, CMP
Technology, Sears, Mazda, Coca-Cola facilitates
their employees to collaborate and communicate
virtually on projects, and meet with clients
Approximately 2 millions of employees work
virtually together with their team
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Types of Virtual Workplaces
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Home Offices
Telecommuting Centers
Mobile Offices
Office Hoteling
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Types of Virtual Workplaces Home Office
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Uses any workspace set-up as long as it has a
computer, telephone and internet connection
Cuts commute time, reducing stress
Experiences fewer interruptions from colleagues
Reduces direct interaction and brainstorming
Contains additional distractions such as house
work or the need to tend to children
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Types of Virtual WorkplacesTelecommuting Centers
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Provides a work site away from central office
Permits employees of same or different
employers to work at the same center
Provides access to computer networks,
secretarial services, and conference rooms
Enables interaction with local or remote
colleagues and customers
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Types of Virtual WorkplacesMobile Offices
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Allows work from a car or a briefcase, equipped
with latest tools and technologies
Gives opportunities to the employee to spend
more time with the clients
Benefits employees who spend much time out of
central office such as: Salespeople
Enables completion of work at client sites
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Types of Virtual Workplaces Office Hoteling
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Uses desks in a company office on as-needed
basis
 No
individual offices or cubicles
 All files are stored on central server only
 Equipped with computers, printers etc.
 Resources/space are reserved ahead of time
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Allows working outside the central office,
convenient for consultants or salespeople
 Return
to the corporate office only when needed
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 Save commute time and money
Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Virtual Workplace Communication
Tools
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Common communication tools when working
virtually:
 Conference
Calls
 NetMeeting
 WebEx
 VPN
 Skype
 TelePresence
 MPK20
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Virtual Workplace Communication
Tools- Conference Calls
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Calls made between multiple parties:
 Phone
calls out on multiple lines
 Conference line allows multiple parties to call in
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Methods of conference calling:
 Audio-
Speaker phone allows everyone present to
participate in a single call
 Video- Digital transmission allows video and audio
interaction
 Web- Network used when desktop applications are
the same on both ends, often for showing products to
clients
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Virtual Workplace Communication
Tools- NetMeeting
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Uses the internet to create teleconference
groups
Allows users to interact in real time over the
internet including:
 Chat
client
 Audio and video conferencing client
 A digital whiteboard or shared drawing space
 Application sharing with other conference members
 File share and transfer applications
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Virtual Workplace Communication
Tools- NetMeeting (cont.)
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Requires a computer with Internet Explorer and
software such as Windows XP
Requires a headset with microphone or a
conference bridge for audio conferences
Requires specific Netmeeting software
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Virtual Workplace Communication
Tools- WebEx
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Provides the ability to hold online meetings, web
and videoconferencing
Provides file, program and email access from
laptop, desktop or mobile phones
Connects participants with services whether at
work, home or out of the central office
Requires software download and creation of a
login id/password
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Virtual Workplace Communication
Tools- VPN (Virtual Private Network)
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Utilizes a private computer data network that
uses a public network (like the Internet)
Connects your computer to company from any
location
Lowers company costs by using a shared public
infrastructure rather than a private one
Requires user name and password
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Virtual Workplace Communication
Tools- VPN
Figure.1: VPN connecting Central Office with other Co-workers in different locations
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Virtual Workplace Communication
Tools- Skype
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Social networking software for making calls
over the internet:
 Allows
users to make calls by cell phones or land
lines anywhere in the world
 Enables instant messaging, file transfer, video
conferencing, online chat
 Provides book marking to track chat sessions or
keep open forums
 Allows voice mail messages, taking calls when busy
or offline
 Requires software download, email id and password
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Virtual Workplace Communication
Tools- Skype
Figure.2: Video and Audio conference via. Skype
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Virtual Workplace Communication
Tools- TelePresence
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Refers to a set of technologies allowing a person
to feel as if they were present, at a location other
than their own location
Transmits the user's position, movements, and
voice to the remote location
Enables the same transfer for both ends,
allowing dialogue
Delivers an 'in person' experience, allowing
meetings without travelling
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Virtual Workplace Communication
Tools- TelePresence (cont.)
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Requires no training to conduct meetings via
TelePresence
Requires good lighting and screens installed
with speakers
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Virtual Workplace Communication
Tools- TelePresence
Figure.3: People working via TelePresence
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Virtual Workplace Communication
Tools- MPK20
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Creates a 3D virtual environment to enhance
business or educational collaboration
Allows natural voice communication for
meetings
Allows document sharing
Maintains and builds community without the
constraints of location
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Virtual Workplace Communication
Tools- MPK20 (cont.)
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Enables conversation, music or videos sharing
in similar fashion to being in the same room
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Online Collaboration
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Enables sharing of designs, developments and
information without personal meetings or
travelling
Includes team discussions, polls, lists,
calendaring, access control, notifications
Connects people sharing common interest or
objectives
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Online Collaboration (cont.)
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Common methods for online collaboration:
 E-mail
 IM
(Instant Messaging)
 Social Networking
 Blogs
 Intranet
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Online Collaboration- E-mail
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Writes, sends and receives messages/files over
electronic communication systems
Provides an extensive written record of activities
Requires only a login id and password, for
access
Sometimes leads to misinterpretation or
misunderstanding of intended message
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Online CollaborationIM (Instant Messaging)
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Exchanges text-based communications between
two or more parties through Internet
Acts as a real-time conversation tool, like a chat
room
Utilizes web-cams for visual interaction in most
IM programs
Saves contact details in online address book
Sends and receives voice mails and file
transfers
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Online Collaboration- IM (cont.)
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Requires only a login id and password for
access
Creates problems for productivity, as
employees might use it as a social tool
Creates problems for company privacy
protocols
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Online CollaborationSocial Networking
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Creates online communities using websites
Creates social and discussion groups for internet
users. For example Orkut and Yahoogroups
Allows sharing of messages, photo/photo
albums, group event calendars, and shared web
links
Requires email id and password for access
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Online Collaboration- Blogs
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Creates a space for posting thoughts and
interacting with commentary by using a website
or online journal
Allows entries to be linked and cross-linked
among members
Provides a framework for workplace social
networks and communication
Allows sharing or presenting ideas and data
without having to call a meeting
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Online Collaboration- Intranet
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Refers to a private version of the Internet,
established for a distinct user group or company
Provides a single, secure, reliable access to
company information
Promotes the sharing of knowledge and ideas
among employees
Keeps data safe from outside scrutiny
Provides access to corporate library holdings
and archives
Allows conferences between company
departments
in multinational offices
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Pros and Cons of Working Virtually-
Pros
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Shifts employees focus from time to results,
leading to increased productivity
Reduces real estate expenses per site annually,
eliminating unneeded office space
Provides access to global markets, and presents
a local face to global clients
Allows employees a more flexible schedule, at
home or in the office
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Pros and Cons of Working VirtuallyPros (cont.)
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Offers the opportunity to hold meetings and reestablish presence in spite of distance or
location
Saves on relocation expenses during reorganization
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Pros and Cons of Working VirtuallyCons
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Increases employer costs for new employees, in
setup and maintenance
Reduces equipment efficiency, as expensive
equipment is not accessible for multiple users
Leads to potential intercultural or policy clashes
between teams
Reduces personal contact with decision makers,
isolating crucial communications
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Pros and Cons of Working VirtuallyCons (cont.)
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Disperses employees, making personal
communication difficult
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Overview
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Definition of Virtual Work
Traditional Work vs. Virtual Work
Working Virtually in Today’s World
Types of Virtual Workplaces
Virtual Workplace Communication Tools
Online Collaboration
Pros and Cons of Working Virtually
Exercise
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Exercise
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Conduct an interview with a
entrepreneur/corporate telecommuter who works
virtually, and write one page answering the
following questions:
What are the subject's habits and marketing
strategies?
 What techniques are used to stay in touch with
customers, co-workers and managers?
 What limits do they set on working from home or other
49 locations?
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References
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Tools for Virtual Teams; by Jane E. Henry and Meg Hartzler
Virtual Office Survival Handbook; by Alice Bredin
research.sun.com/projects/mc/mpk20.html
cyber.law.harvard.edu/fallsem98/final_papers/Carpenter.html
www.cisco.com/en/US/netsol/ns669/networking_solutions_solution_segment_home.html
en.wikipedia.org/wiki
www.aim.com
computer.howstuffworks.com/vpn.htm
www.kolabora.com
www.teleworkrecruiting.com/
www.gms.state.ga.us/employees/telework.asp
blogsearch.google.com/
Figure.1- computer.howstuffworks.com/vpn.htm
Figure.2: pages.ebay.com/skype/
Figure.2- mail.google.com/videochat
Figure.3- www.cisco.com/en/US/products/ps7060/index.html
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