Working Virtually Pp t 81209

OverviewDefinition of Virtual WorkTraditional Work vs. Virtual WorkWorking Virtually in Todays World Types of Virtual WorkplacesVirtual Workplace Communication Tools Online Collaboration and Editing Tools Pros and Cons of Working VirtuallyExercise

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Definition of Virtual Work Virtual work is done in whole or in part via electronic communication:Requires little to no daily face-to-face contact with co-workers or supervisorsRequires technology such as telephones, internet tools, computersCreates a work environment without geographical boundaries

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*Traditional Work vs. Virtual Work

Traditional WorkVirtual WorkRecruit and utilize employees at one location onlyRecruit employees in any geographical location, to support projects

Communicate face to face and brainstormingCommunicate via Telephone, E-mail/Chat, Videoconferencing, IM, Blogs, Social NetworkingWork hours fixedWork hours flexibleWork limited to the work placeWork performed online from any location


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Working Virtually in Todays World 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 deskAbout 43% of small to mid-sized businesses considered a fully virtual workplace to deal with the 2008 economyMore than 2/3 of employees in the United States have worked virtually, and nearly half of those employees work virtually on a weekly basisAbout 91% of employees agree working virtually saves their company time and moneySince July 2007, virtual work jobs have increased by 72%

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Working Virtually in Todays World (cont.)Companies working virtually:Over 50% of Sun's employees work virtuallyNortel produced reliable and media-rich secure communications, providing for a virtual workplaceAccenture, a 129,000-person company, has many branch offices, but no physical headquarters*

Working Virtually in Todays World (cont.)Working virtually changes the traditional concept of the officeA project manager could be located in California, while the developers are out of state or in IndiaBusiness analysts are in Penang and MalaysiaStakeholders are in Portland, California, and SingaporeThe project manager works from home 1 day a week and at the office in Santa Clara the other 4All parties use various technologies to talk to, exchange email and attend meetings with, and edit documentation from each other*

Working Virtually in Todays World (cont.)Statistics of employees working virtually in Cisco:85% of the employees telecommute at least part of the week 24% of the work is done outside the office48% of work done while telecommuting takes place outside business hours40% of the employees report to a manager located in another city, state, or country

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Working Virtually in Todays World (cont.)Large companies such as: IBM, Sears, Mazda, CMP Technology, and Coca-Cola facilitate virtual collaboration and communication among employees and virtual meetings with clientsApproximately 2 million employees work virtually together with their team*


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Types of Virtual WorkplacesHome Offices Telecommuting CentersMobile OfficesOffice Hoteling*

Types of Virtual Workplaces:Home OfficeUses any workspace set-up as long as it has a computer, telephone and internet connection Cuts commute time, reducing stressExperiences fewer interruptions from colleagues Reduces direct interaction and brainstormingContains additional distractions such as house work or the need to tend to children*

Types of Virtual Workplaces: Telecommuting CentersProvides a work site away from central officePermits employees of same or different employers to work at the same centerProvides access to computer networks, secretarial services, and conference roomsEnables interaction with local or remote colleagues and customers

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Types of Virtual Workplaces: Mobile OfficesAllows work from a car or a briefcase, equipped with latest tools and technologiesGives opportunities to the employee to spend more time with the clients Benefits employees who spend much time out of central office such as: SalespeopleEnables completion of work at client sites

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Types of Virtual Workplaces: Office Hoteling Uses desks in a company office on as-needed basisNo individual offices or cubiclesAll files are stored on central server onlyEquipped with computers, printers etc.Resources/space are reserved ahead of time Allows working outside the central office, convenient for consultants or salespeopleReturn to the corporate office only when neededSave commute time and money*


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Virtual Workplace Communication ToolsVirtual Workplace tools:Enable sharing of designs, developments and information without personal meetings or travellingInclude team discussions, polls, lists, calendaring, access control, notificationsConnect people sharing common interest or objectives *

Virtual Workplace Communication Tools Common communication tools when working virtually:Conference CallsNetMeetingWebExVPNSkypeTelePresenceMPK20Mikogo*IM (Instant Messaging)Social NetworkingBlogsSharePointIntranet

Virtual Workplace Communication Tools: Conference CallsCalls made between multiple parties:Phone calls out on multiple linesConference line allows multiple parties to call inMethods of conference calling:Audio- Speaker phone allows everyone present to participate in a single callVideo- Digital transmission allows video and audio interactionWeb- Network used when desktop applications are the same on both ends, often for showing products to clients *

Virtual Workplace Communication Tools: NetMeetingUses the internet to create teleconference groupsAllows users to interact in real time over the internet including:Chat client Audio and video conferencing clientA digital whiteboard or shared drawing spaceApplication sharing with other conference membersFile share and transfer applications

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Virtual Workplace Communication Tools: NetMeeting (cont.)Requires a computer with Internet Explorer and software such as Windows XPRequires a headset with microphone or a conference bridge for audio conferencesRequires specific NetMeeting software *

Virtual Workplace Communication Tools: WebExProvides the ability to hold online meetings, web and videoconferencingProvides file, program and email access from laptop, desktop or mobile phonesConnects participants with services whether at work, home or out of the central officeRequires software download and creation of a login id/password

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Virtual Workplace Communication Tools: VPN (Virtual Private Network)Utilizes a private computer data network that uses a public network (like the Internet)Connects your computer to company from any locationLowers 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 (cont.)

*Figure.1: VPN connecting Central Office with other Co-workers in different locations

Virtual Workplace Communication Tools: SkypeSocial networking software for making calls over the internet: Allows users to make calls by cell phones or land lines anywhere in the worldEnables instant messaging, file transfer, video conferencing, online chatProvides book marking to track chat sessions or keep open forumsAllows voice mail messages, taking calls when busy or offlineRequires software download, email id and password

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Virtual Workplace Communication Tools: Skype (cont.)*Figure.2: Video and Audio conference via. Skype

Virtual Workplace Communication Tools: TelePresenceRefers to a set of technologies allowing a person to feel as if they are present at an off-site locationTransmits the user's position, movements, and voice to the remote locationEnables the same transfer on both ends for dialogueDelivers an 'in person' experience, allowing meetings without travellingRequires no training to conduct meetings via TelePresenceRequires good lighting and screens with speakers*

Virtual Workplace Communication Tools: TelePresence (cont.)*Figure.3: People working via TelePresence

Virtual Workplace Communication Tools: MPK20Creates a 3D virtual environment to enhance business or educational collaborationAllows natural voice communication for meetingsAllows document sharingMaintains and builds community without the constraints of locationEnables conversation, music or videos sharing in similar fashion to being in the same room

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Virtual Workplace Communication Tools: MikogoRefers to a cross-platform desktop sharing toolIs ideal for web conferencing, online meetings, or remote supportCan accommodate product demos, online presentations, and webinarsAvailable for free for commercial and private use at: www.mikogo.com*

Exchanges text-based communications between two or more parties through InternetActs as a real-time conversation tool, like a chat roomUtilizes web-cams for visual interaction in most IM programs Saves contact details in online address book Sends and receives voice mails and file transfers

*Virtual Workplace Communication Tools: IM (Instant Messaging)

Requires only a login id and password for accessCreates problems for productivity, as employees might use it as a social toolCreates problems for company privacy protocols

*Virtual Workplace Communication Tools: IM (cont.)

Creates online communities using websitesCreates social and discussion groups for internet users. For example: Orkut and YahoogroupsAllows sharing of messages, photo/photo albums, group event calendars, and shared web linksRequires email id and password for access*Virtual Workplace Communication Tools: Social Networking

Virtual Workplace Communication Tools: BlogsCreates 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 membersProvides 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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Virtual Workplace Communication Tools:SharepointRefers to a Microsoft collection of products and software elements Serves as a document management systemIncludes Internet Explorer-based collaboration functions, process management modules, and search modulesCan be used to host web sites that access shared workspaces, information stores and documentsCan be used to host defined applications such as wikis and blogs *

Virtual Workplace Communication Tools:IntranetRefers to a private version of the Internet, established for a distinct user group or companyProvides a single, secure, reliable access to company informationPromotes the sharing of knowledge and ideas among employees Keeps data safe from outside scrutinyProvides access to corporate library holdings and archivesAllows conferences between company departments in multinational offices

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Online Collaboration and Editing ToolsGoogle DocsMicrosoft Office SuiteWikiEmailComment on a HardcopyAcrobat Sticky Notes

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Online Collaboration and Editing Tools: Google DocsAccess at docs.google.comA free, web-based word processor that allows you to edit documents online and collaborate with others in real timeGoogle Docs is good for reviewing content online, but does not maintain any formatting of the original document*

Online Collaboration and Editing Tools: Google Docs (cont.)Using Google Docs as a virtual workspace is easy:Create a Google account.*

Online Collaboration and Editing Tools: Google Docs (cont.)Upload a document file.

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Online Collaboration and Editing Tools: Google Docs (cont.)Using email addresses, invite others to view and edit the document as collaborators.

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Online Collaboration and Editing Tools: Google Docs (cont.)Edit documents like you would in Microsoft Word.*

Online Collaboration and Editing Tools: Microsoft Office SuiteWordComment feature: highlights a selected portion of the document and adds a corresponding comment box in the margin for your suggestions/revisionsClick from the toolbar.Select .Type your comment.Click outside the comment box to finish commenting.*

Online Collaboration and Editing Tools: Microsoft Office Suite (cont.)Track Changes feature: Allows you to edit the text and indicates your changes by making them appear in a different color than the original text.Click from the toolbar.Select .Repeat steps 1-2 to turn the Track Changes Feature off.*

Online Collaboration and Editing Tools: Microsoft Office Suite (cont.)PowerPointCopy a screen shot and paste it on a PowerPoint slide.Use text boxes to make comments.Save the PowerPoint file when you are done.Email the PowerPoint file as an attachment back to the writer.*

Online Collaboration and Editing Tools: WikiAccess at wiki.comA collection of Web pages that allow anyone to access, contribute to, or modify content.Wikis are supported by Central Desktop SoftwareFree Wiki versions:Include 2 workspacesAllow up to 5 membersOffers 2-5MB of storageFees apply for extra members and more storage*

Online Collaboration and Editing Tools: EmailWrites, sends and receives messages/files over electronic communication systemsProvides an extensive written record of activitiesRequires only a login id and password, for accessSometimes leads to misinterpretation or misunderstanding of intended messageIn the body of the email, summarize in a list your edits and commentsCreate a Yahoo GroupUpload and store your files in the Yahoo GroupDownload files, make comments, then upload the peer reviewed file to the Yahoo Group for the writer

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Online Collaboration and Editing Tools: Comment on a Hard CopyCommenting on a hard copy by hand is free, but takes timeTo comment on a hard copy:Print the document.Write comments and editing marks by hand directly on the document.Scan the document once you are finished.Email as an attachment back to the author.*

Online Collaboration and Editing Tools: Acrobat Sticky NotesUse Acrobat sticky notes for editing .PDF documentsTo use Acrobat sticky notes:Select the note tool from the menu.Click on the page to add a new sticky note.Type your comment and then click outside the note to finish editing.*

OverviewDefinition of Virtual WorkTraditional Work vs. Virtual WorkWorking Virtually in Todays World Types of Virtual WorkplacesVirtual Workplace Communication Tools Online Collaboration and Editing ToolsPros and Cons of Working VirtuallyExercise

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Pros and Cons of Working Virtually: Pros Shifts employees focus from time to results, leading to increased productivityReduces real estate expenses per site annually, eliminating unneeded office spaceProvides access to global markets and presents a local face to global clientsAllows employees a more flexible schedule, at home or in the officeOffers the opportunity to hold meetings and establish presence in spite of distance or locationSaves on relocation expenses during reorganization*

Pros and Cons of Working Virtually: ConsIncreases employer costs for new employees, in setup and maintenanceReduces equipment efficiency, as expensive equipment is not accessible for multiple usersLeads to potential intercultural or policy clashes between teams Reduces personal contact with decision makers, isolating crucial communicationsDisperses employees, making personal communication difficultBlurs the separation between work and personal life

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OverviewDefinition of Virtual WorkTraditional Work vs. Virtual WorkWorking Virtually in Todays World Types of Virtual WorkplacesVirtual Workplace Communication Tools Online Collaboration and Editing ToolsPros and Cons of Working VirtuallyExercise

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ExerciseConduct 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 locations?*

ReferencesTools for Virtual Teams; by Jane E. Henry and Meg HartzlerVirtual Office Survival Handbook; by Alice Bredinresearch.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.comcomputer.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 effectivemeetings.comsimplyhired.complanetpdf.com

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*POP refers to point to point.Recommended changes:

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 locations?

Documents

Working Virtually Pp t 81209