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Working Virtually

The 21st Century Workplace

M. Reber 1/22/2012

Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays World Types of Virtual Workplaces Virtual Workplace Communication Tools Online Collaboration Pros and Cons of Working Virtually Exercise
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Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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




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

Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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
Recruit and utilize employees at one location only Communicate face to face and brainstorming Work hours fixed Work limited to the work place

Virtual Work
Recruit employees in any geographical location, to support projects Communicate via Telephone, E-mail/Chat, Videoconferencing, IM, Blogs, Social Networking Work hours flexible Work performed online from any location

Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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 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 desk About 43% of small to mid-sized businesses considered a fully virtual workplace to deal with the 2008 economy

Working Virtually in Todays World (cont.)




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, 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 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 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 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

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Working Virtually in Todays World (cont.)




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
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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


   

Home Offices Telecommuting Centers Mobile Offices Office Hoteling

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Types of Virtual Workplaces: Home Office


    

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 Workplaces: Telecommuting Centers


   

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 Workplaces: Mobile Offices




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




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

Allows working outside the central office, convenient for consultants or salespeople
 Return to the corporate office only when needed  Save commute time and money
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Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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




Common communication tools when working virtually:


       Conference Calls NetMeeting WebEx VPN Skype TelePresence MPK20
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Virtual Workplace Communication Tools: Conference Calls




Calls made between multiple parties:


 Phone calls out on multiple lines  Conference line allows multiple parties to call in

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




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.)




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


   

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)


   

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 (cont.)

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

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Virtual Workplace Communication Tools: Skype




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 (cont.)

Figure.2: Video and Audio conference via. Skype

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Virtual Workplace Communication Tools: TelePresence




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 ToolsTelePresence (cont.)




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




 

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 Enables conversation, music or videos sharing in similar fashion to being in the same room
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Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays World Types of Virtual Workplaces Virtual Workplace Communication Tools Online Collaboration Pros and Cons of Working Virtually Exercise
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Online Collaboration


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.)




Common methods for online collaboration:


     E-mail IM (Instant Messaging) Social Networking Blogs Intranet

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Online Collaboration: E-mail




 

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 Collaboration: IM (Instant Messaging)


    

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.)




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 Collaboration: Social Networking


 

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




  

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


     

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
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays 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




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 Virtually: Pros (cont.)




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 Virtually: Cons


    

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 Disperses employees, making personal communication difficult
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Overview
       

Definition of Virtual Work Traditional Work vs. Virtual Work Working Virtually in Todays World Types of Virtual Workplaces Virtual Workplace Communication Tools Online Collaboration Pros and Cons of Working Virtually Exercise
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Exercise


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 locations?
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References
               

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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