Working Virtually The 21st Century Workplace

Overview 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

Overview 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

Definition of Virtual Work Virtual work is done in whole or in part via electronic communication: Requires no daily face-to-face contact with co-workers 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 Today’s World Types of Virtual Workplaces Virtual Workplace Communication Tools Online Collaboration Pros and Cons of Working Virtually Exercise

Traditional Work vs. 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 6

Overview 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

Working Virtually in Today’s 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 Today’s 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 Today’s 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

Working Virtually in Today’s 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

Working Virtually in Today’s 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

Overview 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

Types of Virtual Workplaces Home Offices Telecommuting Centers Mobile Offices Office Hoteling

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

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

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

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

Overview 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

Virtual Workplace Communication Tools Common communication tools when working virtually: Conference Calls NetMeeting WebEx VPN Skype TelePresence MPK20

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

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

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

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

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

Virtual Workplace Communication Tools: VPN (cont.) POP refers to point to point. Figure.1: VPN connecting Central Office with other Co-workers in different locations

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

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

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

Virtual Workplace Communication Tools- TelePresence (cont.) Requires no training to conduct meetings via TelePresence Requires good lighting and screens installed with speakers

Virtual Workplace Communication Tools: TelePresence Figure.3: People working via TelePresence

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

Overview 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

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

Online Collaboration (cont.) Common methods for online collaboration: E-mail IM (Instant Messaging) Social Networking Blogs Intranet

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

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

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

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

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

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

Overview 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

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

Pros and Cons of Working Virtually: Pros (cont.) Offers the opportunity to hold meetings and re-establish presence in spite of distance or location Saves on relocation expenses during re-organization

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

Overview 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

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? 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?

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