1. Working Virtually
The 21st Century Workplace

2. 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

3. 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

4. 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

5. 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

6. 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, /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

7. 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

8. 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

9. 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

10. 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 and attend meetings with, and edit documentation from each other

11. 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

12. 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

13. 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

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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. 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

22. 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

23. 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

24. Virtual Workplace Communication Tools: WebEx
Provides the ability to hold online meetings, web and videoconferencing
Provides file, program and 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

25. 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

26. 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

27. 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, id and password

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

29. 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

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

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

32. 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

33. 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

34. 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

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

36. 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

37. 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

38. 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

39. 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 id and password for access

40. 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

41. 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

42. 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

43. 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

44. 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

45. 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

46. 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

47. 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?

48. 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
en.wikipedia.org/wiki
computer.howstuffworks.com/vpn.htm
blogsearch.google.com/
Figure.1- computer.howstuffworks.com/vpn.htm
Figure.2: pages.ebay.com/skype/
Figure.2- mail.google.com/videochat
Figure.3-