m. reber © 6/1/2015 working virtually the 21st century workplace
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M. Reber© 04/18/23
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
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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
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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 co-
workers or supervisors Requires technology such as telephones, internet
tools, computers Creates a work environment without geographical
boundaries
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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
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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
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
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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
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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
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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
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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
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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
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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
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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 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
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.)
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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
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Virtual Workplace Communication Tools: Skype (cont.)
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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
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Virtual Workplace Communication Tools- TelePresence (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
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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
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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
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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 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 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 re-
establish presence in spite of distance or location
Saves on relocation expenses during re-organization
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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 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
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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