M. Reber © 6/1/2015 Working Virtually The 21st Century Workplace.

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


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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


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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


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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 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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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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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


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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


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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


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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


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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


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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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M. Reber © 6/1/2015 Working Virtually The 21st Century Workplace.

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Transcript of M. Reber © 6/1/2015 Working Virtually The 21st Century Workplace.