Tools for Bridging the Distance Using Technology in Distance Teams Part 3 of the Distance Series.

Tools for Bridging the DistanceUsing Technology in Distance Teams

Part 3 of the Distance Series

[Date], 2002 — PHCS Confidential 2

Webinar Rules and Tools

Respond verbally

Let me know how you’re doing and ask questions

Use Mute, not Hold

WebEx Tools


Lesson Objectives

At the end of this lesson, you will be able to:

Select the appropriate tool for a variety of communication challenges

Use WebEx and NetMeeting to support synchronous communication and collaboration

Use WebShare drives and Outlook Public Folders to support asynchronous communication and collaboration.


Current Tools

What tools do you currently use to communicate with people in other locations?


Four Distance Tools

The four tools we’ll be working with today are:

WebEx

NetMeeting

Outlook Public Folders

WebShare Drives


WebEx

Synchronous

Group communication

Registered hosts can create meetings, anyone can attend

Permission required to schedule

Features:- Presentation sharing- Document collaboration- Polling- Application sharing- Whiteboard- Chat


Hosting and Scheduling

WebEx Host is responsible for scheduling and setting up the meeting

To become a host, go to the WebEx page on the intranet and fill out the WebEx Host Registration form.

IST offers a WebEx Host Webinar


Setting Up a WebEx Meeting

List of current meetings


Setting up a WebEx Meeting


Joining a WebEx Meeting


The WebEx Meeting Space


How can you use WebEx?

How can your team use WebEx to improve distance communication?


NetMeeting

Synchronous

One-to-one communication

Anyone at PHCS can create meetings and attend

No permission required to schedule

Features:- Application sharing

- Whiteboard

- Chat


Locating NetMeeting


Setting Up NetMeeting



ils.phcs.com


Starting a NetMeeting

List of employees logged in to NetMeeting


Starting a NetMeeting


How can you use NetMeeting?

How can your team use NetMeeting to improve distance communication?


Outlook Public Folders

Asynchronous

Group communication

Anyone at PHCS can use

Permission is required to get access for users outside of the department

Features:- Shared document access- Shared calendar- Discussion board- Shared e-mail and hyperlink storage- Shared contacts- Shared tasks- Shared notes


Viewing Public Folders

FolderList


Create a Public Folder

Write Access Read-Only Access


Create a Public Folder

Types of Folders

Appointment Items (calendar)

Contact Items (contact list)

Journal Items (rarely used)

Mail Items (emails, posts and documents)

Note Items (notes)

Task Items (task list)


Mail Folder


Mail Folder – Discussion Board


How can you use Outlook Public Folders?

How can your team use Outlook Public Folders to improve distance communication?


WebShares

Asynchronous

Group

Department access only

No permission required

Features:- Shared document storage


Organizing WebShares


How can you use WebShares?

How can your team use WebShares to improve distance communication?


Selecting the Right Tool

Karen is a fairly new employee and is developing her first proposal. She is having trouble getting the proposal template to look right so she calls David in the corporate office to ask for help in fixing the document. As Karen tries to explain the issue, David finds it difficult to visualize what is going wrong without seeing the document in front of him. He tries to walk Karen through some troubleshooting steps to help him understand the problem better, but Karen isn’t clear about what David is asking her to do. Finally, David tells Karen to just send him the document and he’ll fix it for her.

What tool(s) could David and Karen have used to better handle this problem?

Scenario 1



Maria is a member of a cross-functional, cross-regional network research team. Maria has just finished conducting a market survey and is planning to present her findings at the team’s next meeting. She would like to use PowerPoint to present the information then conduct a brainstorming session to address some of the issues identified by the survey, however she wants to make sure that all the team members are able to participate equally.

What tool(s) could Maria use during the meeting?

Scenario 2



There’s only five minutes left to the staff meeting and only half the data on the two software applications they are considering purchasing has been presented. Jacob stresses to the team that it’s critical that the decision be made in the next four days in order to be included in the budget for next year. The team checks their calendars to schedule another meeting to close the issue and realizes there is no one time when all the key decision makers will be available.

What tool(s) can Jacob use to gather the rest of the data, distribute it to the team, and then bring them to a consensus?

Scenario 3



Alison has staff in three different regions and they all depend on having the most up-to-date information at their fingertips. Because the data is constantly changing with every new customer and contract, Alison finds that she is sending out five or six emails every day to revise figures and update references. She knows her staff is feeling overwhelmed with all the emails, but she doesn’t know how else to make sure everyone keeps their data current.

What tool(s) can Alison use to help her team keep up with all the changes?

Scenario 4



Scenario 5

Luis has just been tasked with leading a highly visible two-year project. He will have twelve people on his team from seven different departments and four different areas of the country. He knows that both communication and information sharing will be critical to the project’s success, but has never worked with such a dispersed group before.

What tool(s) would you recommend that Luis use with his project team?


Integration Plan

Which of the improvements you listed would make the greatest impact on your department?

Answer the following questions for each one:- What do you want to do?

- Why will it benefit the team?

- Who will be responsible?

- When will it be implemented?

- How will it be supported?

- What else needs to be considered?


References

Corporate Learning Services Classes- How to Host a WebEx Meeting (webinar)

Self-Study Guides (on intranet at CLS / Self-Study books)

- Hosting a WebEx Meeting at PHCS

- Attending a WebEx Meeting at PHCS

- WebShares Setup And User Guide

- WebShares Quick Reference Guide

Websites and Resources- Microsoft Tutorial – Collaboration using Outlook and

Exchange

- Microsoft Tutorial – Collaboration using NetMeeting

Tools for Bridging the Distance Using Technology in Distance Teams Part 3 of the Distance Series.

Documents

Transcript of Tools for Bridging the Distance Using Technology in Distance Teams Part 3 of the Distance Series.