Virtual Workplace

1. Virtual Workplace Prepared By Bassam Kehail 120060647

2. Contents • Definition • History • Types of Virtual Workplaces • Virtual Workplace Communication Tools • Online Collaboration • Benefits of Virtual Workplaces • Challenges of Virtual Workplaces

3. Definition • A virtual workplace is a workplace that is not located in any one physical space. • Rather, several workplaces are technologically connected (via the Internet) without regard to geographic boundaries. • A virtual workplace decreases unnecessary costs by integrating technology processes, people processes, and online processes.

4. History • With information technology playing a greater role in the daily operations of organizations today, virtual workplaces are beginning to replace the traditional office environment of cubicles and office buildings. International organizations have seen a significant increase in business in the past decade due to the globalization and widespread use of technology. • By 2008, it is estimated that 41 million corporate employees worldwide will work at least one day per week virtually. As well, 65% of virtual team members have said they have never been involved in an effective team-building meeting, and 36% of the team members had never met their coworkers face-to-face.

5. Types of Virtual Workplaces Individual virtual workplaces vary in how they apply existing technology to facilitate team cooperation. Three popular approaches are: • Telecommuting: the availability and use of communications technologies, such as the internet, to work in an offsite location.

6. Types of Virtual Workplaces • Hot desk environment: Employees are not given individual desks; rather each day employees are allocated to a desk where they can access the internet, email and computer network files. This is similar to hotelling: recognizing that employees spend more time at the clients' office rather than at the employer's office, employees are not assigned a permanent desk.

7. Types of Virtual Workplaces • Virtual team: the collaboration of employees working closely together and in constant contact but are physically located in different parts of the world.

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

9. Virtual Workplace Communication ToolsConference 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

10. 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

11. 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

12. 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

13. 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

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

15. 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

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

17. 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

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

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

20. 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 • Maintainsand builds community without the constraints of location • Enables conversation, music or videos sharing in similar fashion to being in the same room

21. 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

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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. Challenges of Virtual Workplaces There are many challenges associated with the implementation of virtual workplaces, and if not carefully analyzed, organizations can be threatened by not fully realizing the enormous benefits that can be achieved through virtual workplaces. Some common challenges are: • Failure to leverage the technology that supports virtual workplaces resulting in decrease in productivity • Lack of human contact could cause decreased team spirit, trust and productivity • Increased sensitivity to communication, interpersonal and cultural factors All of these challenges can be overcome by recognizing the issue and finding the appropriate solution.

30. References • http://en.wikipedia.org/wiki/Virtual_workplace • Tools for Virtual Teams; by Jane E. Henry and Meg Hartzler • 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