Tools for Bridging the Distance

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

2. Webinar Rules and Tools • Respond verbally • Let me know how you’re doing and ask questions • Use Mute, not Hold • WebEx Tools

3. 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.

4. Current Tools • What tools do you currently use to communicate with people in other locations?

5. Four Distance Tools The four tools we’ll be working with today are: • WebEx • NetMeeting • Outlook Public Folders • WebShare Drives

6. 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

7. 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

8. Setting Up a WebEx Meeting List of current meetings

9. Setting up a WebEx Meeting

10. Setting up a WebEx Meeting

11. Setting up a WebEx Meeting

12. Setting up a WebEx Meeting

13. Joining a WebEx Meeting

14. Joining a WebEx Meeting

15. Joining a WebEx Meeting

16. The WebEx Meeting Space

17. How can you use WebEx? • How can your team use WebEx to improve distance communication?

18. NetMeeting • Synchronous • One-to-one communication • Anyone at PHCS can create meetings and attend • No permission required to schedule • Features: • Application sharing • Whiteboard • Chat

19. Locating NetMeeting

20. Setting Up NetMeeting

21. Setting Up NetMeeting

22. Setting Up NetMeeting ils.phcs.com

23. Setting Up NetMeeting

24. List of employees logged in to NetMeeting Starting a NetMeeting

25. Starting a NetMeeting

26. How can you use NetMeeting? • How can your team use NetMeeting to improve distance communication?

27. 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

28. FolderList Viewing Public Folders

29. Create a Public Folder Write Access Read-Only Access

30. 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)

31. Mail Folder

32. Mail Folder – Discussion Board

33. How can you use Outlook Public Folders? • How can your team use Outlook Public Folders to improve distance communication?

34. WebShares • Asynchronous • Group • Department access only • No permission required • Features: • Shared document storage

35. Organizing WebShares

36. Organizing WebShares

37. Organizing WebShares

38. How can you use WebShares? • How can your team use WebShares to improve distance communication?

39. Selecting the Right Tool Scenario 1 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?

40. Selecting the Right Tool Scenario 2 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?

41. Selecting the Right Tool Scenario 3 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?

42. Selecting the Right Tool Scenario 4 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?

43. Selecting the Right Tool 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?

44. 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?

45. 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