Virtual Workplace

Prepared By Bassam Kehail

120060647

Contents

Definition History Types of Virtual Workplaces Virtual Workplace Communication Tools Online Collaboration Benefits of Virtual Workplaces Challenges of Virtual Workplaces

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.

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.

Types of Virtual Workplaces

Individual virtual workplaces vary in how they apply existing technology to facilitate team cooperation. Three popular approaches are:1. Telecommuting: the availability and

use of communications technologies, such as the internet, to work in an offsite location.

Types of Virtual Workplaces

2. 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.

Types of Virtual Workplaces

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

Virtual Workplace Communication Tools

Common communication tools when working virtually:› Conference Calls› NetMeeting› WebEx› VPN› Skype› TelePresence› MPK20

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

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

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

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

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

Virtual Workplace Communication Tools: VPN (cont.)

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

Virtual Workplace Communication Tools: Skype (cont.)

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

Virtual Workplace Communication Tools- TelePresence (cont.)

Requires no training to conduct meetings via TelePresence

Requires good lighting and screens installed with speakers

Virtual Workplace Communication Tools: TelePresence

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

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

Online Collaboration (cont.)

Common methods for online collaboration:› E-mail› IM (Instant Messaging)› Social Networking› Blogs› Intranet

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

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

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

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

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

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

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:

1. Failure to leverage the technology that supports virtual workplaces resulting in decrease in productivity

2. Lack of human contact could cause decreased team spirit, trust and productivity

3. Increased sensitivity to communication, interpersonal and cultural factors

All of these challenges can be overcome by recognizing the issue and finding the appropriate solution.

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