Working Virtually
The 21st Century Workplace
M. Reber
© 3/22/2016
Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
2
Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
3
Definition of Virtual Work
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Virtual work is done in whole or in part via
electronic communication:
 Requires little to no daily face-to-face contact with coworkers 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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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
5
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
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Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
7
Working Virtually in Today’s World
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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
More than 2/3 of employees in the United States have worked
virtually, and nearly half of those employees work virtually on
a weekly basis
About 91% of employees agree working virtually saves their
company time and money
Since July 2007, virtual work jobs have increased by 72%
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Working Virtually in Today’s World (cont.)
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Companies working virtually:
 Over 50% of Sun's employees work 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 in Today’s World (cont.)
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Working virtually changes the traditional concept
of the “office”
 A project manager could be located in California,
while the developers are out of state or in India
 Business analysts are in Penang and Malaysia
 Stakeholders are in Portland, California, and
Singapore
 The project manager works from home 1 day a week
and at the office in Santa Clara the other 4
 All parties use various technologies to talk to,
exchange email and attend meetings with, and edit
documentation from each other
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Working Virtually in Today’s World (cont.)
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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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Working Virtually in Today’s World (cont.)
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Large companies such as: IBM, Sears, Mazda,
CMP Technology, and Coca-Cola facilitate
virtual collaboration and communication among
employees and virtual meetings with clients
Approximately 2 million employees work virtually
together with their team
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Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
13
Types of Virtual Workplaces
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Home Offices
Telecommuting Centers
Mobile Offices
Office Hoteling
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Types of Virtual Workplaces:
Home Office
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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
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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
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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
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Uses desks in a company office on as-needed
basis
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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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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
19
Virtual Workplace Communication Tools
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Virtual Workplace tools:
 Enable sharing of designs, developments and
information without personal meetings or travelling
 Include team discussions, polls, lists, calendaring,
access control, notifications
 Connect people sharing common interest or
objectives
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Virtual Workplace Communication Tools
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Common communication tools when working
virtually:
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Conference Calls
NetMeeting
WebEx
VPN
Skype
TelePresence
MPK20
Mikogo
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IM (Instant Messaging)
Social Networking
Blogs
SharePoint
Intranet
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Virtual Workplace Communication Tools:
Conference Calls
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Calls made between multiple parties:
 Phone calls out on multiple lines
 Conference line allows multiple parties to call in
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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
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Uses the internet to create teleconference
groups
Allows users to interact in real time over the
internet including:
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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.)
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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
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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)
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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.)
Figure.1: VPN connecting Central Office with other Co-workers in different locations
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Virtual Workplace Communication Tools:
Skype
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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.)
Figure.2: Video and Audio conference via. Skype
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Virtual Workplace Communication Tools:
TelePresence
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Refers to a set of technologies allowing a person to
feel as if they are present at an off-site location
Transmits the user's position, movements, and voice
to the remote location
Enables the same transfer on both ends for dialogue
Delivers an 'in person' experience, allowing meetings
without travelling
Requires no training to conduct meetings via
TelePresence
Requires good lighting and screens with speakers
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Virtual Workplace Communication Tools:
TelePresence (cont.)
Figure.3: People working via TelePresence
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Virtual Workplace Communication Tools:
MPK20
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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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Virtual Workplace Communication Tools:
Mikogo
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Refers to a cross-platform desktop sharing tool
Is ideal for web conferencing, online meetings,
or remote support
Can accommodate product demos, online
presentations, and webinars
Available for free for commercial and private
use at: www.mikogo.com
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Virtual Workplace Communication Tools:
IM (Instant Messaging)
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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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Virtual Workplace Communication Tools:
IM (cont.)
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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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Virtual Workplace Communication Tools:
Social Networking
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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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Virtual Workplace Communication Tools:
Blogs
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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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Virtual Workplace Communication Tools:
Sharepoint
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Refers to a Microsoft collection of products and
software elements
Serves as a document management system
Includes Internet Explorer-based collaboration
functions, process management modules, and
search modules
Can be used to host web sites that access
shared workspaces, information stores and
documents
Can be used to host defined applications such
as wikis and blogs
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Virtual Workplace Communication Tools:
Intranet
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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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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
40
Online Collaboration and Editing
Tools
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Google Docs
Microsoft Office Suite
Wiki
Email
Comment on a Hardcopy
Acrobat Sticky Notes
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Online Collaboration and Editing
Tools: Google Docs
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Access at docs.google.com
A free, web-based word processor that allows
you to edit documents online and collaborate
with others in real time
Google Docs is good for reviewing content
online, but does not maintain any formatting of
the original document
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Online Collaboration and Editing
Tools: Google Docs (cont.)
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Using Google Docs as a virtual workspace is
easy:
1.Create a Google account.
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Online Collaboration and Editing
Tools: Google Docs (cont.)
2.Upload a document file.
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Online Collaboration and Editing
Tools: Google Docs (cont.)
3.Using email addresses, invite others to view and edit
the document as collaborators.
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Online Collaboration and Editing
Tools: Google Docs (cont.)
4.Edit documents like you would in Microsoft Word.
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Online Collaboration and Editing
Tools: Microsoft Office Suite
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Word
 Comment feature: highlights a selected portion of the
document and adds a corresponding comment box in
the margin for your suggestions/revisions
1.Click <Insert> from the toolbar.
2.Select <Comment>.
3.Type your comment.
4.Click outside the comment box to finish commenting.
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Online Collaboration and Editing
Tools: Microsoft Office Suite (cont.)
 Track Changes feature: Allows you to edit the text and
indicates your changes by making them appear in a
different color than the original text.
1.Click <Tools> from the toolbar.
2.Select <Track Changes>.
3.Repeat steps 1-2 to turn the Track Changes Feature off.
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Online Collaboration and Editing
Tools: Microsoft Office Suite (cont.)
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PowerPoint
1.Copy a screen shot and paste it on a PowerPoint slide.
2.Use text boxes to make comments.
3.Save the PowerPoint file when you are done.
4.Email the PowerPoint file as an attachment back to the
writer.
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Online Collaboration and Editing
Tools: Wiki
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Access at wiki.com
A collection of Web pages that allow anyone to
access, contribute to, or modify content.
Wikis are supported by Central Desktop
Software
Free Wiki versions:
 Include 2 workspaces
 Allow up to 5 members
 Offers 2-5MB of storage
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Fees apply for extra members and more
storage
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Online Collaboration and Editing
Tools: Email
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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
In the body of the email, summarize in a list your edits and
comments
Create a Yahoo Group
 Upload and store your files in the Yahoo Group
 Download files, make comments, then upload the peer reviewed file to
the Yahoo Group for the writer
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Online Collaboration and Editing
Tools: Comment on a Hard Copy
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Commenting on a hard copy by hand is free, but
takes time
To comment on a hard copy:
1.Print the document.
2.Write comments and editing marks by hand directly
on the document.
3.Scan the document once you are finished.
4.Email as an attachment back to the author.
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Online Collaboration and Editing
Tools: Acrobat Sticky Notes
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Use Acrobat sticky notes for editing .PDF documents
To use Acrobat sticky notes:
1.Select the note tool from the <Review and Comment>
menu.
2.Click on the page to add a new sticky note.
3.Type your comment and then click outside the note to
finish editing.
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Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
54
Pros and Cons of Working Virtually:
Pros
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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
Offers the opportunity to hold meetings and establish
presence in spite of distance or location
Saves on relocation expenses during reorganization 55
Pros and Cons of Working Virtually:
Cons
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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
Blurs the separation between work and personal life
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Overview
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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 and Editing Tools
Pros and Cons of Working Virtually
Exercise
57
Exercise
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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
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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
effectivemeetings.com
simplyhired.com
planetpdf.com
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