The virtual workplace, take it or leave it<\/p>\n
Vishnu K. Mahmud
\nContributor
\nJakarta
\nvmahmud@yahoo.com<\/p>\n
We always hear the motto, "working smarter, not harder", yet it
\nseems to be seldom performed.<\/p>\n
Many of us must attend numerous meetings, appointments and
\ndiscussions to exchange ideas and information. The problem is,
\nthese usually short meetings are held across town. For a
\nsprawling and congested metropolis like Jakarta, getting from
\npoint A to point B can easily translate into two hours of travel
\ntime, if not more.<\/p>\n
Why fight through traffic if you only need to update your
\nclient about the project's status? Or gather information? Is a
\n20-minute face-to-face meeting really necessary -- not to mention
\nthe commuting time from your office to the meeting site?<\/p>\n
Why not use today's technology instead? There are many
\nsolutions that the active businessperson can use in order to save
\ntime and increase productivity.<\/p>\n
Considering the heightened fears of terrorism and the war in
\nIraq, international business travel has decreased substantially.
\nHowever, this should not paralyze companies from making deals.
\nThere are an abundant number of technological tools that can be
\nused to save both time and money -- it's just a matter of getting
\npeople to use it, to the benefit of all.<\/p>\n
Perhaps the oldest method is the conference call. Meet your
\nclient with the help of a landline or cellular phone. There are
\nmany specialty conference call telephone units, such as Polycom's
\nSoundStation -- check out www.polycom.com -- that can effectively
\ncapture voices from across the room and deliver it to the
\nreceiver.<\/p>\n
Conference calls are perhaps the easiest way to conduct long-
\ndistance business, since it can be made at any place and anytime,
\nwherever you or your client may be located.<\/p>\n
Video conference calls are available, but a bit tricky. For
\noptimum quality, you would need high-powered equipment along with
\nstate-of-the-art connectivity, either analog or digital lines.
\nAs this is a rather high investment, there are only a few
\nservices in Jakarta -- dubbed business centers -- that offer
\ntemporary office space with Internet and video conferencing
\nconnections. This option may be more ideal than sending a team
\noverseas to meet a client, although you may have to consider the
\ncosts, as it will definitely be more expensive than a regular
\nlong-distance call!<\/p>\n
Virtual meetings can now be arranged over the Internet with
\nprograms such as Microsoft's Netmeeting or simple messaging
\napplications such as Yahoo! Messenger. There are some corporate
\nversions of these applications that are applicable to companies
\nthat have many offices scattered throughout the globe.<\/p>\n
The software can be secured using a Virtual Private Network
\n(VPN), to allow employees in different offices -- and perhaps
\ndifferent countries -- to transfer and share data as if they were
\non the same network. You can also use these applications to
\ndiscuss documents with clients in real time, provided they use
\nthe same software. Some of these products can even offer video
\nconferencing capabilities along with shared whiteboard facilities
\nwhich, of course, depend on the power of the computer and the
\nspeed of the network server.<\/p>\n
Finally, there is e-mail. The workhorse that has practically
\nreplaced the fax machine, e-mail can be used to discuss and share
\ndata with clients, co-workers and supervisors, allowing them to
\nreview and approve projects. What's more, e-mail can also be used
\nas "evidence" that work for a particular section has been
\ncompleted and is waiting authorization. It is not your fault if
\nthe project is delayed because your client has yet to give his
\nconsent. The bottleneck is in his Inbox!<\/p>\n
These tools are available, but are seldom used effectively!
\nWith all the information technology (IT) hardware available,
\nthere should be no reason to waste time in traffic for a short
\nmeeting. Granted, not all appointments can be handled this way,
\nas presentations, sales pitches, crucial decisions and group
\ndiscussions should be conducted at physical meetings.<\/p>\n
Some people still value meeting in person, as they would like
\nto see the facial expressions and body language of their
\nassociates to truly determine what they are saying. Video
\nconferencing could, ,perhaps help in this case as the applied
\ntechnology is constantly improving and getting more affordable.<\/p>\n
The point, though, is to use technology effectively to make
\nsure your time is not wasted. Many people may be wary of using
\nthe latest IT tools, as it does require additional interaction
\nwith machines, rather than people. However, companies should
\ncalculate the costs in lost man-hours for an employee to go to an
\noff-site meeting and return after battling through rush-hour
\ntraffic. They should also consider that implementing new IT
\nservices could actually save money in the long run.<\/p>\n
Is the time spent behind a bus in a traffic jam on Jl.
\nSudirman, downtown's main thoroughfare, worthwhile to you? Help
\nyourself and urge others to use the available IT tools
\neffectively, because those who don't catch up with the times get
\nleft behind.<\/p>",
"url": "https:\/\/jawawa.id\/newsitem\/the-virtual-workplace-take-it-or-leave-it-1447893297",
"image": ""
},
"sponsor": "Okusi Associates",
"sponsor_url": "https:\/\/okusiassociates.com"
}