Virtual workplace: Take it or leave it

Virtual workplace: Take it or leave it

Vishnu K. Mahmud, Contributor, Jakarta, vmahmud@yahoo.com

We always hear the motto, "working smarter, not harder", yet it
seems to be seldom performed.

Many of us must attend numerous meetings, appointments and
discussions to exchange ideas and information. The problem is,
these usually short meetings are held across town. For a
sprawling and congested metropolis like Jakarta, getting from
point A to point B can easily translate into two hours of travel
time, if not more.

Why fight through traffic if you only need to update your
client about the project's status? Or gather information? Is a
20-minute face-to-face meeting really necessary -- not to mention
the commuting time from your office to the meeting site?

Why not use today's technology instead? There are many
solutions that the active businessperson can use in order to save
time and increase productivity.

Considering the heightened fears of terrorism and the war in
Iraq, international business travel has decreased substantially.
However, this should not paralyze companies from making deals.
There are an abundant number of technological tools that can be
used to save both time and money -- it's just a matter of getting
people to use it, to the benefit of all.

Perhaps the oldest method is the conference call. Meet your
client with the help of a landline or cellular phone. There are
many specialty conference call telephone units, such as Polycom's
SoundStation -- check out www.polycom.com -- that can effectively
capture voices from across the room and deliver it to the
receiver.

Conference calls are perhaps the easiest way to conduct long-
distance business, since it can be made at any place and anytime,
wherever you or your client may be located.

Video conference calls are available, but a bit tricky. For
optimum quality, you would need high-powered equipment along with
state-of-the-art connectivity, either analog or digital lines.
As this is a rather high investment, there are only a few
services in Jakarta -- dubbed business centers -- that offer
temporary office space with Internet and video conferencing
connections. This option may be more ideal than sending a team
overseas to meet a client, although you may have to consider the
costs, as it will definitely be more expensive than a regular
long-distance call!

Virtual meetings can now be arranged over the Internet with
programs such as Microsoft's Netmeeting or simple messaging
applications such as Yahoo! Messenger. There are some corporate
versions of these applications that are applicable to companies
that have many offices scattered throughout the globe.

The software can be secured using a Virtual Private Network
(VPN), to allow employees in different offices -- and perhaps
different countries -- to transfer and share data as if they were
on the same network. You can also use these applications to
discuss documents with clients in real time, provided they use
the same software. Some of these products can even offer video
conferencing capabilities along with shared whiteboard facilities
which, of course, depend on the power of the computer and the
speed of the network server.

Finally, there is e-mail. The workhorse that has practically
replaced the fax machine, e-mail can be used to discuss and share
data with clients, co-workers and supervisors, allowing them to
review and approve projects. What's more, e-mail can also be used
as "evidence" that work for a particular section has been
completed and is waiting authorization. It is not your fault if
the project is delayed because your client has yet to give his
consent. The bottleneck is in his Inbox!

These tools are available, but are seldom used effectively!
With all the information technology (IT) hardware available,
there should be no reason to waste time in traffic for a short
meeting. Granted, not all appointments can be handled this way,
as presentations, sales pitches, crucial decisions and group
discussions should be conducted at physical meetings.

Some people still value meeting in person, as they would like
to see the facial expressions and body language of their
associates to truly determine what they are saying. Video
conferencing could, ,perhaps help in this case as the applied
technology is constantly improving and getting more affordable.

The point, though, is to use technology effectively to make
sure your time is not wasted. Many people may be wary of using
the latest IT tools, as it does require additional interaction
with machines, rather than people. However, companies should
calculate the costs in lost man-hours for an employee to go to an
off-site meeting and return after battling through rush-hour
traffic. They should also consider that implementing new IT
services could actually save money in the long run.

Is the time spent behind a bus in a traffic jam on Jl.
Sudirman, downtown's main thoroughfare, worthwhile to you? Help
yourself and urge others to use the available IT tools
effectively, because those who don't catch up with the times get
left behind.