Virtual Toolbox « "Life as a Remote User"

Facebook as a Workplace Tool?

Thursday, February 25, 2010 Leave a comment

Can Facebook really be used as a serious workplace tool? The answer may surprise you…
With so many virtual teams scattered and far flung around the globe we need to find a way to cultivate the team bonding experience achieved in an office. In today’s mobile workforce the sense of presence is limited which in turn decreases the opportunity for team bonding, communication and trust. Sure we all have email, phones and other means of communication; but what opportunity do we have to really get to know each other? What can be done to stifle the disconnect and bring people closer together? The answer is…Facebook.

Why Facebook?
What’s lacking in the virtual workforce is the personal bonding which typically occurs when colleagues work side-by-side day after day. Relationships develop; people learn about one another, hear about family life and gain perspective of each others personal interests. A bond is a close personal relationship that forms between people working toward shared goals using collaborative efforts. So how do you duplicate this in a virtual team environment?

How Do I Get Started?
Start by creating a Facebook group for your team. If you company is large make sure you pare it down to only include the members of your team directly. Be sure to incorporate your team identity and include basic information to the group such as:

Links to company site and other team sites.
Newsletter.
Upcoming events including: Webinars, conferences and other programs where someone from your team will be present.
Update your group or fan page on a regular basis with helpful information.
Answer FAQ’s (Frequently Asked Questions).

What Should Each Team Member Post?
Now you have your group set up and you are ready for your team to join the group and start posting. If any of your team members are new to Facebook here are some guidelines to assist them in determining the content they should share:

Individual bio’s

Background

Education

Work history

Areas of expertise

Certifications

Training

Work Goals

Family happenings

Personal Interests

Pictures

Personal Goals

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At first they may be apprehensive about contributing personal information to the group, let’s face it many people are a little uneasy about tipping their cards. Make clear to them you would not expect them to share any information they would not otherwise discuss if they were in an office setting. Explain to them you are working to create a more personal, humanizing dimension to people who are otherwise perceived as distant and unconnected. It is also significant to note to your virtual team there are many security settings on Facebook allowing them to pare down the information they choose to share with the group.

What Should Each Team Member Avoid?
How do you know what is appropriate? Of course it is imperative for people to know the boundaries of acceptable material. Set specific guidelines and add to them as needed, to start…

All information should be non-proprietary.
Be respectful of the company, brand, and reputation.
Avoid rumors and gossip.
Steer clear of stories or photos which may seem provocative or make others in the group uncomfortable.
Set guidelines for the amount of time spent online.

Why Incorporate Facebook at All?

“We think it could be valuable when used in an appropriate way.” – Haydn Long, spokesperson for Flight Centre

Employers are embracing Facebook and believe it can help build a sense of community amongst employees and help foster bonds with clients. A spokesperson for Facebook stated, “Facebook is an incredibly efficient way for people with real-world connections to share information and communicate, including among people who work together.” Among other things Facebook is a good way to…

Increase trust: Colleagues get to know one another, then like each other and when they like each other they trust each other.
Immerse a new employee into the group by getting to know the interests of their counterparts.
Have long term employees gain further insight to their colleagues.
Allow for a connection and create a sense of presence you would otherwise find in an office environment.
Stay up-to-date as people’s interests change.

Let’s face it remote employees are spread far and wide across the globe today and if you are looking to bolster loyalty to the company and generate a team atmosphere it is crucial you embrace the technologies available to your workforce. Rather than forbidding these tools as many employers do find ways to utilize them as functional workplace mechanisms.

Can Facebook really be used as a serious workplace tool; what are your thoughts?

MISSION IMPOSSIBLE: Secret Agent Tools for Escaping the Office.

Wednesday, February 17, 2010 1 comment

(Photo: alienx)

Hello Reader. Your mission, should you choose to accept it, is to escape the 9 – 5 and join forces with the new secret society — the Virtual Workforce. You will infiltrate their clan and pose as an everyday office employee, be it from a remote location. This band of remote employees may not be what you expect so beware of their astounding productivity, their resounding flexibility and their cost effective strategies. If you plan to carry on with this elite crowd you are going to need some special gear for your secret venue. Below we have listed virtually every tool you need to work from your new remote position.

Spy Kit:

1. Secure Location (aka Dedicated Office Space)
To secure your location take up position in a discreet location of your dwelling. In order to succeed at this mission you will need a private site to be clear from the interruption and distraction.

2. Land Based Communication Device (aka Telephone)
Even with modern technology being what it is, we prefer you still use the land line. It allows for distortion free conversation and if this underground agency is like ours the conference calls can sometimes be endless. Just be sure to scan it for wire taps before use.

3. Mobile Communications Device (aka Blackberry, iPhone or Smartphone)
Leave your Swiss Army Knife behind, you won’t need it. This device will allow you to go mobile when you are on the run and you will never miss a directive with all this data at your finger tips:

• Email
• Calendar
• Task List
• Notes
• Mobile Documents
• Voice Notes
• Text Messages
• Instant Message
• Internet
• Bluetooth
• File Transfer
• Package Tracking
• Clock

• Calculator
• Call Forwarding
• Online Voicemail
• Maps with GPS
• Camera
• Pictures
• Videos
• Music
• News / Sports / Weather
• Flights & Travel
• Social Networking
• Audio Books
• Games

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4. Centralized Message Routing System (aka Online Voicemail)
All unanswered calls to your mobile communication device will be routed through your centralized message routing system, which you can customize for your needs.

The capabilities include:

Having the call sent right into your electronic messaging for you to review on your portable data exchange unit.
Decoding the message and having it sent to you via text on your mobile communication device.
Redirecting the call to a secure location.

5. Global Information Network (aka Internet)
Although you may be able to hack into rouge systems from nearby dwellings, we recommend you secure a high-speed connection in your own residence. It will allow you reliable communications through secure channels.

6. Portable Data Unit (aka Laptop)
This apparatus will likely be your primary communication device. Dependant on your role and responsibility in this subversive operation you will likely need a portable unit. Should you get involved in higher level plot design or similar specialty you may require a more serious set up. Many of the other tools we provide you will depend upon and be channeled through this unit. Treat this device well and protect it with your life.

7. Secure Connection (aka VPN – Virtual Private Network)
Essentially this is a secure link allowing authorized users to connect with our remote server inside the agency.

8. Computer Hacking Gadget (aka Remote Access)
If at anytime you should need to access your data based within our agency we have created a method for you to connect directly to your computer here at the agency from any browser globally. This will gain you entry to use the software licensed on your computer and any other files, programs or networks stored internally.

9. Multipurpose Document Scanning, Duplication & Creation (aka All-in-one Printer/Scanner/Copier)
With this device you will have no trouble replicating enemy maps, grids and target objectives. There is no longer a need to use your back-alley forging contact; you will be able to develop your own false identity and plenty of counterfeit currency to get you by with this unit.

10. Back-up Utility (aka External Hard Drive)
To completely secure the intelligence being collected, you will need back it up at regular intervals ensuring its protection.

11. Electronic Messaging (aka Email)
In order to avoid a paper trail you will need to dialog with the agency through electronic text sent using your portable data unit.

12. Document Transfer Mechanism (aka Electronic Fax Services)
Periodically we will need to forward you discreet documents; again we prefer to avoid a paper trail so we will be distributing them electronically. Check you electronic messaging periodically for these documents. Should you have an important piece of intelligence to convey to us; you can scan the document using your multipurpose equipment and send it via electronic messaging. The message will print out directly on our end.

13. Real-time Text Transfer (aka Instant Messaging)
In order to maintain the utmost discretion we will sometimes need to communicate via real-time text through your portable data unit.

14. Spy Cam (aka Webcam)
Although you are undercover, there will still be need for face-to-face communication. Rather than risking exposure to your identity we would prefer to keep you on assignment communicating through a spy cam device. This piece of equipment will project your image onto our screens as well as your being able to view our images on your portable data unit.

15. Remote Case Briefing Program (aka Online Meeting Tool & Web Conferencing)
Occasionally we will need to review our mission strategies, this program will allow you to run and receive video communications using the global information network via your portable data unit. Using this program we will easily be able to share particular documents, video and training procedures with you allowing you to maintain your location.

16. Inter-connected Environment (aka Shared Workspace of File Management)
This environment is a key instrument providing means for team of agents to have a single source from which to pull data to pull. All confidential documents and initiatives will be located here for your use anytime day or night.

17. Mission Critical Mechanism (aka Project Collaboration Tool)
With multiple agents spread across various geographies this will be our base camp where all field agents can gather to provide briefings on the status of their mission objectives. This centralized location will allow each agent to share files, assign tasks, set objectives, provide feedback and manage assignments.

18. Target Distribution System (aka File Sharing Program)
As an element of you cover you will need to distribute files outside of our agency. This program permits you to send large files via the global information network to your counterparts on the other side.

19. Secure Courier Service (aka FedEx & UPS)
As you come across items needing analysis or distribution which cannot be transmitted electronically, utilize a secure courier service to transport the goods to our location. These services will pick up from and deliver to your secure locale.

20. Office Supplies (aka well, Office Supplies)
To maintain your cover as an office employee you will still need some basic office tools. These will primarily be used for their original purposes, but you will also see they come in useful for alternate purposes.

For example:

Paperclips can be used to as general lock picking devices.
Packing tape can be use to secure the enemy marks once they have been captured.
Rulers can be utilized in certain interrogation techniques.

Feel free to find other mechanisms in your office and put them to use and be sure to share them through the mission critical mechanism outlined above.