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Tools for Bridging the DistanceUsing Technology in Distance Teams
Part 3 of the Distance Series
[Date], 2002 — PHCS Confidential 2
Webinar Rules and Tools
Respond verbally
Let me know how you’re doing and ask questions
Use Mute, not Hold
WebEx Tools
[Date], 2002 — PHCS Confidential 3
Lesson Objectives
At the end of this lesson, you will be able to:
Select the appropriate tool for a variety of communication challenges
Use WebEx and NetMeeting to support synchronous communication and collaboration
Use WebShare drives and Outlook Public Folders to support asynchronous communication and collaboration.
[Date], 2002 — PHCS Confidential 4
Current Tools
What tools do you currently use to communicate with people in other locations?
[Date], 2002 — PHCS Confidential 5
Four Distance Tools
The four tools we’ll be working with today are:
WebEx
NetMeeting
Outlook Public Folders
WebShare Drives
[Date], 2002 — PHCS Confidential 6
WebEx
Synchronous
Group communication
Registered hosts can create meetings, anyone can attend
Permission required to schedule
Features:- Presentation sharing- Document collaboration- Polling- Application sharing- Whiteboard- Chat
[Date], 2002 — PHCS Confidential 7
Hosting and Scheduling
WebEx Host is responsible for scheduling and setting up the meeting
To become a host, go to the WebEx page on the intranet and fill out the WebEx Host Registration form.
IST offers a WebEx Host Webinar
[Date], 2002 — PHCS Confidential 8
Setting Up a WebEx Meeting
List of current meetings
[Date], 2002 — PHCS Confidential 9
Setting up a WebEx Meeting
[Date], 2002 — PHCS Confidential 10
Setting up a WebEx Meeting
[Date], 2002 — PHCS Confidential 11
Setting up a WebEx Meeting
[Date], 2002 — PHCS Confidential 12
Setting up a WebEx Meeting
[Date], 2002 — PHCS Confidential 13
Joining a WebEx Meeting
[Date], 2002 — PHCS Confidential 14
Joining a WebEx Meeting
[Date], 2002 — PHCS Confidential 15
Joining a WebEx Meeting
[Date], 2002 — PHCS Confidential 16
The WebEx Meeting Space
[Date], 2002 — PHCS Confidential 17
How can you use WebEx?
How can your team use WebEx to improve distance communication?
[Date], 2002 — PHCS Confidential 18
NetMeeting
Synchronous
One-to-one communication
Anyone at PHCS can create meetings and attend
No permission required to schedule
Features:- Application sharing
- Whiteboard
- Chat
[Date], 2002 — PHCS Confidential 19
Locating NetMeeting
[Date], 2002 — PHCS Confidential 20
Setting Up NetMeeting
[Date], 2002 — PHCS Confidential 21
Setting Up NetMeeting
[Date], 2002 — PHCS Confidential 22
Setting Up NetMeeting
ils.phcs.com
[Date], 2002 — PHCS Confidential 23
Setting Up NetMeeting
[Date], 2002 — PHCS Confidential 24
Starting a NetMeeting
List of employees logged in to NetMeeting
[Date], 2002 — PHCS Confidential 25
Starting a NetMeeting
[Date], 2002 — PHCS Confidential 26
How can you use NetMeeting?
How can your team use NetMeeting to improve distance communication?
[Date], 2002 — PHCS Confidential 27
Outlook Public Folders
Asynchronous
Group communication
Anyone at PHCS can use
Permission is required to get access for users outside of the department
Features:- Shared document access- Shared calendar- Discussion board- Shared e-mail and hyperlink storage- Shared contacts- Shared tasks- Shared notes
[Date], 2002 — PHCS Confidential 28
Viewing Public Folders
FolderList
[Date], 2002 — PHCS Confidential 29
Create a Public Folder
Write Access Read-Only Access
[Date], 2002 — PHCS Confidential 30
Create a Public Folder
Types of Folders
Appointment Items (calendar)
Contact Items (contact list)
Journal Items (rarely used)
Mail Items (emails, posts and documents)
Note Items (notes)
Task Items (task list)
[Date], 2002 — PHCS Confidential 31
Mail Folder
[Date], 2002 — PHCS Confidential 32
Mail Folder – Discussion Board
[Date], 2002 — PHCS Confidential 33
How can you use Outlook Public Folders?
How can your team use Outlook Public Folders to improve distance communication?
[Date], 2002 — PHCS Confidential 34
WebShares
Asynchronous
Group
Department access only
No permission required
Features:- Shared document storage
[Date], 2002 — PHCS Confidential 35
Organizing WebShares
[Date], 2002 — PHCS Confidential 36
Organizing WebShares
[Date], 2002 — PHCS Confidential 37
Organizing WebShares
[Date], 2002 — PHCS Confidential 38
How can you use WebShares?
How can your team use WebShares to improve distance communication?
[Date], 2002 — PHCS Confidential 39
Selecting the Right Tool
Karen is a fairly new employee and is developing her first proposal. She is having trouble getting the proposal template to look right so she calls David in the corporate office to ask for help in fixing the document. As Karen tries to explain the issue, David finds it difficult to visualize what is going wrong without seeing the document in front of him. He tries to walk Karen through some troubleshooting steps to help him understand the problem better, but Karen isn’t clear about what David is asking her to do. Finally, David tells Karen to just send him the document and he’ll fix it for her.
What tool(s) could David and Karen have used to better handle this problem?
Scenario 1
[Date], 2002 — PHCS Confidential 40
Selecting the Right Tool
Maria is a member of a cross-functional, cross-regional network research team. Maria has just finished conducting a market survey and is planning to present her findings at the team’s next meeting. She would like to use PowerPoint to present the information then conduct a brainstorming session to address some of the issues identified by the survey, however she wants to make sure that all the team members are able to participate equally.
What tool(s) could Maria use during the meeting?
Scenario 2
[Date], 2002 — PHCS Confidential 41
Selecting the Right Tool
There’s only five minutes left to the staff meeting and only half the data on the two software applications they are considering purchasing has been presented. Jacob stresses to the team that it’s critical that the decision be made in the next four days in order to be included in the budget for next year. The team checks their calendars to schedule another meeting to close the issue and realizes there is no one time when all the key decision makers will be available.
What tool(s) can Jacob use to gather the rest of the data, distribute it to the team, and then bring them to a consensus?
Scenario 3
[Date], 2002 — PHCS Confidential 42
Selecting the Right Tool
Alison has staff in three different regions and they all depend on having the most up-to-date information at their fingertips. Because the data is constantly changing with every new customer and contract, Alison finds that she is sending out five or six emails every day to revise figures and update references. She knows her staff is feeling overwhelmed with all the emails, but she doesn’t know how else to make sure everyone keeps their data current.
What tool(s) can Alison use to help her team keep up with all the changes?
Scenario 4
[Date], 2002 — PHCS Confidential 43
Selecting the Right Tool
Scenario 5
Luis has just been tasked with leading a highly visible two-year project. He will have twelve people on his team from seven different departments and four different areas of the country. He knows that both communication and information sharing will be critical to the project’s success, but has never worked with such a dispersed group before.
What tool(s) would you recommend that Luis use with his project team?
[Date], 2002 — PHCS Confidential 44
Integration Plan
Which of the improvements you listed would make the greatest impact on your department?
Answer the following questions for each one:- What do you want to do?
- Why will it benefit the team?
- Who will be responsible?
- When will it be implemented?
- How will it be supported?
- What else needs to be considered?
[Date], 2002 — PHCS Confidential 45
References
Corporate Learning Services Classes- How to Host a WebEx Meeting (webinar)
Self-Study Guides (on intranet at CLS / Self-Study books)
- Hosting a WebEx Meeting at PHCS
- Attending a WebEx Meeting at PHCS
- WebShares Setup And User Guide
- WebShares Quick Reference Guide
Websites and Resources- Microsoft Tutorial – Collaboration using Outlook and
Exchange
- Microsoft Tutorial – Collaboration using NetMeeting