Economic factors are causing companies to re-assess the way they do business. For years, technology-based solutions have been sought to improve business processes, enhance dealings and relationships with customers and suppliers, and manage information. Since the advent of e-mail and teleconferencing functionality, companies have realised that technology also addresses what was once a "soft" issue - communication.
Now they`re looking at the next step, bringing together voice and data communication in real-time, through virtual collaboration tools.
Says Debbie Jordan, General Manager of IOCORE`s e-Learning Division: "Virtual collaboration doesn`t only change the way companies communicate, it changes the way they work. Travel limitations or costs, geographically dispersed teams and the trend towards working remotely are some of the factors highlighting the need for effective collaboration across locations and enterprises. As a result, companies need new tools to make virtual interaction seamless and as effective, if not more so, than one-on-one contact."
Three years ago, IOCORE formed a partnership with collaboration software provider, Centra, and the Virtual Classroom tool has become part of IOCORE`s e-learning suite. "The e-learning environment is just one example of collaboration, and IOCORE now includes Centra`s Web-based virtual collaboration tool in its range of offerings," says Jordan.
Says Darach Deehan, EMEA Channel Manager for Centra Software: "Virtual collaboration tools stem from the requirement to service the needs of the increased speed and globalisation of business. For example, businesses that have the challenge of accelerated product cycles have the requirement to impart more information to their marketing, sales, services and support organisations."
Through a Web interface, virtual collaboration tools enable individuals to communicate in real-time wherever they are in the world. Data in the form of voice and video helps to retain the "personal" component of communication. Once inside a virtual meeting room, participants can talk to each other, see one another and call up relevant applications that they can collectively and simultaneously work on. Sessions are recorded so there is no need to document what is discussed.
"This approach has obvious benefits for most business functions," says Jordan. "Virtual collaboration can be used by CEOs, managers, brokers, sales-people and practitioners to consult with a remote subject matter expert who, in turn, can access existing information to help impart knowledge. Participants can then immediately go out and apply what they have learned. Human resources and training departments use the tool to accelerate knowledge transfer by making information available when and how employees need it."
The same principles apply to marketing and corporate communication functions, customer interactions and management meetings among dispersed branches - in fact any business situation that involves real-time interaction.
The key business benefits of deploying Virtual Collaboration include streamlining an organisation`s operations, information sharing, cost reductions (travel and other traditional forms of communication), empowering individuals through information, and enabling the new economy trend of working from home, which has its own cost-saving and productivity benefits.
"Virtual collaboration is in its infancy in SA," comments Jordan. "Many companies are implementing it as part of e-learning, but have not taken it to the next level."
One of IOCORE`s clients in the financial sector, however, began using an e-learning system and now uses the tool successfully to communicate with its broker network. Globally, more and more companies are seeing the advantage of an investment in virtual collaboration. Evidence of this is the medical fraternity.
Doctors based in rural areas of Africa "collaborate" with medical institutions in the States and elsewhere to consult on cases and learn new techniques. Consulting firms and financial services companies have introduced collaboration in all business-related interactions - resulting in faster proposal generation and more opportunities to win business.
Deployment of virtual collaboration tools does not require a complex technology infrastructure. According to Wayne Strydom, e-learning consultant at IOCORE, the minimum requirements for up to 75 users include a dedicated application server, ie Windows 2000 or 2003 Server, a static IP address and one of the following web servers: Microsoft HS 5.0 6.0, Apache 2.0.44 on Solaris 5.8, or a Sun One Web Server 6.0 on Solaris 5.8. Clients can run Windows 98, 2000 or XP and a recent version of Windows Explorer or Netscape Navigator. Clients simply click on the URL and download the tool to their computers. A soundcard and headset are recommended.
The transition to working in a virtual environment will involve some challenges. "Solution providers will need to be sensitive to the inevitable change process and have a strategy in place to address adoption," says Jordan. "Fortunately, through our various e-learning deployments, IOCORE has developed a successful approach to matching deliverables to business objectives, and managing end-user adoption, so extending the collaborative environment past e-learning will be a natural progression."
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