 |
| <http://www.thebubblebathqueen.com/2011/04/earth-day-couple-days-late.html> |
During an interview with Shell a prospective chemical engineering employee was asked, "How do you successfully handle a globally expanding business environment that stretches across the world when you are not able to meet with your colleagues daily?" The answer to this question, quite simply, is by the use of collaborative technologies. Programs including Skype, Vyew, Google Docs, and Dropbox have features such as screen and document sharing that can provide many benefits to a group in a "globally expanding business environment." The aspects and benefits of these features are analyzed below. My analysis directly reflects my previous and intended future uses of these elements and technologies.
Features
Two useful collaborative technology features are screen sharing and document sharing.
Screen Sharing
Skype and Vyew are programs that allow multiple users to share their computer screens with other users. The features of Skype and Vyew are shown in the table below:
Skype and Vyew both feature video, text, and voice chat, as well as screen sharing. However, only Vyew allows users to edit each other's screens. Vyew also offers an advantage by allowing ten members to collaborate at once. Skype only allows one on one interaction.
Document Sharing
Google Docs and Dropbox allow operators to edit and share documents between multiple users. Neither of these programs have built-in chats like Vyew. These programs require a different communication method, such as a phone call, to simultaneously communicate and edit the documents.
Dropbox and Google Docs differ on one key point. Google Docs can be edited by multiple users concurrently. Dropbox, however, only allows one user to edit the document at a time. The user can then 'share' the file with another person so that the document can be read or edited.
Uses and Benefits
New technologies save time and money. Members of a group can meet face to face without leaving their homes by using the screen sharing and chat features available in Skype and Vyew. A Skype user can save money on long distance and international calls because it only requires an Internet connection to run.
Google Docs and Dropbox can be used when multiple users collaborate directly on a document. Both programs save the files each time they are edited. This fail-safe allows a user to go back to an older version of the document in case a mistake is made.
Previous Uses
The only tools I have used before this reflection were Skype and Google Docs. I used the chat features on Skype for international communication while studying abroad in Italy. Skype's chat features were a huge money saver. These tools allowed me to communicate freely without paying for a cell phone or phone cards.
I have been familiar with Google Docs for a couple of years now. Within student organizations they are used for everything from shift sign up to weekly subcommittee reports. The reason Google Docs were so useful is that they allowed multiple users access to a single document simultaneously. A user could see what shifts were filled as soon as they were taken. Members could view changes to weekly subcommittee reports without their physical attendance being necessary, and even make their own revisions that could be displayed to all viewers.
Certain features will be employed in the future. For long term groups I hope to use a Vyew page and Google Doc files for easier group collaboration. Vyew's chat features can be used to help a group for projects that require synchronous conversation. Google Docs will make a difference when the collaboration of more then ten users is required and continuous formatting is required.
I have just started using Dropbox, but I can already tell it is going to replace my portable USB drive. The memory space on a Dropbox account can be expanded by inviting other members. My Dropbox account has already increased by half a gigabyte. I want to learn how to better use the sharing features to cut down on the clutter from the back and forth of attachments in an email inbox.
My view of Skype's features has been broadened. The screen sharing feature will be of great use when troubleshooting is required from someone that is not physically present. That user's screen can be viewed and used to help resolve any issues I am having on my computer at that time.
Collaborative technologies are the best way for an organization to flourish in a "globally expanding business environment." Two features that allow group members to cope with global business interactions are screen and document sharing. Skype, Vyew, Google Docs, and Dropbox are four programs that have these features. Use of these programs has displayed new uses, developed old ones, and broadened my scope of the usefulness of collaborative technologies.
