There are many online tools that can simplify the way we interact with colleagues in a way that is productive, whether paid or not.
Title above is not intended to be the overall topic of this paper. But from an experience and any posts of some information technology professionals on the internet, microblogging tools like Twitter and Plurk, it appeared that not only can be used to socializing with friends, colleagues, etc. But can also be used to support the productivity of our day-to-day at the office
Work Experience
Some time ago, we had time to get a job abroad to work as part of a team in tugasi to prepare a tender proposal. We joined the team when the progress of the preparation of the proposal has reached about 30 to 40 percent. Be practical already roughly in the middle of the process. However, important components of the proposal is not fully ready. Sheet Statement of Compliance, the statement of the participants in the tender akan capabilities fulfill all requirements of the tender organizer (the client). In addition, nearly all the cost components also can not tender difinalisasi. And the time remaining is just to stay 2 weeks.
Solutions offered by the company are very varied. Company to prepare all the infrastructure solutions, including dozens of blade servers, as well as online and offline storage. Similarly, the software, is a coincidence that the core of the solution required by the client. That is, a set of software-based information technology service management. This solution is also equipped with a hardware implementation services and software, plus the outsourcing solutions in a period of 3 years. Can be, so that the client seeks the solution that they need is based outsourcing, so the cost of their monthly pay is the cost of which is the Operational Expenditure (OpEx) and that there are no capital at all costs.
Online Tools
To be able to complete the proposal with both, we are charged as accidental bid manager should be able to work with, at least, four different business units in the company, they are:
1. Business units that work in the field of hardware, servers and storage for
2. Business units that work in the field of software, software for information technology service management
3. Business units that work in the field of consultancy and systems integrator
4. Business units that work in the field of service outsourcing.
And to make the problem more complicated, each team member in the unit was also at work in four or five other activities in parallel. Multitasking is not avoided.
Tender proposal preparation activities are activities that are solid akan collaboration and exchange of written information. Verbal information is not enough. For example, the chapter on the proposal of technical information, there are at least 6 technical consultant who must complete this section. All changes must go through approval process before the document version of the proposal can be changed.
Similarly, updates prices, both from the hardware, software, services mapun-related services, from the minute-minute submission before the process continues to change. Given the total price of the early versions are still on the three-fold greater than the value that is estimated will be received by the client. Very day, and changes should always be noted, to see how big the contribution and seriousness of each business unit in the overall total price.
Also add complexity in the minimal time that can be agreed upon by each team member to be able to physically sit in a room together. Agreement can only be done to meet within 2 hours every 2 days. In fact the interaction is needed more than that. In many cases, almost every time there will be interaction.
To be able to overcome it all, the company operates a variety of online tools. One that is not foreign to us is to use Microsoft SharePoint site online, where as an online document collaboration. In addition, use Microsoft Office Communicator, as a substitute for public instant messaging.
Use Microsoft Office Outlook are very diminimalisasi, considering collaborating with the Outlook was not very effective. Imagine if you work 4 or 5 on the implementation of the project at a time, where you must interact with a total of 20-30 different people, not to mention the exchange of documents that eating at least 2-5 MB of space. Thus, it can be growing your Outlook database, not to mention the effectiveness of your working time is reduced because the remote must continue to change the concentration of the one topic to another topic. However, Outlook is still used for the exchange of information in which a record in writing and, if necessary interaction with external parties the company is required.
And there is another online tool that is used effectively here. Believe it or not, we use Plurk as a status update notes.
Microsoft SharePoint
This tool is no longer a strange thing for most people, the first we have to do is access the site's Employee Self-Service and select the SharePoint services. At the initial stage, we must determine whether the site will be accessed only by internal company or of those who are outside the company. Choice of course is the internal company. The next step is relatively simple, which is preparing the list and determine the user group access rights based on the read and write in the site.
We then create special folders for the various types of documents that will be used to collaborate. Example of the folders are:
1. Requirement Documents. Is the folder where the invitation and tender documents belonging to the client related documents are stored as a reference.
2. Proposal Template. Folder is prepared for storage proposal template that can be used by all members of the team will prepare the proposal
3. Proposal Documents. Folder is a proposal to save the latest version of the document, in it there is also a sub-folder for earlier versions.
4. Statement of Compliance. Is the folder in which each team member can give opinions or save documents, records relating to the suitability of the solution to the needs of clients
5. Pricing Information. Is the folder where to store price information of each business unit or from external parties.
6. Minutes of the Meeting. Is the folder where all the documents in the results of the meeting record. Here, we also save an excel file to monitor all action items generated in the meeting. What's the problem, agents who, and when the deadline
7. Micellaneous items. Is a folder to store the various documents such as brochures related products and services
We also synchronize the document which is in the hard drive with the site in SharePoint through features available in Microsoft Outlook. This is easier for us to work offline if you're not in the office.
With Microsoft SharePoint, Outlook database each team member will not "explode" because dozens of e-mail attachment with a minimum size of 1 MB to the top. With a little configuration in Outlook, any changes or updates to the documents that are in the folder in the Microsoft SharePoint can quickly known by every team member.
Microsoft Office Communicator
It is the suggestion, although not prohibited, the company not to use public instant messaging. And instead, the company's Microsoft Office Communicator services to simplify the communication between workers, whether a separate location work.
We are involved in the preparation of this proposal using the Office Communicator extensively, both to share information and non-formal simply knowing "the existence of the" opposite speech.
Integration of out-of-the-box (OOB) between Office Communicator Outlook ease with each team member, the status of the opponent speaks, whether currently available or are in a meeting. Similarly, when a member sends an email it is important to one or more recipients. Then use Office Communicator, the recipient can immediately initiate a chat session with the sender. This can easily be done on the interface because the e-mail, online status (in the form of the ball image colors) from each sender and recipient can be directly known.
Not infrequently, when we receive an important e-mail, we immediately initiated a chat session with the sender to multiple recipients at once memverivikasi content of e-mail that is sent. If there is a need to update and then, the sender will send a return e-mail containing the update.
However iplementasi integration of Office Communicator with the IP-based phone line still has not been done in our company, so that the implementation of the concept of unified communication still can not fully done.
With Office Communicator, the number of e-mail was sent or received by each team member also can be significantly reduced. An e-mail threed can consist of dozens of e-mail replies, but the implementation of this feature, can contain a sufficient threed four or five replies only.
PLURK
Belive it or not, almost all the team members using Plurk as a media to update the status of their activities. It is not everything, but all members of a technical team to use it.
Plurk - www.plurk.com is an online site that allows users to be able to "announce" the status of activities or day-to-day users. Whatever can be written, there is no limit. Plurk is a big part of the internet revolution that is currently happening online, the online social networking, or banya buzzed as the Web 2.0 wave. Plurk give permission to write to update his user associated with events, feelings and so forth, the user experience or feel in 140 characters. Or in terms populernya is microblogging. And it again, it's all arranged in a timeline of interesting
Plurk is used by most members of the team because it can give incentive to check the status of other team members. Does not mean that Office Communicator can not do so. But, Plurk provide the flexibility to update the form to 140 characters, which of course is less well seen when using Office Communicator. And features of the Plurk timeline is not replaceable.
As a manager in the bid preparation process of this proposal, we repeatedly feel need to get the status of jobs as a result of the action items in each meeting. In many instances, we do not need to lift the phone and pressing the buttons of the extension member of the team, but enough to open the account Plurk to view the status of each team member.
The same we do for ourselves, When we're working on a part of the proposal, the status Plurk, we make updates such as "Jimmy is working on Section 2.2 of XXXX's proposal" It is easier for people to check the work done by us. So anyone who is concerned for the same proposal in the know who can do that.
Recommended timeline will be very useful to check who is working on a particular proposal section and whether he was and when it is finished. With Plurk, we simply move the timeline in the Plurk user interface. If we have found the name of the team members who want to know our status, then the next step is to check timeline and when he completed the proposal. If you have, then we can also know the exact time when it is complete.
Purposes other Plurk avoid someone is working on a proposal for the same. In the team, it should only have one person as a drafter and as the other reviewer. Before of us in working on a proposal, then we will check the first Plurk account.
Plurk is not without weaknesses, in addition to features that are useful, there are things that need to be a user in utilizing Plurk sites or other online social networking to assist in the process of work. Here are some tips that can give us:
1. Create an account separate from personal account
2. Create a group is closed, where there are only readers and members of the team
3. All states must be in the settings so that only readers and team members who can read it.
4. Of course, use a password that is not easy to guess.
Corporate Use Microblogging
Microblogging in the use of corporate indeed have been a lot done. In fact, in many cases, ats various information security reasons, this activity is not advisable and even forbidden to be done. Imagine if you work at a distributor of products, information technology, in which at a time you update your status: "Jimmy is working on a IT Asset Management solution for budgetary purposes" What will happen if your friend a chance to work in a company competitors know about it?
However, in a closed environment or closed environment, microblogging many predicted would reach a stage of corporate utilization is very high. One example is our experience at the top. Where between the team members, microblogging is used as a tool monitors the status of each member, by minimizing the time that direct interaction sometimes will eat a big cost. Fellow team members can undertake activities in other members of a simple interface, and can quickly take a decision immediately or further activity is important.
In other cases, cooperation between teams such as the above can also be realized in the form of operational activities of Data Center, an incident troubleshooting, application development and process of change in business applications.
Status of a worker, for example: "Alex is working on Server abcde for critical OS patches, updates are expected to be installed on 15:00 pm" can potentially prevent the disruption or incident that may occur with the other workers who logon to the server in the same then make changes to the applications that reside on the server. And of course, make this work, the status can not be directly "notify" the manager, that you are indeed working.
However, the use of microblogging as a corporate tool, still needs to be more, both in terms of effectiveness and penggunannya role in improving workplace productivity. See the potential of microblogging that is big, if its use in the company's corporate stay waiting for the right time.
Title above is not intended to be the overall topic of this paper. But from an experience and any posts of some information technology professionals on the internet, microblogging tools like Twitter and Plurk, it appeared that not only can be used to socializing with friends, colleagues, etc. But can also be used to support the productivity of our day-to-day at the office
Work Experience
Some time ago, we had time to get a job abroad to work as part of a team in tugasi to prepare a tender proposal. We joined the team when the progress of the preparation of the proposal has reached about 30 to 40 percent. Be practical already roughly in the middle of the process. However, important components of the proposal is not fully ready. Sheet Statement of Compliance, the statement of the participants in the tender akan capabilities fulfill all requirements of the tender organizer (the client). In addition, nearly all the cost components also can not tender difinalisasi. And the time remaining is just to stay 2 weeks.
Solutions offered by the company are very varied. Company to prepare all the infrastructure solutions, including dozens of blade servers, as well as online and offline storage. Similarly, the software, is a coincidence that the core of the solution required by the client. That is, a set of software-based information technology service management. This solution is also equipped with a hardware implementation services and software, plus the outsourcing solutions in a period of 3 years. Can be, so that the client seeks the solution that they need is based outsourcing, so the cost of their monthly pay is the cost of which is the Operational Expenditure (OpEx) and that there are no capital at all costs.
Online Tools
To be able to complete the proposal with both, we are charged as accidental bid manager should be able to work with, at least, four different business units in the company, they are:
1. Business units that work in the field of hardware, servers and storage for
2. Business units that work in the field of software, software for information technology service management
3. Business units that work in the field of consultancy and systems integrator
4. Business units that work in the field of service outsourcing.
And to make the problem more complicated, each team member in the unit was also at work in four or five other activities in parallel. Multitasking is not avoided.
Tender proposal preparation activities are activities that are solid akan collaboration and exchange of written information. Verbal information is not enough. For example, the chapter on the proposal of technical information, there are at least 6 technical consultant who must complete this section. All changes must go through approval process before the document version of the proposal can be changed.
Similarly, updates prices, both from the hardware, software, services mapun-related services, from the minute-minute submission before the process continues to change. Given the total price of the early versions are still on the three-fold greater than the value that is estimated will be received by the client. Very day, and changes should always be noted, to see how big the contribution and seriousness of each business unit in the overall total price.
Also add complexity in the minimal time that can be agreed upon by each team member to be able to physically sit in a room together. Agreement can only be done to meet within 2 hours every 2 days. In fact the interaction is needed more than that. In many cases, almost every time there will be interaction.
To be able to overcome it all, the company operates a variety of online tools. One that is not foreign to us is to use Microsoft SharePoint site online, where as an online document collaboration. In addition, use Microsoft Office Communicator, as a substitute for public instant messaging.
Use Microsoft Office Outlook are very diminimalisasi, considering collaborating with the Outlook was not very effective. Imagine if you work 4 or 5 on the implementation of the project at a time, where you must interact with a total of 20-30 different people, not to mention the exchange of documents that eating at least 2-5 MB of space. Thus, it can be growing your Outlook database, not to mention the effectiveness of your working time is reduced because the remote must continue to change the concentration of the one topic to another topic. However, Outlook is still used for the exchange of information in which a record in writing and, if necessary interaction with external parties the company is required.
And there is another online tool that is used effectively here. Believe it or not, we use Plurk as a status update notes.
Microsoft SharePoint
This tool is no longer a strange thing for most people, the first we have to do is access the site's Employee Self-Service and select the SharePoint services. At the initial stage, we must determine whether the site will be accessed only by internal company or of those who are outside the company. Choice of course is the internal company. The next step is relatively simple, which is preparing the list and determine the user group access rights based on the read and write in the site.
We then create special folders for the various types of documents that will be used to collaborate. Example of the folders are:
1. Requirement Documents. Is the folder where the invitation and tender documents belonging to the client related documents are stored as a reference.
2. Proposal Template. Folder is prepared for storage proposal template that can be used by all members of the team will prepare the proposal
3. Proposal Documents. Folder is a proposal to save the latest version of the document, in it there is also a sub-folder for earlier versions.
4. Statement of Compliance. Is the folder in which each team member can give opinions or save documents, records relating to the suitability of the solution to the needs of clients
5. Pricing Information. Is the folder where to store price information of each business unit or from external parties.
6. Minutes of the Meeting. Is the folder where all the documents in the results of the meeting record. Here, we also save an excel file to monitor all action items generated in the meeting. What's the problem, agents who, and when the deadline
7. Micellaneous items. Is a folder to store the various documents such as brochures related products and services
We also synchronize the document which is in the hard drive with the site in SharePoint through features available in Microsoft Outlook. This is easier for us to work offline if you're not in the office.
With Microsoft SharePoint, Outlook database each team member will not "explode" because dozens of e-mail attachment with a minimum size of 1 MB to the top. With a little configuration in Outlook, any changes or updates to the documents that are in the folder in the Microsoft SharePoint can quickly known by every team member.
Microsoft Office Communicator
It is the suggestion, although not prohibited, the company not to use public instant messaging. And instead, the company's Microsoft Office Communicator services to simplify the communication between workers, whether a separate location work.
We are involved in the preparation of this proposal using the Office Communicator extensively, both to share information and non-formal simply knowing "the existence of the" opposite speech.
Integration of out-of-the-box (OOB) between Office Communicator Outlook ease with each team member, the status of the opponent speaks, whether currently available or are in a meeting. Similarly, when a member sends an email it is important to one or more recipients. Then use Office Communicator, the recipient can immediately initiate a chat session with the sender. This can easily be done on the interface because the e-mail, online status (in the form of the ball image colors) from each sender and recipient can be directly known.
Not infrequently, when we receive an important e-mail, we immediately initiated a chat session with the sender to multiple recipients at once memverivikasi content of e-mail that is sent. If there is a need to update and then, the sender will send a return e-mail containing the update.
However iplementasi integration of Office Communicator with the IP-based phone line still has not been done in our company, so that the implementation of the concept of unified communication still can not fully done.
With Office Communicator, the number of e-mail was sent or received by each team member also can be significantly reduced. An e-mail threed can consist of dozens of e-mail replies, but the implementation of this feature, can contain a sufficient threed four or five replies only.
PLURK
Belive it or not, almost all the team members using Plurk as a media to update the status of their activities. It is not everything, but all members of a technical team to use it.
Plurk - www.plurk.com is an online site that allows users to be able to "announce" the status of activities or day-to-day users. Whatever can be written, there is no limit. Plurk is a big part of the internet revolution that is currently happening online, the online social networking, or banya buzzed as the Web 2.0 wave. Plurk give permission to write to update his user associated with events, feelings and so forth, the user experience or feel in 140 characters. Or in terms populernya is microblogging. And it again, it's all arranged in a timeline of interesting
Plurk is used by most members of the team because it can give incentive to check the status of other team members. Does not mean that Office Communicator can not do so. But, Plurk provide the flexibility to update the form to 140 characters, which of course is less well seen when using Office Communicator. And features of the Plurk timeline is not replaceable.
As a manager in the bid preparation process of this proposal, we repeatedly feel need to get the status of jobs as a result of the action items in each meeting. In many instances, we do not need to lift the phone and pressing the buttons of the extension member of the team, but enough to open the account Plurk to view the status of each team member.
The same we do for ourselves, When we're working on a part of the proposal, the status Plurk, we make updates such as "Jimmy is working on Section 2.2 of XXXX's proposal" It is easier for people to check the work done by us. So anyone who is concerned for the same proposal in the know who can do that.
Recommended timeline will be very useful to check who is working on a particular proposal section and whether he was and when it is finished. With Plurk, we simply move the timeline in the Plurk user interface. If we have found the name of the team members who want to know our status, then the next step is to check timeline and when he completed the proposal. If you have, then we can also know the exact time when it is complete.
Purposes other Plurk avoid someone is working on a proposal for the same. In the team, it should only have one person as a drafter and as the other reviewer. Before of us in working on a proposal, then we will check the first Plurk account.
Plurk is not without weaknesses, in addition to features that are useful, there are things that need to be a user in utilizing Plurk sites or other online social networking to assist in the process of work. Here are some tips that can give us:
1. Create an account separate from personal account
2. Create a group is closed, where there are only readers and members of the team
3. All states must be in the settings so that only readers and team members who can read it.
4. Of course, use a password that is not easy to guess.
Corporate Use Microblogging
Microblogging in the use of corporate indeed have been a lot done. In fact, in many cases, ats various information security reasons, this activity is not advisable and even forbidden to be done. Imagine if you work at a distributor of products, information technology, in which at a time you update your status: "Jimmy is working on a IT Asset Management solution for budgetary purposes" What will happen if your friend a chance to work in a company competitors know about it?
However, in a closed environment or closed environment, microblogging many predicted would reach a stage of corporate utilization is very high. One example is our experience at the top. Where between the team members, microblogging is used as a tool monitors the status of each member, by minimizing the time that direct interaction sometimes will eat a big cost. Fellow team members can undertake activities in other members of a simple interface, and can quickly take a decision immediately or further activity is important.
In other cases, cooperation between teams such as the above can also be realized in the form of operational activities of Data Center, an incident troubleshooting, application development and process of change in business applications.
Status of a worker, for example: "Alex is working on Server abcde for critical OS patches, updates are expected to be installed on 15:00 pm" can potentially prevent the disruption or incident that may occur with the other workers who logon to the server in the same then make changes to the applications that reside on the server. And of course, make this work, the status can not be directly "notify" the manager, that you are indeed working.
However, the use of microblogging as a corporate tool, still needs to be more, both in terms of effectiveness and penggunannya role in improving workplace productivity. See the potential of microblogging that is big, if its use in the company's corporate stay waiting for the right time.
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