Working mobile gives you freedom, but you still need to keep in touch with your "office" mates and continue to share important information with your co-workers. Here are several ways you can communicate with co-workers while you're away from the office, along with some of the pros and cons of each. You may already use these same tools in the office, and you'll rely on them even more when you can't just walk down the hall or to a conference room to share information. On This PageE-mailSending and receiving e-mail is the most common way to stay in touch and share information. It's fast and easy, and everyone in a business setting knows how to use it. With Microsoft Office Outlook, you can also share calendars, set up meeting times, and see other people's schedules. | • | Exchanging lots of information. | | • | Having a written record of your communication. | | • | Sending documents to co-workers. | | • | Freeing (not time-based). It doesn't require you to respond immediately. | | • | Sending information to a lot of people. |
| | • | May not get timely responses to requests. | | • | Not an effective way to brainstorm. | | • | Doesn't provide voice communications. |
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More Information Instant messagingThe popularity of instant messaging (IM) as a communication tool is rapidly increasing—for both personal and business purposes. With Windows Live Messenger, you have instant access to your contact list, emoticons, and co-workers via text, voice, and video—plus new ways to connect and share business plans and documents effortlessly. You can have real-time conversations with your coworkers. In addition, you can share videos, documents (like business plans) and pictures. IM enables you to be even more productive in your virtual office. | • | Participating in real-time conversations. | | • | Having one-on-one conversations. | | • | Sending messages quickly, especially on low-bandwidth connections. | | • | Sending messages on Windows Mobile smartphones. |
| | • | Larger than one-on-one meetings. | | • | Does not automatically provide a written record of your conversation. | | • | Recording meetings or conversations. |
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More Information Microsoft Office Live WorkspaceCreate a central place online where you can plan meetings and share information, like visuals, files, attendee lists, and other helpful information. Microsoft Office Live Workspace offers password-protected document sharing—you control who can view or edit the files—along with simplified online collaboration, helping to ensure that everyone worked from the same documents. You can view documents from almost any computer with a Web browser. | • | Opening, sharing, and saving documents from familiar programs like Microsoft Office Word, Excel, and PowerPoint. | | • | Synchronizing contact, task, and event lists with Outlook. | | • | Preparing for a meeting (share the agenda, minutes, and action items). | | • | Uploading meeting handouts or presentations. | | • | Posting updates to project deadlines, tasks, or assignments discussed in the meeting. |
| | • | Unable to store more than 1,000 average-sized Office documents. Individual documents can be as large as 25 MB. | | • | Unable to share documents with more than 100 people. |
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More Information Online meetingsWith just your Internet connection and computer (a phone is also recommended) you can host or attend a live meeting on the Internet. With Microsoft Office Live Meeting, you can do slide presentations, answer questions, and discuss your projects in real time. A whiteboard is also available for up to 50 users. All attendees can view the same information at the same time, as if everyone was gathered around one table. | • | Meeting with co-workers in an interactive way. | | • | Working with colleagues in several different locations. | | • | Meeting with a large number of people. | | • | Training. | | • | Collaboration in small groups. | | • | Recording meetings. | | • | Sharing documents or slides (as opposed to a webcam which is mostly for talking). |
| | • | Difficult to do ad-hoc meetings. | | • | May require initial setup by your IT department. |
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More Information WebcamsWebcams enable you to see your co-workers during meetings by delivering live, high-quality streaming images. In most cases, webcams are used together with a phone conference or instant messaging conversation. It gives your co-workers a personal touch that they may not get when they don't see your face every day. Most webcams can be connected to the USB port on your computer. | • | Meetings with small groups—especially within your workgroup. | | • | Being able to see your co-workers, especially if you frequently work at home. | | • | Providing a more open setting when trying to communicate tough issues or resolve problems. |
| | • | Large meetings. | | • | Can introduce connectivity problems or technical issues during meetings. |
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More Information Phone conferencesVoice conferencing enables you to attend meetings with one or more people. In situations where several co-workers are at remote locations, phone conferences allow everyone to participate. If you participate in longer phone conferences, you should consider getting a speaker phone at your house so you don't have to hold a telephone to your ear for long periods of time. | • | Working with a known technology that is easy to set up. | | • | Meeting with a large number of people. | | • | Holding formal meetings and interviews. | | • | Communicating and sharing. | | • | Being hands-free: It doesn't require typing, (unlike instant messaging). |
| | • | Difficult to collaborate on documents. | | • | Recording meetings. |
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