Virtual Office Software part B

 

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Virtual Office Software part B

The following are the list of tools that are most commonly found within virtual office software:

Calendar

Calendar applications have been developed specifically for time management purposes. With the use of a calendar, employees will be less likely to miss their appointments and will also be able to plan their time better for the future. Similarly, calendar functions in virtual office applications allow group members to view appointments made by fellow team members, and even sync their appointments into their PDA. This works especially well if a few team members are required to attend a common meeting.

Phone call management

The phone call management feature allows users to track down missed calls while they were out of the office so that they can return these calls when they access this function remotely, or when they visit the virtual office later

Document Review

This feature allows documents produced in a workspace to be reviewed by other members. Changes can be tracked so that alterations made can be traced back to the originator.

Picture Sharing

Pictures of Jpeg or Gif formats can be shared within a workspace. This gives other users the ability to view pictures of physical products that otherwise would have to be sent out via email, which may take up space, time and resources.

Web links

Web URLs can be shared amongst team members. This points other people within the group to useful resources or references from the internet which the can use for their individual sections of their projects.

Email utilization

Email usage is probably one of the most common and also the most important functionality within a virtual office application system. Although users may access their email directly from their mail servers, they have to option to receive email via the virtual office application interface. This provides them with a complete “dashboard” view of their workspace.

Group Creation

Workgroups can be created based on location of virtual office to enable file-sharing between employees located within a virtual office. This feature is important for work-in-progress files to be cross-checked by other employees, or to allow for sharing of reference material between virtual office workers.

Task Manager

This feature allows the project manager to delegate work to specific team members, track progress statuses as well as to follow-up with others on project updates.

Online meeting

Through the use of online meetings, employees from virtual offices all over the world can participate in virtual discussions over the internet. This way, they can brain storm ideas, share out their presentations and possibly have a teleconference at the same time. Apart from that, employee trainings can also be conducted remotely through this interface.

Instant messaging

Instant messaging provides an avenue for virtual office workers to communicate with others regardless of their location. They can check for updates, have one-to-one discussions or even send files through the internet.

Bulletin Board

Employers can utilize the bulletin board as a means to broadcast important announcements to all employees in every location. This way, everyone will be kept updated on the happenings of the company that they are working for.

Virtual Drive

A virtual drive allows users to back up important information to the server. This is important as company information and tasks will be lost if a team member’s computer crashes. Apart from that, other users can also extract files from the virtual drive for editing or usage purposes.






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