2.6 Collaboration Tools

Web Meeting Software

As an executive assistant, you will often be required to organize and coordinate meetings, conferences, and special events. In today’s rapidly evolving workplaces, events and meetings are increasingly occurring remotely or “online.” “Remote,” “virtual,” “online,” and “web” are often used interchangeably before the word “meeting” to indicate the meeting is occurring with the attendees not all being in the same physical space. Attendees can join the meeting using a phone (tele) or the internet (web) and, for the best experience, use some sort of application or software that allows them to exchange video, on-screen content, and other forms of multimedia.

You will also be responsible for document organization, including paper and electronic versions. In many offices, the days of physical file rooms are obsolete as many businesses are shifting to electronic storage and access to important documents. Understanding how to explore the options and choose a system that is right for your project is important.

Web meeting software is software that allows participants to conduct or attend meetings via the Internet. This can also be known as web conferencing software. People share data and information in real-time without the need to be physically in the same place.

Web meeting software is useful in many ways, some of which are:

• It is convenient and flexible
• It saves time and money
• Increases collaboration and engagement
• It provides multiple ways for individuals to communicate and work together

Common Features 

There are a lot of web meeting software options out there, but not all of them are created equally! It is important to compare what features are included when reviewing the different options, as well as whether the options are available free of charge with a basic version or whether users are required to pay for the service.

Depending on what type of software is being used, features may include:

• Screen Sharing
• Sharing of live video/audio using webcams
• Virtual presentation of slideshows and other media items
• Electronic whiteboards
• Instant messaging/chat area
• Live polling/voting

Risks and Security Considerations

Security and risks related to web meeting software are areas that both meeting organizers and attendees often overlook. Recent world events have highlighted the importance of security when conducting meetings. The article, Video conferencing risks when working at home: 16 ways to avoid them outlines the common risks and threats related to web conferencing software.

File Sharing Applications

File-sharing applications are tools that allow files to be created, edited, and stored online. Files can be accessed from any device or computer with an internet connection, uploaded to a shared storage space, and accessed by anyone who has a link or password to that space. File-sharing services have evolved into “collaboration platforms,” which allow users to do more than just create, edit, and store. With some applications, users can collaboratively edit in real-time, chat while viewing documents, and leave notes and reactions for co-workers.

In the past, you were primarily using FOL to collaborate on project work. Using Groups allowed you to have your own private group discussion board and locker. Your locker allowed you to store shared documents and leave notes for each member of the group.

File-sharing applications are useful in many ways, some of which are:

• It is convenient and flexible
• It saves time and money
• Increases collaboration and engagement
• It provides multiple ways for individuals to communicate and work together

Common Features

There are a lot of file-sharing options out there, but not all of them are created equally. It is important to compare what features are included when reviewing the different options as well as whether the options come free with a basic version or whether users are required to pay for them.

Consider where you save your files currently; are you using OneDrive? Your desktop? A pile on the side of your desk? How does that storage method compare with others in your office?

Risks and Security Considerations

There are plenty of concerns regarding security and risks related to creating and storing documents and information online. A quick internet search can provide endless “horror stories” of data breaches and hackers gaining access to sensitive information. It is important to be aware of the risks and to ensure you always take steps to protect your information online.

And now some specifics about the Microsoft Suite of file sharing and collaboration tools. Because our program has focused on using the Microsoft Suite over the years, we’re going to be utilizing those tools for the entirety of this course. Watch the video below for a summary of the collaboration with Microsoft.

And this one, which is specific to Microsoft OneNote. So that all team members and your professor have access to materials for the Conference Project, you’ll be working in Microsoft OneNote for this course.