Virtual Organization and Collaboration Software

- Overview

The Emerging Information Technologies Association (EITA) is a federated non-profit organization. A federated nonprofit organization is a network of independent, yet interconnected, entities that operate under a common mission and brand. 

Each member organization of EITA maintains its own governance and operational autonomy while benefiting from the collective strength and resources of the federation.

EITA's organizational structure is divided into eight different divisions and a number of regional non-profit chapters (separate and independent legal entities), as well as resident coordinators and their offices within each division.

- Disruptive Megatrends Shaping the World's Future

In the era of artificial intelligence (AI), 5G/6G, rapid technological advances are redefining industries, business models and the global economy. From climate technologies driven by sustainability to AI governance and sixth-generation (6G) smart infrastructure, companies must be prepared to seize these emerging opportunities. 

Two major megatrends are driving a more connected future: AI-powered smart cities and hyperconnected businesses. These trends are facilitated by 5G/6G's faster speeds and lower latency, enabling real-time data processing and analysis, which is crucial for AI applications. 

• AI-powered smart cities: 5G/6G networks provide the infrastructure for AI-driven solutions in urban environments, such as traffic management, public safety, and smart grids. AI algorithms can analyze real-time data from sensors, cameras, and other devices to optimize traffic flow, enhance surveillance systems, and improve overall city efficiency.
• Hyperconnected businesses: 5G/6G enables businesses to connect more seamlessly and efficiently with customers, partners, and suppliers. This connectivity, combined with AI, allows for new levels of digital transformation, such as automated manufacturing, personalized customer experiences, and predictive maintenance.
• Edge Computing and AI: 5G/6G supports edge computing, where data is processed closer to the source, enabling faster AI analysis and reduced latency. This is particularly valuable for applications like autonomous vehicles, smart factories, and IoT devices.
• Technological Innovation and Integration: The convergence of AI and 5G/6G is also driving innovation in other areas, such as network slicing, multi-access edge computing (MEC), and telecommunications infrastructure.

Whether it’s adopting an AI governance framework, leveraging hyperconnectivity, or investing in quantum computing, businesses that embrace these trends will have a competitive advantage in the evolving digital economy.

To seize these transformative opportunities, businesses must prioritize strategic investments, compliance with emerging regulations, and future-proofing their business models.

While the future is promising, challenges remain, including data security and privacy, ethical considerations in AI, and ensuring equitable access to 5G/6G and AI technologies.

Virtual Organizational Structure

- Virtual Organizations

A virtual organization is a network of geographically dispersed individuals, teams, or companies that collaborate using digital technology to achieve a common goal, essentially operating without a physical office or central location, relying heavily on virtual communication tools to function as a single unit across different locations. It is a flexible structure that allows for collaboration across diverse teams and time zones, often forming temporary alliances for specific projects.

- Digital Workplace Transformation

Digital workplace transformation is the process of using digital technologies to modernize an organization's work environment and improve efficiency, collaboration, and innovation. It involves more than just implementing new tools, but also reshaping how work is done, including procedures, processes, and workplace culture.

For a modern organization to be successful, it must transform into a digital workplace with the ability to conduct business from anywhere, anytime and with anyone. That means businesses must provide employees (or team members) with the technologies that allow them to stay connected to colleagues and customers while being productive, even while working remotely. 

AI technologies are transforming the digital workplace by enhancing personalization, automating tasks, improving collaboration, and providing intelligent support. AI tools can personalize the employee (or team member) experience, automate repetitive tasks, facilitate communication, and provide instant solutions, ultimately increasing productivity and employee satisfaction.

- Using Technologies for A Digital Workplace

Remote work has its advantages - high flexibility, low or no management costs, and a wider recruitment channel. But it also has its disadvantages - low interaction, concerns about whether employees are focused on their work, and communication difficulties. As employees (or team members) are scattered across different cities, states, countries, and time zones, they rely heavily on technology to connect and collaborate with others. 

Global organizations are tasked with an increased need to create a work environment that seamlessly includes both remote workers and office-based staff (or team member). In today’s global marketplace, organizations are using remote offices that unite employees (or team members) across continents, including those who live in time-zones that are different from their main office. 

While the best method of accomplishing group projects is often thought to be through direct, in-person environments, this is not a viable option for most international organizations. That’s why finding reliable ways to use technology to bring remote offices together is an essential tool for today’s organizations.

It’s critical for modern global organizations to find reliable technology to connect remote offices, allowing for effective communication, collaboration, and project management. Tools like Microsoft Teams, Slack, and Zoom facilitate virtual meetings, real-time collaboration, and file sharing. Cloud computing and VPNs also play a vital role in ensuring a secure and seamless remote work experience.

- Digital Workplace and Supporting Digital Tools

With a digital workplace, employees (or team members) get access to a complete set of digital tools that they can use to manage and execute their everyday work. It is a unified platform that integrates all the core business applications and in turn, it helps employees (or team members) communicate and collaborate in a better way. It is also able to imbibe a strong sense of work culture and community in organizations as leaders are forced to take into account the latest workplace demands, variables, and trends.

Digital workplace technologies are tools and platforms that enable employees to work remotely and collaborate with each other. Some examples of digital workplace technologies include:

• Communication tools: Email, instant messaging, and employee communication apps
• Collaboration tools: Google Docs, Quip, Slack, MS Teams, Yammer, and Jive
• Project management tools: Jira, Asana, and Trello
• Video conferencing tools: Zoom, Go2Meeting, Citrix, and Microsoft
• Cloud storage: Google Drive and Microsoft OneDrive
• Virtual assistants: Can answer questions, find information, and schedule meetings
• Security tools: Protect against cyberattacks
• Analytics tools: Turn data into actionable insights
• RPA: Automates repetitive tasks like data entry and invoice processing
• Workflow automation: Integrates systems and tools to make it easier to share data

When used effectively, digital workplace technologies can improve employee experience, productivity, and work life quality. They can also help businesses increase revenue, accelerate innovation, and enhance security and compliance.

- The Digital Workplace Platform

The digital workplace priorities for your organization will depend on your digital needs and employee (team member)  requirements. The digital workplace platform that you choose for your company should be able to fulfill all your requirements and close any digital gaps. In addition, all employees (or team members) - remote workers especially - must follow key cybersecurity guidelines.

A successful digital workplace platform should be versatile and adaptable, capable of addressing diverse business needs and bridging any gaps in digital capabilities. It's crucial to choose a platform that aligns with the company's (or organization's) specific requirements and evolving needs. 

Key Features and Considerations:

• Comprehensive Needs Coverage: The platform should offer a range of features and functionalities to support various aspects of the digital workplace, including communication, collaboration, knowledge management, and automation.
• Adaptability and Scalability: The platform should be able to adapt to changing business needs and scale as the company grows.
• User-Friendly Interface: A seamless and intuitive user experience is essential for maximizing employee adoption and productivity.
• Integration with Existing Systems: The platform should seamlessly integrate with existing business systems, such as CRM and HCM software, to avoid creating silos of information.
• Security and Compliance: The platform must provide robust security measures to protect sensitive data and ensure compliance with industry regulations.
• Focus on Employee Experience: The platform should prioritize employee experience by providing intuitive interfaces, self-service portals, and personalized access to resources.
• Data-Driven Insights: The platform should offer analytics capabilities to monitor workplace efficiency, identify areas for improvement, and make informed decisions.
• Adaptation to Hybrid Work Models: The platform should support flexible and hybrid work arrangements, allowing employees to work securely from anywhere, at any time, on any device.
• Automation and AI Integration: The platform should offer automation capabilities, such as robotic process automation (RPA) and AI integration, to streamline processes and boost productivity.

Examples of Digital Workplace Platforms:

• Microsoft 365: LumApps and Zoho mention Microsoft 365 as a platform that can be used to improve collaboration and productivity.
• Google Workspace: LumApps and Zoho also list Google Workspace as a popular platform for communication and collaboration.
• Slack: LumApps mentions Slack as a valuable tool for internal communication.
• Zoom: LumApps and Zoho highlight Zoom as a platform for video conferencing.
• LumApps: LumApps offers a comprehensive digital workplace platform with features for collaboration, communication, and knowledge management.
• Zoho Creator: Zoho provides a low-code digital workplace platform for creating custom applications and workflows.

- Collaboration

Collaboration is critical to the success of a organization. A digital workplace should make it easier for the employees (or team members) to work and communicate with each other regardless of their location or the device that they are using. Collaboration should include both formal and informal communication including blogs, documents, and team channels.

collaboration drives innovation, enhances efficiency, boosts employee (or team member) engagement, and fosters a stronger sense of community, all of which contribute to overall organizational success. 

Here's why collaboration is so important:

• Innovation and Problem-Solving: By bringing together diverse perspectives and expertise, collaboration fuels innovation and leads to more creative and effective solutions to complex problems.
• Efficiency and Productivity: When teams collaborate effectively, they can streamline workflows, reduce redundant efforts, and leverage collective resources, leading to increased productivity and efficiency.
• Employee (or team member) Engagement and Morale: Collaboration creates a more positive and engaging work environment, boosting employee morale and job satisfaction. It fosters a sense of shared purpose and allows employees (or team members) to feel more valued and heard.
• Stronger Teams and Relationships: Collaboration builds stronger teams and fosters positive relationships between colleagues. This leads to better communication, trust, and a greater sense of community within the organization.
• Improved Decision-Making: Collaborative decision-making processes ensure that a wider range of perspectives are considered, leading to more informed and effective decisions.
• Enhanced Communication: Collaboration requires open and effective communication channels, which can improve overall communication within the organization.
• Competitive Advantage: In today's dynamic business environment, collaboration can provide a significant competitive advantage by fostering innovation, improving efficiency, and attracting top talent.

Collaboration is not just a helpful tool, but a fundamental requirement for organizational success in today's competitive and rapidly changing business landscape.

Collaboration Tools To Support Virtual Projects

- The Broadband Internet Connections and The Tools

A virtual team member needs to have the means to work effectively in a virtual project. Broadband Internet (Wi-Fi) connections, the cloud, virtual private network (VPN), phones with conferencing ability, online web meeting spaces, a global time clock (if the team is global), regularly backing up information, and mobile computers are some of the requirements. 

Modern online communication systems allow you to see if someone is “online” or not, or in a meeting (which can guide you as to whether to chat using an instant messaging tool). In the same manner as you ensure your team members software is compatible (particularly if they work for different organizations), the project manager needs to ensure the team members are trained in and have a comfort using such technologies.  

It’s amazing to see how virtual project management and online collaboration tools have grown over time. As the ability to network across towns, states, and even continents has increased, so too has the need for reliable software programs that can aid in large-scale project management. 

Even more important than just sharing documents among project team members is the need to solicit and keep track of feedback on the project. Gone are the days of circulating a hard-copy of a draft and getting back with sticky notes and annotations requesting changes or additions.

- The Cloud

Employees (or team members) need virtual access to the same information and tools they’d be able to access in a physical office. According to a report, employees (or team members)  spend over 20 percent of their time to find the information that they need in order to get their work done. The way how organizations manage and store their content can impact the overall efficiency of the employees in a big way.

Digital workplaces should be able to store business data securely, but at the same time, the data should be easily searchable so that the employees don’t have to spend hours to track a single file. It should have powerful search and filter capabilities to track and manage data seamlessly. 

The solution here is the cloud, which hosts files, data and applications within a centralized server and makes them accessible from any device with connectivity. This means employees can work from anywhere on company-issued mobile devices or on their own devices. 

The cloud facilitates virtual collaboration by providing platforms for secure and accessible sharing and editing of documents, files, and projects, regardless of location. This enables teams to work together in real-time, improve communication, and enhance project management. 

Key Features of Cloud Collaboration: 

• Centralized Storage and Sharing: Cloud platforms allow teams to store and share documents, projects, and other files in a centralized location, making them readily accessible to all authorized members.
• Real-time Collaboration: Many cloud tools support real-time editing and co-authoring, allowing multiple users to work on the same document or project simultaneously.
• Improved Communication: Cloud platforms often integrate communication features like chat, video conferencing, and instant messaging, facilitating seamless communication and collaboration.
• Enhanced Project Management: Project management software integrated with cloud collaboration platforms helps teams manage tasks, deadlines, and resources effectively.
• Accessibility: Cloud-based tools are accessible from anywhere with an internet connection, allowing teams to collaborate regardless of their physical location.
• Version Control: Many cloud platforms offer version control features, allowing teams to track changes, revert to previous versions, and ensure that everyone is working with the most up-to-date information.

Benefits of Cloud Collaboration for Virtual Projects:

• Increased Productivity: Centralized access, real-time collaboration, and integrated communication features can streamline workflows and increase productivity.
• Improved Communication and Teamwork:
• Cloud platforms facilitate clear communication and foster a stronger sense of teamwork.
• Enhanced Collaboration: Remote teams can work together seamlessly on projects, regardless of their physical location.
• Reduced Costs: Cloud collaboration can reduce costs associated with physical infrastructure, software licenses, and IT support.
• Increased Flexibility: Teams can work on projects from anywhere, anytime, enhancing flexibility and work-life balance.

Examples of Cloud Collaboration Tools: 

• Google Workspace: Offers a suite of online productivity tools, including Google Docs, Sheets, Slides, and Meet, for document sharing, collaboration, and communication.
• Microsoft 365: Provides a comprehensive suite of applications, including Word, Excel, PowerPoint, and Teams, for document collaboration, file sharing, and communication.
• Asana: A work management platform for project planning, task management, and team collaboration.
• Trello: A project management tool that uses a visual board system for task management and collaboration.
• Miro: A collaborative digital whiteboard tool for brainstorming, planning, and problem-solving.
• Zoom: A video conferencing platform with integrated chat and collaboration features.
• Nextcloud: An open-source platform for sharing, collaborating, and communicating.

- Virtual Project Management