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Searching for a Shared Virtual Workspace?

Searching for a Shared Virtual Workspace?

Searching for a Shared Virtual Workspace?

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      In my coaching practice, I am increasingly looking for ways to work with my clients on shared documents and projects online. I am looking to online solutions for two reasons:

      1. It allows my client and me to access documents and work on them collaboratively at any time. My clients are busy people who need the flexibility to work on their own schedules.
      2. My practice includes long-distance coaching using telephone, IM (Instant Messaging) etc. When we need to work on or exchange documents, PDF, email, and fax are ineffective tools.

      We want to be able to set up an online workspace to work on documents and projects in one place. We must be able to:

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      • Post and edit documents online;
      • Automatically sync our calendars (esp. Outlook), with online calendars and visa versa;
      • Merge online calendars into group calendars to see at a glance when every individual is busy/free;
      • Post discussion threads;
      • Receive email or SMS (‘text’) alerts whenever any of the first three functions (documents, calendars, discussion threads) have been changed or added to by group members.

      Pretty simple right? You’d think so. I went to the first two places that I knew offered some or all of these services: Google & Microsoft. Big disappointment.

      Google Groups

      The Good News
      It’s free. That’s hard to beat. And Google has two other strengths as a place to get work done: a) it is fully web-based, and b) there is a wealth of various tools.

      Being web-based means that not only can you store and view documents, discussions, and calendars, but they can also all be edited and shared right in the browser. No client of any kind required on your computer (other than a web browser); no need to ever download anything unless you want to sync items for work off-line.

      A particularly powerful tool is the Forms function available through the Google Spreadsheet. This allows you to create a survey that can be set up in a number of different ways and tie it to a spreadsheet that collects the response data. I have used it several times and love it. It does not have the power and ‘polish’ of some of the dedicated online survey offerings (like those from Constant Contact), but it is secure, flexible, and free. Google Forms has a basic template collection that allows you to set up your survey or questionnaire in a number of attractive ways with minimal design time.

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      The wealth of tools available on the Google site is truly impressive. Google Groups, Docs, Calendar, Google Talk (IM), Blogger, Picasa, on and on… But that brings me to…

      The Bad News
      For such a wealth of tools, the lack of integration floored me. Put simply, there is almost NO way of using one tool in an integrated fashion with another. Want to list your shared Google Docs in a Google Group? Can’t do that. Want to sync your Google Calendars to create a shared group calendar within Google Groups? Can’t do that either. Want to embed a Google Docs spreadsheet in a Google  Docs document? Nope. The list of what you can’t do goes on and on.

      Recommendation:
      Use Google if you want a free tool to share work online, but don’t expect much. The lack of integration at this point in the game is frustrating. It is especially odd as Google has on its hands a very powerful collection of individual tools. It makes no sense that they aren’t better integrated.

      Windows Office Live

      The Good News
      Probably the two biggest positives with the Microsoft tools are that a) they are pretty tightly integrated with Microsoft Office (especially Office 2007) and b) there is much more storage space available (5 GB vs. Google’s 100 MB).

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      If you have an Office Live account, which is free, you can save your Office (Word, Excel, etc.) documents directly to your online workspace. There you can invite others to view and edit them.

      There is notification available for most kinds of activity in an Office Live workspace.

      The Bad News
      While the various tools are more tightly integrated via the copy of Office you have sitting on your computer, the net useability is no greater than the Google offering. The weaknesses fall into three areas:

      • Anyone accessing documents on your shared workspace must own a copy of MS Office for full editing and integration functionality. This ‘Microsoft customer only’ restriction is a serious one. There is probably a level of useability with Open Office, but that is still a far cry from the platform independence of Google Documents.
      • There is no way to edit online. This means that if you are on the road, you can’t easily get at your documents from an internet café or most smart phones (not that editing Google Documents from a smart phone is any picnic, but at least it can be done).
      • The calendar integration is a nightmare. I have spent hours trying to figure out how to set up a calendar on Office Live that syncs with my Outlook calendar. Not only does that not work, it took me forever to find where my calendar does go when I ‘publish’ it online (it goes to a site with the address starting calendars.office.microsoft.com, which is not linked to from the rest of the Office Live site that I can find). And you can’t sync two ways. You can only sync your online calendar to Outlook, not the other way around. That is a serious limitation for a ‘live’ group workspace.
      • Another weakness is the confused relationship between Windows Live, Office Live, and Office Live Small Business. Oh wait – there’s also Microsoft Groove! The distinction between these offerings is unclear, and there doesn’t seem to be any integration between Windows Live (things like Messenger) and Office Live. Further, the distinction between the different ‘Lives’ is unclear. At least in Google, what exactly each tool is for is clear, even if they don’t play well together.

      Conclusion?

      The tool I want does not exist. Given the huge number of players in this field, and the explosion of interest in virtual, collaborative learning and working, I’m surprised. I looked at some for-pay sites as well, like Central Desktop. This certainly does the job better than either Microsoft or Google, but still doesn’t do some of the basic functions (like syncing and merging multiple calendars). Considering that Central Desktop charges a fee I would expect it to have serious bells and whistles. Not so. I am assuming that somewhere out there, living inside some high-end intranet, there is a proprietary tool that does this, but it certainly isn’t available to the rest of us.

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      So what’s the conclusion? We have to use separate tools to cobble together a collaborative virtual work space: Microsoft has pretty good Office integration (with the glaring exception of the Outlook Calendar), Google has lots of good separate sharing tools, Tungle does a fantastic group calendar, Central Desktop does a decent job but charges.

      If I had to pick one system, Google’s is probably the closest. Google is pretty good at syncing calendars in ways that you can share, at hosting blogs, storing and editing documents right in the HTML/Web environment, and providing a very basic shared space in Google Groups. No other site offers all of these “in one place”. But then that’s the biggest frustration with Google, their’s isn’t ‘in one place’ either. You have to hop from Calendar to Docs to Blogger to Groups and back again to get a sense of what your group is up to. How a site could house all of these tools separately and not bring them together in one interface is a complete mystery to me. They even have the interface already – set up a tabbed version of iGoogle and see what I mean!

      Google isn’t resting (or rather sitting) on its laurels. There is a new sharing project in early development called Google Wave that allows users to share ideas, files, documents, video and audio in real time (think IM) and asynchronously (think ‘posting’). Now if they could integrate a real group calendar function, and fully editable Google Docs into that, we may be getting somewhere!

      I am really looking forward to reading other’s solutions in the quest for shared virtual workspaces.

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      Last Updated on October 22, 2020

      8 Simple Ways to Be a Better Listener

      8 Simple Ways to Be a Better Listener

      How would you feel if you were sharing a personal story and noticed that the person to whom you were speaking wasn’t really listening? You probably wouldn’t be too thrilled.

      Unfortunately, that is the case for many people. Most individuals are not good listeners. They are good pretenders. The thing is, true listening requires work—more work than people are willing to invest. Quality conversation is about “give and take.” Most people, however, want to just give—their words, that is. Being on the receiving end as the listener may seem boring, but it’s essential.

      When you are attending to someone and paying attention to what they’re saying, it’s a sign of caring and respect. The hitch is that attending requires an act of will, which sometimes goes against what our minds naturally do—roaming around aimlessly and thinking about whatnot, instead of listening—the greatest act of thoughtfulness.

      Without active listening, people often feel unheard and unacknowledged. That’s why it’s important for everyone to learn how to be a better listener.

      What Makes People Poor Listeners?

      Good listening skills can be learned, but first, let’s take a look at some of the things that you might be doing that makes you a poor listener.

      1. You Want to Talk to Yourself

      Well, who doesn’t? We all have something to say, right? But when you are looking at someone pretending to be listening while, all along, they’re mentally planning all the amazing things they’re going to say, it is a disservice to the speaker.

      Yes, maybe what the other person is saying is not the most exciting thing in the world. Still, they deserve to be heard. You always have the ability to steer the conversation in another direction by asking questions.

      It’s okay to want to talk. It’s normal, even. Keep in mind, however, that when your turn does come around, you’ll want someone to listen to you.

      2. You Disagree With What Is Being Said

      This is another thing that makes you an inadequate listener—hearing something with which you disagree with and immediately tuning out. Then, you lie in wait so you can tell the speaker how wrong they are. You’re eager to make your point and prove the speaker wrong. You think that once you speak your “truth,” others will know how mistaken the speaker is, thank you for setting them straight, and encourage you to elaborate on what you have to say. Dream on.

      Disagreeing with your speaker, however frustrating that might be, is no reason to tune them out and ready yourself to spew your staggering rebuttal. By listening, you might actually glean an interesting nugget of information that you were previously unaware of.

      3. You Are Doing Five Other Things While You’re “Listening”

      It is impossible to listen to someone while you’re texting, reading, playing Sudoku, etc. But people do it all the time—I know I have.

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      I’ve actually tried to balance my checkbook while pretending to listen to the person on the other line. It didn’t work. I had to keep asking, “what did you say?” I can only admit this now because I rarely do it anymore. With work, I’ve succeeded in becoming a better listener. It takes a great deal of concentration, but it’s certainly worth it.

      If you’re truly going to listen, then you must: listen! M. Scott Peck, M.D., in his book The Road Less Travel, says, “you cannot truly listen to anyone and do anything else at the same time.” If you are too busy to actually listen, let the speaker know, and arrange for another time to talk. It’s simple as that!

      4. You Appoint Yourself as Judge

      While you’re “listening,” you decide that the speaker doesn’t know what they’re talking about. As the “expert,” you know more. So, what’s the point of even listening?

      To you, the only sound you hear once you decide they’re wrong is, “Blah, blah, blah, blah, blah!” But before you bang that gavel, just know you may not have all the necessary information. To do that, you’d have to really listen, wouldn’t you? Also, make sure you don’t judge someone by their accent, the way they sound, or the structure of their sentences.

      My dad is nearly 91. His English is sometimes a little broken and hard to understand. People wrongly assume that he doesn’t know what he’s talking about—they’re quite mistaken. My dad is a highly intelligent man who has English as his second language. He knows what he’s saying and understands the language perfectly.

      Keep that in mind when listening to a foreigner, or someone who perhaps has a difficult time putting their thoughts into words.

      Now, you know some of the things that make for an inferior listener. If none of the items above resonate with you, great! You’re a better listener than most.

      How To Be a Better Listener

      For conversation’s sake, though, let’s just say that maybe you need some work in the listening department, and after reading this article, you make the decision to improve. What, then, are some of the things you need to do to make that happen? How can you be a better listener?

      1. Pay Attention

      A good listener is attentive. They’re not looking at their watch, phone, or thinking about their dinner plans. They’re focused and paying attention to what the other person is saying. This is called active listening.

      According to Skills You Need, “active listening involves listening with all senses. As well as giving full attention to the speaker, it is important that the ‘active listener’ is also ‘seen’ to be listening—otherwise, the speaker may conclude that what they are talking about is uninteresting to the listener.”[1]

      As I mentioned, it’s normal for the mind to wander. We’re human, after all. But a good listener will rein those thoughts back in as soon as they notice their attention waning.

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      I want to note here that you can also “listen” to bodily cues. You can assume that if someone keeps looking at their watch or over their shoulder, their focus isn’t on the conversation. The key is to just pay attention.

      2. Use Positive Body Language

      You can infer a lot from a person’s body language. Are they interested, bored, or anxious?

      A good listener’s body language is open. They lean forward and express curiosity in what is being said. Their facial expression is either smiling, showing concern, conveying empathy, etc. They’re letting the speaker know that they’re being heard.

      People say things for a reason—they want some type of feedback. For example, you tell your spouse, “I had a really rough day!” and your husband continues to check his newsfeed while nodding his head. Not a good response.

      But what if your husband were to look up with questioning eyes, put his phone down, and say, “Oh, no. What happened?” How would feel, then? The answer is obvious.

      According to Alan Gurney,[2]

      “An active listener pays full attention to the speaker and ensures they understand the information being delivered. You can’t be distracted by an incoming call or a Facebook status update. You have to be present and in the moment.

      Body language is an important tool to ensure you do this. The correct body language makes you a better active listener and therefore more ‘open’ and receptive to what the speaker is saying. At the same time, it indicates that you are listening to them.”

      3. Avoid Interrupting the Speaker

      I am certain you wouldn’t want to be in the middle of a sentence only to see the other person holding up a finger or their mouth open, ready to step into your unfinished verbiage. It’s rude and causes anxiety. You would, more than likely, feel a need to rush what you’re saying just to finish your sentence.

      Interrupting is a sign of disrespect. It is essentially saying, “what I have to say is much more important than what you’re saying.” When you interrupt the speaker, they feel frustrated, hurried, and unimportant.

      Interrupting a speaker to agree, disagree, argue, etc., causes the speaker to lose track of what they are saying. It’s extremely frustrating. Whatever you have to say can wait until the other person is done.

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      Be polite and wait your turn!

      4. Ask Questions

      Asking questions is one of the best ways to show you’re interested. If someone is telling you about their ski trip to Mammoth, don’t respond with, “that’s nice.” That would show a lack of interest and disrespect. Instead, you can ask, “how long have you been skiing?” “Did you find it difficult to learn?” “What was your favorite part of the trip?” etc. The person will think highly of you and consider you a great conversationalist just by you asking a few questions.

      5. Just Listen

      This may seem counterintuitive. When you’re conversing with someone, it’s usually back and forth. On occasion, all that is required of you is to listen, smile, or nod your head, and your speaker will feel like they’re really being heard and understood.

      I once sat with a client for 45 minutes without saying a word. She came into my office in distress. I had her sit down, and then she started crying softly. I sat with her—that’s all I did. At the end of the session, she stood, told me she felt much better, and then left.

      I have to admit that 45 minutes without saying a word was tough. But she didn’t need me to say anything. She needed a safe space in which she could emote without interruption, judgment, or me trying to “fix” something.

      6. Remember and Follow Up

      Part of being a great listener is remembering what the speaker has said to you, then following up with them.

      For example, in a recent conversation you had with your co-worker Jacob, he told you that his wife had gotten a promotion and that they were contemplating moving to New York. The next time you run into Jacob, you may want to say, “Hey, Jacob! Whatever happened with your wife’s promotion?” At this point, Jacob will know you really heard what he said and that you’re interested to see how things turned out. What a gift!

      According to new research, “people who ask questions, particularly follow-up questions, may become better managers, land better jobs, and even win second dates.”[3]

      It’s so simple to show you care. Just remember a few facts and follow up on them. If you do this regularly, you will make more friends.

      7. Keep Confidential Information Confidential

      If you really want to be a better listener, listen with care. If what you’re hearing is confidential, keep it that way, no matter how tempting it might be to tell someone else, especially if you have friends in common. Being a good listener means being trustworthy and sensitive with shared information.

      Whatever is told to you in confidence is not to be revealed. Assure your speaker that their information is safe with you. They will feel relieved that they have someone with whom they can share their burden without fear of it getting out.

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      Keeping someone’s confidence helps to deepen your relationship. Also, “one of the most important elements of confidentiality is that it helps to build and develop trust. It potentially allows for the free flow of information between the client and worker and acknowledges that a client’s personal life and all the issues and problems that they have belong to them.”[4]

      Be like a therapist: listen and withhold judgment.

      NOTE: I must add here that while therapists keep everything in a session confidential, there are exceptions:

      1. If the client may be an immediate danger to himself or others.
      2. If the client is endangering a population that cannot protect itself, such as in the case of a child or elder abuse.

      8. Maintain Eye Contact

      When someone is talking, they are usually saying something they consider meaningful. They don’t want their listener reading a text, looking at their fingernails, or bending down to pet a pooch on the street. A speaker wants all eyes on them. It lets them know that what they’re saying has value.

      Eye contact is very powerful. It can relay many things without anything being said. Currently, it’s more important than ever with the Covid-19 Pandemic. People can’t see your whole face, but they can definitely read your eyes.

      By eye contact, I don’t mean a hard, creepy stare—just a gaze in the speaker’s direction will do. Make it a point the next time you’re in a conversation to maintain eye contact with your speaker. Avoid the temptation to look anywhere but at their face. I know it’s not easy, especially if you’re not interested in what they’re talking about. But as I said, you can redirect the conversation in a different direction or just let the person know you’ve got to get going.

      Final Thoughts

      Listening attentively will add to your connection with anyone in your life. Now, more than ever, when people are so disconnected due to smartphones and social media, listening skills are critical.

      You can build better, more honest, and deeper relationships by simply being there, paying attention, and asking questions that make the speaker feel like what they have to say matters.

      And isn’t that a great goal? To make people feel as if they matter? So, go out and start honing those listening skills. You’ve got two great ears. Now use them!

      More Tips on How to Be a Better Listener

      Featured photo credit: Joshua Rodriguez via unsplash.com

      Reference

      [1] Skills You Need: Active Listening
      [2] Filtered: Body language for active listening
      [3] Forbes: People Will Like You More If You Start Asking Follow-up Questions
      [4] TAFE NSW Sydney eLearning Moodle: Confidentiality

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