Have every document you need...wherever you are

"Offline Files" keep you working when disconnected from the network

Access to relevant documents and files is one of the common reasons for “having to be at the office”, yet it’s one of the easiest physical restrictions to overcome. Properly configured network features can provide offline access to documents AND automatically circulate amended documents & files to relevant people.

And don't be put off by any bad experience with Briefcase (Microsoft's earlier attempt at synchronizing files). For us, Briefcase never worked; Offline Files work well.

Offline Files is one of the heavily-promoted features of Windows 2000 Professional and XP Professional editions. It is designed to let business users keep using network files and folders even when they are disconnected from the network...and it works!

When you're disconnected, you're working on your own local copy of the files and folders nominated for offline use. They're visible under the original network drives, and you can create, amend and delete documents (with appropriate permission). The next time you connect to the network, any changes you've made will be synchronized with the original documents on the network and circulated as required.

By classifying your documents as below and following a daily “synchronisation” procedure. you will make the sharing process simple and provide everyone with access to the latest copy of every document they need.

Individual Desktop Documents  These can be held in separate Offline Folders allocated to each person. Whilst they are relevant to only one person, they don't need to be shared - just backed up. Sooner or later they become Shared, Archive or they perish, but for the time being keeping them in a personal "Home" folder that is synchronised with the server is sufficient.

Shared Documents These are documents such as procedure manuals, latest proposals, “team” documents etc, that need to be shared on a day-to-day basis with each person needing immediate access regardless of their location.  These should be held in a single Folder with each relevant person having their own Offline copy.  A daily “synchronisation” procedure by each person will automatically circulate any amendments.

Archive Documents  Probably the vast majority of documents fall into this category.  These are seldom-referenced documents and not required on a day-to-day basis.  Only one network copy is required and is downloaded from the computer network as required.

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Setting up Offline Files and associated synchronisation procedures is simple, and it's easy to try out yourself (assuming you have the right permissions) even if you're not remote.

Here's an article on Microsoft's Knowledgebase that explains the process for Windows XP http://support.microsoft.com/default.aspx?scid=kb;en-us;Q307853

Tech Republic have the best Windows 2000 article. You'll have to register first - but it's free.

 http://clickthru.online.com/Click?q=cf-ebM-QLwlut-IIXUJanidOvr3mAyR

To try Offline Files out for yourself in the office:

• set up Offline Files as shown in the above article

• do an initial synchronisation

• unplug your network connection

• amend a document

• re-connect to the network

That's all there is to it.

Have a different idea or better solution?  click here to tell us about it. _________________________________________________

Why Virtual Office is more than a laptop

“…really isolated groups are at a disadvantage, because most groups

get their ideas and innovations from the outside”

                                                                Jared Diamond (How to get rich)

Early attempts at implementing a Virtual Office were generally ad-hoc and re-active rather than properly thought out pro-active moves. In many cases staff drifted into a Virtual Office environment that was little more than “here is a laptop, now you can work from home sometimes”.

 

Why early attempts at Virtual Office failed - Fragmentation

Given the ad-hoc nature of these attempts, it’s not surprising that working in a Virtual Office came to be “a good idea that doesn’t seem to work in practice”. Drifting into Virtual Office without proper planning and suitable facilities quickly leads to both technological and corporate fragmentation.

 

Technological fragmentation occurs when little else is done to support working away from the office apart from supplying a laptop. Typically, there is no access to any software applications running on the corporate server and no access to corporate data files which would also normally reside on the in-house server.

 

Even worse, corporate fragmentation inevitably happened because remote workers were separated from most formal and informal means of communication: from the humble internal phone, fax machine, and the “water cooler” chat.  Although still working hard for the organisation they felt (and were) “out of the loop”.

 

Looking back, it’s clear that these early attempts were more like working “with the door shut” rather than in a Virtual Office.  The absence of interruptions that improves productivity in the short term quickly becomes detrimental to both individual and corporate performance.

 

To be successful a Virtual Office needs to avoid these traps by ensuring that staff, regardless of their location, have access to ALL the facilities they need. Not only the technical facilities needed to do the immediate task but also the communication facilities to stay “in the loop” and be an integral part of the organisation.

 

These Virtual Memo newsletters and our free booklet contain information to help you implement a Virtual Office and avoid the Fragmentation problem. You can view previous newsletters and request a copy of the booklet from our website at www.atac.com.au/vo.htm

Have a Virtual Office story or suggestion?  click here to tell us about it.

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Request our FREE booklet

        "Unshackling your business with the Virtual Office"  

 

In just 19 pages, you'll learn: Why the "Traditional Office" is working against you What Virtual Office models are available How to implement a Virtual Office How to avoid the "fragmentation" problem

"Going Virtual" simplifies the way you do business  

... this booklet will get you started.

Click here to request one by e-mail    Click here to request one via our website

   (don't forget to tell us your postal address)

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Useful Links - sources of information on Virtual Office

On our website at  www.atac.com.au/vo.htm you'll find copies of previous newsletters and links to other Virtual Office resources.

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Subscription Information

You've received this FREE subscription to Virtual Memo as a registered subscriber to this or other Atac newsletters, as a business contact of Atac, or because you have previously shown an interest in related topics. 

To have a complimentary copy sent to someone else: click  here

We are always interested in your feedback. If you already work in a Virtual Office then we'd like to hear (and maybe publish) your story. We also publish and credit the best comments / suggestions / ideas we receive.

To provide feedback of any type: click here  To subscribe: click here  To unsubscribe: click here ___________________________________________________

About Atac

You can find out more about Atac Pty Ltd, Virtual Office, and what else we do at www.atac.com.au

We've worked in our own Virtual Office – every day – for nearly three years. We've found it more productive, more rewarding, less stressful, and we’re working better as a team than ever before.

That's why we are such passionate advocates for Virtual Office and why we've become the leading Virtual Office consultants in our region. We publish this newsletter as a general information service to any company looking to implement their own Virtual Office.

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