Level of Technology Used

In today's cutting-edge, technologically advanced environment, it would be impossible to list every available technological tool being used today by virtual teams – particularly with respect to software. Even as advanced as software is, it's not necessarily the best vehicle for collaboration among VT members. It's important to consider all technologies, advanced or not:

• Telephone. It's been in use for over 100 years and undoubtedly the most stable of all technologies. Not to mention the fact that everyone already knows how to use it (i.e. no training or ‘learning curve'). It may or may not be the best solution for all VT, but could and should be utilized at some point in every VT.
• Fax. Our rapidly progressing world often ignores or forgets about ‘old' technologies – like the fax. There may be an occasion in a VT project where the only viable communication option will be a fax. Don't forget about this ‘old' workhorse.
• Teleconferencing. A basic definition would describe teleconferencing as a telephone call between 3 or more members. Technological advances have expanded this definition to also include not only voice transmission, but also data and video feeds. Teleconferencing, in all its flavors, is still a widely used and valuable tool for any VT.
• Computer. Computers are invaluable tools that are indirectly responsible for the creation of VTs. They are ‘medium interfaces' and hold the software that makes virtual communications possible. There are not very many (if any) VT members that do not use computers.
• Internet. Without the Internet, virtual teams and virtual communications would be, in essence, impossible. Requires the use of an Internet Service Provider (ISP). Combined with the computer, the Internet is the nucleus of modern VTs and encapsulates many well used and cutting-edge VT applications:
• FTP. This is short for File Transfer Protocol. FTP is one of the oldest Internet tools available, and is ideal for VT use. This simple tool allows VT members to exchange and store vital team documents and files in a centralized location. As a rule, it's simple to understand and use. However, ‘green' VT members may require training.
• Email. Has overtaken FTP as the most widely used Internet application. Allows a remote user to convey a text message to another remote user. This text file arrives at the end-user's computer and can be read by use of an email client (software). This is also relatively simple to understand and use… anyone with Internet experience will known how to use it. Many VTs communicate successfully using only email.
• The World Wide Web (WWW). This is an incredible resource and invaluable tool for VTs. Requires only the use of a computer, an ISP (see above) and an Internet browser. As with email, it is also relatively simple to understand and use… anyone with Internet experience will most likely know how to use it. May require some additional or special training for advanced usage (depending on the VT's requirements).
• Online Collaboration Tools. Here is where we get into the ‘guts' of VT technology. It seems that nearly every form of communication and collaboration is now available for VTs. The hardest part may not be the technology, but choosing which technology is best for a particular VT and/or project. Consider the following incomplete listing carefully before choosing:
• Voice Over IP (VoIP). VoIP is nearly identical to a telephone call or teleconference, but the protocol is the use of an Internet connection instead. Can be free to use, depending on the application. Most VoIP applications run in full duplex mode (talk and receive simultaneously).
• Video Conferencing. Again, video conferencing is similar to teleconferencing, but uses Internet technologies instead. There are many good ones, and some bad one. The VT leader will need to use caution before choosing the appropriate application. Additional hardware is usually required as well.
• Text Chat or Instant Messaging (IM). Allow remote users on the Internet to exchange text messages in real time. Highly popular, simple and free to use and widely available in many differing ‘flavors.' Can be an excellent tool for real-time communication.
• Web Conferencing. Web Conferencing is the ability to run a PowerPoint-style meeting over the Internet. Most current applications include half-plex (… like a walkie-talkie) voice communication, as well as text chat or IM (as above). Replaces the face-to-face conferences with little to moderate expense. This type of conferencing is absolutely invaluable if your VT requires it.
• Community or Team Group Space. An online web space, publicly or privately host, designed specifically for group communication and interaction. Usually contains additional resources – like calendars, message boards, file sharing, IMs and other useful tools. These group spaces are extremely useful and can be found nearly everywhere (… the CSX20B 2005 Summer Term members used the Yahoo!Groups space for their (this!) project).
• Wiki. A wiki is a web application that allows users to add content, similar to an Internet forum, except that a wiki also allows anyone to edit the content. Becoming extremely popular due to the simplicity of use, ease of setup and inclusive nature.
• Custom Collaboration Software. Usually a combination of any of the above mentioned tools developed by software vendors or in-house IT. Generally speaking, these tools will have everything you'd possibly need for your VT. They can be quite expensive and include a fairly large learning curve – even for the most experienced VT associate.

While this list certainly isn't inclusive, it is a general overview and represents the broad spectrum of VT technology in the early 21 st century.

Supplying Hardware & Technical Support

What specific hardware is deployed to the VT members depends solely on the technology being employed by the VT. The single most deployed piece of hardware a VT member would be a computer. If the VT is large, these computers may be lease or purchased and delivered to the members. If the VT is small, these computer may be purchased by the member and the cost reimbursed to the member.

More often though, the member or members already own or have access to the required hardware. Again, it all depends on the initial VT creation.

Technical Support is will certainly be required at some point in time – especially if computers are used extensively throughout the VT members. If these computers are lease or purchased at a discount from one of the major suppliers, it may be prudent to also purchase a support package from this supplier as well. This will ensure that any major technical obstacles will be overcome with as little disruption as possible.

If this is not feasible, then the VT should employ a VT member to act as the Technical Support person for the rest of the group. This member, if not already skilled, will need to be trained enough to provide this support. Many times, this member will already exists within the VT and possess the technical know-how to support those that do not.

There will also be VT's that do not have members trained in the technical areas. Needless to say, the need may still exist for technical support. In these cases, contingencies must be made to supply this support. The contingencies are most often made through outside vendors in the local areas of the member in need of assistance. While usually expensive, it may be of vital importance to the VT project and well worth the price.

Supplying Software

There are three main areas of software that concern VTs – Free Software, Commercial Software and Application Software Providers (ASP):

• Free Software. The great advantage of so-called ‘free' software is the fact that it is usable at no financial cost to the end user. While this is technically true, many providers of this software design these applications to automatically provide ads or advertising directly to the user. Sometimes, this is subtle and not very distracting. Other times is incredible overt and may even prevent the user from using the software at all. And some even secretly compile spyware and/or malware to these programs that can track your computer action or even disable your computer. If you decide to utilize free software, do so with caution. While many are good, a bad or malicious freeware program could doom your VT project.
• Commercial Software. An excellent choice under most circumstance. The only possible drawback is the cost. Most commercial software providers require the purchase of licenses for each user of their software. Example: if you have 10 VT members who need a particular software application, you would need to purchase 10 licenses from that software vendor. This, of course, may not be financially practical. Unfortunately, many companies and individuals ignore this requirement by copying and distributing commercial software to its employees/members. This is not only illegal, but also a endangers not only your business, but also the VT project and any unwitting VT members. The long and short if it is this: if you're going to use commercial software, you must purchase all appropriate licenses or face the consequences.
• Application Service Providers (ASP). A growing trend in application distribution, an Application Service Provider (ASP) is a business that provides computer-based services to customers over a network – usually the Internet. This model of application delivery can drastically reduce the cost of supplying software to VT members. This is possible because the ASP owns and operates a software applications. They also own, operate and maintain the servers that run the applications. They also employ the people needed to maintain the application. The ASP bills for the application either on a per-use basis or on a monthly/annual fee basis. In many cases, however, the ASP can provide the service for free or will even pay the customer. In short, this can be a huge saving to the VT who's budget are tight or just need a widely distributed software application.