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Tools for Growth
By: Amy Reshefsky
This notebook will serve as an introduction on how to utilize that which will become one of your businesses greatest outlets. It will nurture and bolster within your work force, giving every employee a platform that will aid your organization in growth, creativity and productivity.
Index
Question:
What can I do to bridge the communication gap within my company?
How can I generate energy with my employees to feel part of our team?
What can I do ease the isolation of remote staff?
Program Mission
To provide a venue where in house and remote employees and affiliates can come together in a team environment. To foster camaraderie in a business setting while achieving the goals of management. The reality is that those who feel they are part of an organization that cares about them are more productive. Once remote employees learn that they need not work 18 hours a day to complete their assigned tasks, they will work in a more productive manner. With our turnkey internet/intranet programs, you can help your staff develop greater levels of enthusiasm and productivity.
Benefits of Our Program
Strong focus on the remote employee/staff
The interactive focus of our programs helps a company build strong teams that are not constrained by the physical boundaries of the company.
Tools for Growth
Imagine your customers visiting your web site and being able to instantly have their questions answered by a “live” person - without the necessity and expense of long distance phone calls.
We have developed a Live Chat Console Administrator Tool that allows for unlimited simultaneous chats initiated from your web page. With this tool, you can now offer employees and affiliates a simple and instant way to have two-way, real-time communications.
Advantages
Provide visitors with a "guided tour"; by using the link FAQ feature
Provide prospects or customers with instant answers
Enhance your customer service
Create a more professional and credible Web presence
Lessen support load by providing immediate answers to quick questions
Provide a more personal forum for employee support
A cgi-based application using JavaScript (accepted by almost all browsers) with no plug-ins needed to download. The simplicity of the script keeps the server load down, and the scripts running fast
The Live Chat Console Administrator shows all existing chat connections, and allows the Chat Administrator to respond to each visitor individually
Additional Features
Notes for chat administrators
Option of saving a chat session
Display of host / ISP address of guest
Display of cookie or exact page where visitor came from
Audio alert when a visitor is awaiting a response (and the option of turning it off)
Option to clear a guest session at any time
Option to ban a user from chat
Option to include a link in response
Chat administrator pull down menu
Clicking a link on a web page launches the client side. The Web page splits into 3 frames. The top frame is the original page, and the middle frame is there refreshing chat.
The user enters the chat area, types a message, and then hits the Enter key when finished. This action writes to the chat log file, and will be called by the middle frame.
By clicking the “Close Chat” link, a user can - at anytime -choose to close the chat session, and return to the main page. When a user closes a chat session, the moderator is notified in the moderator's window.
To have a copy of the chat session e-mailed to them, users simply need to enter their e-mail address in the chat-input box; Users are automatically notified of this if they click the envelope icon at any time during the session.
The Moderator Side (Administration Console)
This is the page that is shared by all the moderators using the program. Moderators use this page to communicate with employees and customers. This one page is the "communication gateway" to all the user sessions. So, for example, if five users activate the chat at once, each user sees only the response of the moderator. The administration console, however, shows all five chat sessions organized by an assigned guest number (1-100). The moderator selects which guest to respond to (using a pull down menu with all of the current chat sessions open), enters a response, and then clicks the "Respond" button.
Bulletin Boards
Bulletin boards are a fantastic tool for communication over the Internet. A bulletin board is an interactive web page that allows users to post messages and read messages posted by other users. Our Discussion Board System takes common bulletin boards a step further, and can turn any site into a global communication tool.
Our Discussion Board System uses a graphical user interface of the Web Site Manager to help you set up your boards.
Features Include
· Creation of unlimited forums
· Creation of unlimited boards
· Informative forum lists that use "cookies" to announce new posts
· Password-protected boards
· Option of creating hidden boards that do not appear on the forum lists
· Fully customized headers/footers as well as font and background colors/images
· Each board can have a separate moderator
· Automatic or manual archiving
· Moderator can be notified of all posts via e-mail
· Moderator has full IP/Host information of each post for blocking/banning purposes
· Instant password reminder sent to registered posters on demand
· Sort all messages by topic, topic starter or date of last post
· Easily navigate through topics one at a time
· Send posts via e-mail to any e-mail address
· Posters can be notified when their post is responded to
· Topics can be closed (no more responses) by the moderator
· The moderator can edit posts
· User profiles including photo (photo size limited by administrator)
How the Tools Work
· Users can choose to see topics from a certain date/time. When they choose this option, it automatically enables a “cookie,” and ensures that they will continue to see only those messages until they select "From Beginning" again.
· When viewing current topics, the search will only search through current topics. To search through archives users first select the option to show “archives”, and then “search.” This feature enhances the speed of the search.
· Once a post is made, the moderator can edit it by clicking on the edit icon.
· Only the moderator can close or re-open a thread by clicking on the lock icon.
· To send a response to anyone who posts an email, the moderator simply clicks on the Envelope icon in the post.
Keys to staffing your Virtual Community
Assigning staff to the following key positions within your virtual community will give you the backbone of the infrastructure you’ll need to go forward.
Director
· This position is responsible for creating and maintaining consistency, quality, and accuracy in all community content related programs.
· Handles all matters of policy and procedures. The liaison between the company and staff.
· Requires organizational and creative skills that can develop the network required of a truly interactive community.
· Requires a high degree of maturity and diplomacy.
Marketing Relations
· This position is responsible for developing and identifying opportunities with existing and potential partners.
· Instrumental in developing joint marketing strategies, designing “screening selection processes” for new alliances, and consulting on management issues.
Staff Coordinator
· Community support and record keeping, including the recruitment and training of Community associates.
· Responsible for providing management with a summary of program metrics on a weekly basis.
Content Supervisor
· Development and maintenance of program content.
· Ensures the accuracy and consistency of all program content available to associates
· Provides weekly status report on projects.
How to create a collaborative atmosphere
Interaction of ideas and communicating through a virtual workplace will bring association by establishing and implementing a program that brings together the right resources and team atmosphere, and encourages the constant exchange of ideas in a virtual workplace.
How to create feedback
All teams in a virtual community face challenges. We know, however, that each company is unique, and we offer solutions to help you with your particular challenges. We also encourage all companies to have a “feedback area” in their newsletter.
How to create collaboration within the company
Stay close to Company news and keep the lines of communication open with administrators and field offices. Offer online workshops with the intent of providing continuity and community.
How to create a dynamic interactive engaging site
"Communication" does it every time! Be creative! It’s Contagious!
How to project a warm space
The key to a comfort in a virtual setting is the warmth you portray within your community. Our program is a warm space created just for you (and by you).
How to create leaders within the programs
Networking associates bring results. The best ones will want to advance into more senior leadership positions. Virtual support will both motivate and “communitize” your workplace.
How to network communication among peers
Invite peers to take turns leading a discussion. This can capture interest and enhance association by delivering a variety of topics to the community.
Becoming a Team Player
Add this program to you list of daily activities, and watch it pay dividends for your entire staff
Newsletters
The use of a newsletter is an easy tool to implement in any community. It is an essential building block to a virtual society. It brings closeness, spirit, warmth and comfort to any organization. The more personal the format, the better it will be received, and the more likely it will be that members look forward to the next publication. Be sure to poll your community for additions to your content. Your format should be easily recognizable. Develop a theme that works well for reference.
Here is a short example:
Title: News and Views
Welcome comments:
Wordsmith: ebullient [adj. ih-BUL-yunt, ih-BOOL-yunt] someone who is ebullient is zestfully enthusiastic,
positively Bubbling over with joyful exuberance. A liquid can also be ebullient if it is bubbling and boiling.
Example" Jerry was ebullient for days after becoming a community leader".
Quotable: Enthusiasm is at the bottom of all progress. With it there is accomplishment. Without it there are
only alibis. - Henry Ford
You can add your own: One I heard recently: * the trouble with life is, that you're halfway through it before you realize that it’s a "do-it yourself" thing.
The Energizer: Information that you would like to share company wise.
Announcements: Bios, Meeting dates, promotions, etc.
Closures: Thanks: Just wanted to say thanks so much for all your ebullient enthusiasm.