Virtual Working depends on Mature Technology

Mature technology “just works” without users needing a second though and this is essential for the Virtual Workplace, otherwise the users are burdened with learning how to use it and sorting out the details.

Fixed line telephones are a good example, where the business culture of the providers ensures near total reliability.  Another example is steel hammers.  The technology evolved a long time ago and the carpenter must merely use the tool.

An example of technology which is useful for virtual working but not standardised is Net Meetings and VoIP (voice over Internet protocol).  Yes, most of the technology works but the lack of standardisation and the availability in many configurations makes it necessary for users to devote extra time and effort to familiarisation. Standardisation contributes to technology maturity as this reduces the amount users have to learn.

On the other hand, market fragmentation and technology diversity generates a need for different versions of user manuals, training courses and so on.  An example of this is the windows interface of our computer.  The broad standardisation of interface facilitates the usage, although there is some fragmentation, eg Microsoft vs. Apple operating systems and user interfaces.

Data backup technology is an essential technology in the virtual workplace,  but is not standardised.  In addition, data backups may be made regularly (e.g. daily) but restoring data is much less frequent.  There is a tendency not to test the restore process thoroughly because it does not seem to have an immediate payback.  The result is that the process checking and familiarisation are not carried out until a data loss occurs. Virtual workers cannot afford for the backups not to work, particularly in inter-company teams.  In-company teams should be able to rely on internal solutions.

Data Backup Applications need familiar interfaces

One solution to the data backup issue for inter-company virtual teams is to select technology for which:

• the user interface is intuitive, because it is similar (or identical) to widely used environments (eg Windows).
• the use is automated.
• data retrieval does not require new skills or know how.

Two applications meet these requirements and are ideal for the “road warriors”, doing their business wherever they are: hoteling as it is called:

• Bonkey
• Wuala.

Both of these solutions set up a location for the backup data.  The user then selects a folder to be backed up from the explorer window and sets the back up parameters, such as frequency.  Once the data has been backed up and the process is running, the user can relax, knowing that all data is automatically copied to the backup. Here’s a tip: set the system up when you do not need your computer, as the first backup can require a lot of data transfer and reduce performance.

The main difference between these two applications from a user viewpoint is that Bonkey uses any location for the backup (eg a hard disk), while Wuala uses storage accessed over the Internet.  This appears as a disk drive which can be viewed with the explorer window, and so is fully intuitive.  This is ideal for teams whose members are constantly on the move, as users can be given access to shared areas.

Wuala is also interesting technically, as it trades unused disk space of subscribers against online storage space.  This makes it possible to spread the physical location of the stored data around several machines.  This, together with the encryption, makes this solution particular interesting where confidentiality is essential. Event the provider does not keep a copy of the encryption key.

The Good News

Setting up and using these applications is very simple and can reduce dramatically the risk of data loss for virtual working.  A big reduction in risk for moderate effort is not always as easy as this to implement!