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Between chats, emails, and phone calls Glenn could easily review past
conversations saved into Outlook's journal from anywhere. The presence
information in Outlook allowed him to better manage his time and to
complete tasks more efficiently. |
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Challenge: Streamline communication
Whether you work in a bustling city such as Boston, or are based at a remote outpost in the Aleutian Islands of Alaska, when working in a team environment, communication is an essential part of your job. Glenn Avery is no exception. As part of a team nick named the "Chain Gang" spread out in the Aleutian Islands, Glenn and his colleagues are responsible for operations in the area and communication is a vital tool.
Glenn receives anywhere between 20 to 50 phone calls a day, numerous emails, and a fair amount of instant messages everyday. He is responsible for coordinating the activities of 18 other team members everyday.
His challenge: he has too much going on and needs a way to simplify how he communicates. As with many people, Glenn frequently finds it difficult to manage his telephone, email, and Lotus Sametime instant messenger. He knew there had to be a better way.
Solution: Integrate Lotus Sametime with Microsoft Outlook
Glenn's organization uses Lotus Domino as their mail solution, and Lotus Sametime as their enterprise instant messaging platform. Glenn chose not to use Lotus Notes to access his email. Instead, he wanted a seamless interface that he could quickly and easily synchronize his PDA with his laptop. For Glenn, Microsoft Outlook proved to be a better fit.
After finding the plug-in that allowed Microsoft Outlook to access his Domino server he wondered if there was an add-on out there that could possibly incorporate Lotus Sametime into his e-mail. After a few internet queries Glenn discovered Instant TeamMessenger.
Instant TeamMessenger (ITM) integrates Lotus Sametime directly into Microsoft Outlook. ITM seamlessly combines the IM, presence, and instant meetings functionality of Sametime within Microsoft Outlook. For example, ITM displays presence information about all parties associated with e-mails. To assist with client side logging of IM conversations, ITM automatically stores all Sametime conversations directly to the Outlook journal.
"The best feature is the automatic journal. I use ITM probably 2 hours out of an 8 hour day, I receive anywhere form 20 to 50 phone calls a day and numerous e-mail. In my line of business it is fantastic to look back in your journal and refresh you memory when needed." - Glenn
Results
With the ability to access Instant TeamMessenger from his PDA, Glenn's job was instantly made easier. Between chats, emails, and phone calls Glenn could easily review past conversations saved into Outlook's journal from anywhere. The presence information in Outlook allowed him to better manage his time and to complete tasks more efficiently.
"I can now talk on the phone, ITM with a fellow employee(s), and have another ITM session waiting, asking for me to get off the phone (waiting their turn). It is my job to help coordinate the activities of about 18 other employees. Coordination can include travel arrangements for multiple persons to remote sites in the Bering Sea and the Alaskan Aleutian Island's. Overseeing maintenance of hundreds of different pieces of equipment and construction activities for about ten different islands in Alaska can be quite hectic but also very rewarding - ITM helps me stay on top of my game. Thanks."
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