Using Skype in the Work Place

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Table of Contents

Introduction
Skype technology
Discussion
Challenges of Skype
Communication equipment
Benefits of Skype
Future expectations
Report evaluation
Conclusion and recommendations
References

Introduction

With advancement in technology, contemporary communication has gained a new dimension. One of the ways in which this communication has been influenced is through the introduction of Skype, which is commonly used in businesses, workplaces and even in learning institutions (Rosen 2009).

This report discusses the use of Skype and its impact at workplace, when used by either the management, employees or everybody in business to connect with the outside world. Among other things, the report gives definition of Skype and how it is used in business as a telecommunication tool. Moreover, it covers the disadvantages and disadvantages of Skype at workplace together with its future in the business world.

Skype technology

Skype is a type of telecommunication technology that allows voice and video communication in the world with an estimate of over three million registered users today. Video calling is a way of communication that allows people to talk to each other while viewing live video of both parties (Woodall 2011).

Unlike traditional communication, which heavily relied on a system of transmission cables, Skype uses the internet to connect people around the world as long as they have access to the internet.

Its VoIP software makes it unique and outstanding among all voice communication services offered by different service providers around the world. It has in-built application software though most people believe that it is in the category of common software, thus missing its important functions (Vaughan-Nichols 2011).

With its adoption in businesses and different workplaces, it is doubtless that a host of communication barriers have been eliminated. In traditional communication, people were more cautious about time spent on call. This has changed with most Skype users spending a lot of time on calls than before (Gurlé 2011). Skype calls made between PC connections attract no charge apart from the normal monthly internet bill.

This has been the main “pull” factor as registered users are able to significantly reduce their monthly communications cost (Abdulezer, Abdulezer & Dammond 2007, p. 234).

Notably, this communication is not limited to any part of the world as long as those who intent to communicate have a personal computer that has internet connection. Based on the availability of webcams, Skype also allows video calls, which gives it a “reality-touch” since users are able see each other regardless of the distance between them (Kreibich & Jahnke 2010, p. 97).

Discussion

Voice communication using Skype is no longer a new idea at workplace. Several company managers use this technology to pass messages to colleagues, employees or even customers (‘Conferencing Device Brings Skype to Living Rooms’ 2012).

In the same manner, they receive voice calls on their personal computers from different people as long as they are related as friends through Skype. Even as the world continues to enjoy voice communication through the internet, many people including business managers and employees are concerned with challenges that are associated with this technology (Johnson 2006).

Challenges of Skype

Like other communication methods and technologies, Skype presents an array of challenges to users especially at workplace. What are some of these challenges? As mentioned above, voice and video communication through Skype requires having the right equipment and internet connection (Saporito 2011).

Additionally, Skype communication may expose a company to some online security threats by bypassing corporate firewalls (Jahankhani, Watson & Me 2010, p. 113). Other challenges include but not limited to poor voice quality, charges on some communication services, slowing of computers when the program is running and inability to access customer care services promptly (Poupard 2009).

Communication equipment

Unlike emailing or landline calls, voice and video communication using Skype requires one to have a computer with average specifications for the program to run with minimum interruptions (Schieltz 2011). Besides this, Skype users need webcams and microphones especially when using desktops, which do not have inbuilt features.

Additionally, a stable internet connection is very important since the entire communication depends on online connectivity. All these requirements are not free; they are costly. Companies and organizations, which adopt this mode of communication, incur expenses that can be avoided if other means of communication are given preference (Glauser 2011). In the same line of thought, computers highly depend on power supply.

This is a major challenge especially when communication is needed in the absence of power or when the PC is off. Aside from these equipment, Skype-enabled phones are costly since most manufactured phones do not support this services.

It would therefore be expensive for companies to acquire such sophisticated phones (Vaughan-Nichols 2011). To address this, Skype should consider adopting more affordable and effective equipment to attract more people.

Another challenge of using this mode of communication is the risk involved. By the fact that Skype allows users to develop their profiles, including names, emails and phone numbers, it poses a serious security threat (Winzenburg 2012). The risk of internet hackers and bullies cannot be ignored in the context of online communication.

Coupled with videos and images of the user, it is possible to track a person either physically or electronically with malicious intentions (Stadler 2009, p. 44). This is also possible because Skype bypasses some internet protocols while in use, exposing its customers to cyber threats. With regard to video calling, it is possible to expose excess information than expected (Fitchard & Reedy 2010).

In other words, this kind of calling may expose the organization of the workplace, which may include surrounding people, gadgets and available writings. As a result, a client or customer may have a negative feeling about the company or organization based on the background video of the call (Harwood, Goncalves & Pemble 2010, p. 320).

In cases where the surrounding has other people such as arguing employees, it would be possible for the person on the other end to capture the events at a given workplace without the conscience of the other person. It therefore suffices to mention that video calling has an array of challenges (Evers 2007).

Benefits of Skype

The most attractive aspect of Skype is its low cost on services. For instance all its voice and video calls are free of charge as long as the call is from PC to PC (Skype 2012). Additionally, calling landlines and mobile phone numbers is quite affordable. This implies that a company can significantly cut down the cost of paying monthly telephone bills if this technology is adopted effectively (Sheppard 2006, p. 33).

Another advantage of using Skype at workplace is that it allows access and use of audio and video aspects of communication. In other words, a manager can call a departmental head to have an idea of how the business is running at any given moment. Similarly, employees can call each other and experience different working environments through video calls (McIlwain 2011).

With the coming of this technology, it is possible to link different people at the same time and discuss an issue that would have required a notice for physical meeting (Advantages of Skype n.d). This therefore saves time as managers can engage in other productive activities instead of attending boardroom meetings.

Despite the fact that Skype faces threats concerning internet vulnerabilities, it remains a safe mode of communication through the internet. It uses credible digital certificates and proper encryption, which guarantees communication safety of its users (Sheppard 2006, p. 33).

Moreover, Skype allows users to customize their settings that determine their privacy. This feature allows one to filter his callers at any given time. It therefore means that Skype can be used among managers or a given group of employees (Blue Coat Systems 2007).

Future expectations

It is true that technology exits in a continuous and evolutionary state. This means that several changes are expected with regard to the use of Skype in voice communication. These changes are likely to address its pitfalls including, internet security threats and connectivity.

In addition, more companies are likely to adopt this method, especially after existing challenges are minimized. By 2020, Skype will probably be different especially after Microsoft’s acquisition. Windows 7 phones may incorporate more of this technology (Brodkin 2012).

Report evaluation

This report is quite significant in addressing issues surrounding the use of Skype as a method of communication at workplace. Its findings are based on current trends and events in various workplaces around the world. The findings of this report are important to businessmen who use Skype or those planning to adopt this method of communication.

Conclusion and recommendations

The use of Skype in the workplace remains a debatable issue around the world. With millions of people registering, there is concern over its challenges and benefits in organizations, institutions and other workplaces (Joisten 2007).

Despite the fact that it has a host of advantages, Skype equally presents an array of challenges. It is paramount for interested organizations to weigh the two sides of this technology before adopting it as a method of communication.

References

Abdulezer, L., Abdulezer, S. & Dammond, H. 2007, Skype for Dummies, John Wiley & Sons, New Jersey.

Advantages of Skype. Web.

Blue Coat Systems 2007, Best Practices for Controlling Skype within the Enterprise. Web.

Brodkin, J. 2012, Skype’s future under Microsoft: integration everywhere. Web.

‘Conferencing Device Brings Skype to Living Rooms’ 2012, PC World, vol. 30 no. 3, pp. 48.

Evers, J. 2007, Skype to partner for security in the workplace. Web.

Fitchard, K. & Reedy, S. 2010, ‘Operators Embrace Skype, But At Arm’s Length’, Connected Planet, pp. 16-19.

Glauser, W. 2011, ‘The Skype solution’, CMAJ: Canadian Medical Association Journal, vol. 183 no. 12, pp. 798.

Gurlé, D. 2011, An Exciting Keynote for Skype at Enterprise Connect and News with Citrix. Web.

Harwood, M., Goncalves, M. & Pemble, M. 2010, Security Strategies in Web Applications and Social Networking, Jones & Bartlett Publishers, Massachusetts.

Jahankhani, H., Watson, D. & Me, G. 2010, Handbook of Electronic Security and Digital Forensics, Singapore.

Johnson, S. 2006, ‘Skype and Hype’, Discover, vol. 27 no. 5, pp. 25-27.

Joisten, M. 2007, Renegotiating Interaction Routines: Adoption of Skype in the Workplace. Web.

Kreibich, C. & Jahnke, M. 2010, Detection of Intrusions and Malware, and Vulnerability Assessment: 7th International Conference, DIMVA 2010, Bonn, Germany, July 8-9, 2010, Proceedings, Springer, New York, NY.

McIlwain, A. 2011, The Advantages of Skype in Business Communications. Web.

Poupard, V. 2009, Reasons Why Companies Should Cancel the Use of Skype in the Workplace. Web.

Rosen, J. 2009, ‘To Skype or Not to Skype?’, Publishers Weekly, vol. 256 no. 50, pp. 22-23.

Saporito, B. 2011, ‘Skype’, Time, vol. 177 no. 21, pp. 21.

Schieltz, M. 2011, Disadvantages of Using Skype. Web.

Sheppard, A. 2006, Skype hacks, O’Reilly Media, Inc., California.

Skype 2012. Web.

Stadler, J. 2009, An Investigation Into Skype Technologies S.A., GRIN Verlag, Munich.

Vaughan-Nichols, S. 2011, How Skype does, and doesn’t, work. Web.

Winzenburg, S. 2012, ‘How Skype Is Changing the Interview Process’, Chronicle Of Higher Education, vol. 58 no. 18, pp. 9-10.

Woodall, M. 2011, The New Living Workplace. Web.

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