“Could you please organize a conference call tomorrow morning to discuss this?”
This one statement perhaps exemplifies today’s office better than any other description. Welcome to the world of the remote office!
One of the most significant and visible results of the revolution in communication technology in the past two decades is the concept of people at all levels in any organization working from home or out of any office location of their choice – fondly referred to as ‘the virtual office’ in corporate jargon. This, in turn, has resulted in the proliferation of the ubiquitous conference call (companies who identified the need for this early and invested in the business of connecting people are laughing their way to the bank!). Let us get inside such a call and enjoy the fun.
The COO of Company-X, a consumer products company, is informed by his executive assistant, Jane, that monthly reports from various departmental heads are not arriving in time. In the erstwhile world of simple organizations, the COO would have walked across the floor to his direct subordinates’ offices and told them to be prompt in the future – or sent out a one-paragraph, paper memo to the relevant executives. But, this is the connected world where there is no place for simplicity and therefore the COO asks Jane to organize, yes you guessed it right, a conference call.
Thus starts a 2-day process of ‘synchronizing’ calendars while Jane jumps through multiple hoops and systems to scan through the calendars and schedules of people – including calling the secretaries of several executives who either don’t maintain or share their calendars. After much effort and nail-biting tension, Jane strikes gold! There is a precious slot of 30 minutes 3 weeks from today when all the concerned people have no engagements, I mean, other conference calls! Of course, being a ‘virtual’ company, the time slots extend anywhere from 4 AM to midnight in their respective time zones but the executives are anyway expected to be time-agnostic.
If by now you are heaving a sigh of relief and saying ‘mission accomplished’ to yourself, you obviously have no clue as to how these things work. Over the next three weeks, there is a flurry of phone calls, emails and other modes of communication between various parties trying to rearrange the time for the call to accommodate more pressing emergencies such as, yes you guessed right this time, attending calls on more important issues such as rearranging office furniture and finalizing the cafeteria menu. Finally a compromise is arrived at by moving the start time of the call by 2 minutes and some executives agreeing to the supreme sacrifice of excusing themselves 3 minutes early from their previous calls. In the meanwhile Jane, the COO’s assistant, of course, has had no time to attend to mundane matters such as getting her boss to sign customer contracts.
It is D-day and D-time minus 10 minutes. Jane has initiated the call and is desperately trying to have the COO get off the previous call. She is petrified that if for any reason this call should get canceled by the COO, she would have gone back to square-1, like going down the largest snake in a game of snakes & ladders. She is lucky and the COO gets on to the call just one minute late.
The call then proceeds as follows:
COO: Good morning everyone …….
Exec-1: ….sorry folks, I am at the airport boarding my flight; I will put myself on mute now.
COO: That is OK – safe travels. How are the others doing?
(….detailed descriptions of various school games and charity events……)
15 minutes later……
COO: OK, let us get down to business. Why are the monthly reports not coming in on time?
Exec-2: I always email it one day ahead of the deadline.
Exec-3: So do I.
Exec-4: What is the deadline? I thought it was the fifth of the month. I always email it on the 4th evening.
(……. more chatter and explanation of when the report is sent by various other executives….)
Exec-10: Isn’t the information in the monthly report the same as the contents of the flash report that is sent at the end of the last week of the month?
(…..murmurs and shuffling of papers….)
Exec-1: Sorry I need to drop off now, as the flight is ready to take off. I will catch up later. Bye.
COO: We are almost out of time and I know that many of you have other calls to get on to. Let me ask Jane to organize a conference call to review the flash report. Thank you all.
Thus concludes another chapter in the endless book of communication that defines the world of remote offices!