Toshiba and OneNote for greater productivity and added business value

Transcription

1 Feature article, mobile lifestyle working : Toshiba and OneNote for greater productivity and added business value

2 Today s hectic and increasingly mobile world DEMANDS THAT WE have real-time access to information. Even a short delay while searching for an important note can come at a significant cost to business and individuals alike. Moreover, easy access to notes, information and to-do s is necessary for effective decision-making and efficient collaborative working. To meet these needs, Toshiba notebooks with Microsoft OneNote 2003 provide users with a single place for capturing, organising, reusing and sharing information. This provides information on how Toshiba notebooks with Microsoft office OneNote 2003 can enhanced productivity and deliver added value to any business. table of contents 01. more efficient with Toshiba and OneNote 02. How toshiba and onenote add value: Scenarios and solutions a) scenario one: the information worker b) scenario two: teamwork made easy c) scenario three: working in the virtual world 03. Summary of features and benefits 04. conclusion

3 More efficient mobile working with toshiba and OneNote In recent years, mobile computing has transformed the way that we work. Increasingly, we have access to multiple sources and formats of data, which we access through wired, wireless and dial-up connections. Capturing, organising, reusing and sharing real-time data are tasks that we do all the time. Toshiba and OneNote together bring greater efficiency to this experience. They do so in four ways: enabling the easy capture, organisation, reuse and sharing of information. 1. Capture information Information comes to us in many source and formats. During meetings, conversations, phone calls, and discussions we need to take down accurate and comprehensive notes. We then need to absorb and analyse this data. OneNote makes it easy to pull together various formats and sources of information, including typed notes, digital ink, audio recordings, video, web page excerpts, and more into a single repository. The ability to place all captured information anywhere on the page means that capturing notes is a spontaneous, intuitive activity. 2. Organise information and get organised Once we have captured required information, we need to decide on what information is worth keeping, what notes may be discarded, and which followed up on. In order to do so, all notes need to be found and information deciphered and retrieved from them; this task oftentimes requires retyping or transcribing handwritten or recorded information. As OneNote enables information workers to store all their notes included handwritten text and audio recording clips together in one place, notes can be quickly organised even while being captured. Thus, information workers can significantly decrease the time spent on the tedious task of searching for notes and relevant information. Instead, they can focus on essential work aspects. Reuse Capture 3. Reuse information The information stored in notes often presents the foundation for a company s intellectual capital. If such information is lost or is to too difficult to decipher, then valuable intellectual capital is forfeited. Notes stored in OneNote are easily published or presented as they can be quickly gathered together to form Share Organise the foundation for documents, presentations and proposals. Innovative search tools in OneNote allow information workers to easily access older notes from previous meetings, phone calls, or customer conversations. Microsoft research indicates that organisations who adopted OneNote have been able to reduce document revision time by 50%, improve document turnaround time by 15%, and improve operational efficiency by 30%.

4 4. Share the OneNote experience Thanks to OneNote s note-sharing capabilities, collaboration can become much more effective. OneNote users can save notes in HTML format as a Web page and store them on a file share, a Web server or a SharePoint site. Other users can then easily view the shared notes by using a Web browser or opening and editing them in Microsoft Word. Furthermore, the Shared Session feature of One- Note enables workers to create or join a peer-to-peer network session in which multiple users can interact on shared OneNote pages. Following a meeting, the consolidated notes in OneNote can be easily shared with all stakeholders using or the Web. OneNote enables information workers to keep effective notes of meetings and store this information in a single place with all other relevant documents, reducing the need for follow-up meetings, phone calls, and discussions. Surveys show that meeting times can be reduced by 50% thanks to effective note keeping in OneNote. How Toshiba and OneNote provide business value scenarios and solutions The success of a business today depends largely on individual productivity as well as overall collaborative productivity. Particularly as individuals in various geographies must coordinate their activities and information sharing to see a project through to completion, the ability to collaborate efficiently online is paramount. Here are three scenarios where Toshiba and OneNote demonstrate the added value they can contribute to today s increasingly world. SCENARIO ONE: The information worker Today s information workers face a multitude of tasks to perform each day. Most of these tasks, whether phone calls, meetings, interviews, or simply jotting down ideas, require the keeping of some sort of record for personal or professional use. However, during our fast-paced work days, we tend to scribble down our notes and ideas on leaflets, sticky notes or loose papers. Such information sources are often difficult to locate later on and, even when found, tend to lack any logical coherence. As most of us have experienced firsthand, searching for and deciphering of needed information can be a source of significant frustration. Information workers are bombarded with information in many formats and from many sources. For example, imagine you are participating in a virtual management meeting and you are asked to provide an account of a call with a sales associate. You have just gotten off the phone with that associate and you know that you have jotted down the main data she provided. However, while everyone on the call is waiting for your answer, you cannot find the required information amongst the numerous pieces of paper cluttering up your desk. Aggravated, you finally find the needed notes only to realise that you simply cannot decipher your own hastily scribbled

5 down notes. Sounds familiar? You are certainly not alone; in fact, a study performed by Microsoft shows that 23% of information workers cannot find required information after taking notes. Furthermore, IDC research indicates that workers spend anywhere from 15 to 30% of their time looking for information required to perform their jobs. TOSHIBA AND ONENOTE Solution These research findings should be alarming to any large organization. However, this information also suggests that productivity could be significantly increased if highly qualified workers were equipped with more efficient means of taking and organizing notes. The good news: Toshiba notebooks with OneNote enable greater efficiency by enabling information workers to capture all of their information in multiple formats in one place, where it is automatically stored and easily found. Toshiba noteboooks with OneNote make it easy to capture ideas while on the move. Notes can be typed, handwritten, or recorded into a single repository, eliminating lengthy and frustrating search times. During a hectic work day, information workers equipped with a Toshiba mobile computer or Tablet PC notebook do not need to concern themselves with locating information. All their data can be easily captured and quickly accessed while on the road, in the office, or at home. Moreover, mobility means that information can be added or updated throughout the day using wired, wireless, dial-up, or WWAN connectivity. Scenario TWO: Teamwork made easy A significant aspect of collaborative working involves generating intellectual capital that can be reused to create added and lasting value for the company. However, as professionals are inundated with a wide variety of data sources such as diagrams, s, handwritten notes, typed documents, Web clippings, and video and audio recordings, it is at best tricky to gather all data into one location. Furthermore, when notes are written down by hand or disorganiszed, it is difficult to communicate them with others. For example, you are in a team meeting and would like to share your handwritten feedback on a document with a team member. To ensure that the team member has a record of the feedback, you go to photocopy your notes. The team member cannot decipher your handwriting and needs to reschedule another meeting to once again go over your feedback, resulting in lost productivity time for both of you. This time, you type up your notes to ensure clarity, which takes up more time. 5

6 Effective teamwork depends on being able to easily share information and to-do lists. After sending your electronic notes to the team member, he creates a final version of the document you have been working on and sends it to all stakeholders. You then realise that the document is missing some data because you have forgotten to attach a relevant document to your notes. You shrug this off because the data is not crucial. However, the failure to share this information results in a loss of intellectual capital to the company. Toshiba and OneNote Solution To prevent the loss of intellectual capital resulting from lost or disorganised notes, Toshiba notebooks with OneNote enable information workers to capture in a single place all of their notes and documents including Office documents, Web clippings, handwritten text, audio and video recordings, and graphics and diagrams. Stored together, your notes then set an easy foundation for creating documents and presentation to share with others using or the Web. To help you organise all your data, OneNote supports the creation of project and task folders as well as To Do lists. This functionality enables you to set up a task list and create folders for each task and project, ensuring that your day is organised and responsibilities are seamlessly assigned. Notes and information in OneNote can be easily shared with others via or other Microsoft appliations, including Word. In addition, full integration with Outlook allows you to select a task, then instantly create appointments and contacts with a click of the button. To-do lists make it easy to get organised. The loss of intellectual capital may also result from data deletion or corruption and hardware damage or theft. To provide data protection at all times, OneNote provides automated backups in case of accidental data changes or deletions, whereas Toshiba EasyGuard allows users on the go to select the RAID 1 option for data mirroring, which creates a hard drive backup for extra security. Whether in the event of theft or data loss, notes can be restored from the mirrored disk. In addition to RAID, data stored on a notebook is protected by other Toshiba Easy- Guard features such as HDD protection and Shock Protection Design.

7 Scenario Three: Working in the virtual world As organisations are becoming more and more geographically dispersed, virtual meetings are on the rise and working with peers who are in different geographic locations has become the daily norm for many information workers. Keeping good records of such virtual meetings is crucial to productivity since time differences and different physical locations often make it difficult to schedule a quick follow up meeting or phone call to clarify an issue. This, in turn, may delay decision making or, in some scenarios, even result in the loss of a sales opportunity. It is also often imperative to immediately share recorded notes with stakeholders following a meeting or a client discussion. Especially for individuals on the go, seamless connectivity is of vital importance in such cases. If information workers do not have real-time access to the most updated information, productivity and effective decision-making can suffer. Access to real-time data is essential in today s fast-paced working world. Imagine an account executive who has just finished an on-site presentation for a customer located in Australia. The customer is satisfied with the presentation, but needs more information on the current positioning of the company itself. The account executive sets up a virtual meeting with all stakeholders, most of whom are located at the headquarters in the U.K., and provides a detailed account of the customer meeting and the resultant request. The answer needs to be ready by the next morning. The stakeholders take handwritten notes of the request and promise to have an answer ready. However, as the account executive opens up the ed document the next morning, he finds that some answers are incomplete and some missing. He cannot contact most of the stakeholders because of the time difference and he has to send the incomplete document to the customer. Toshiba and OneNote Solution In today s global economy, the inability to share and access real-time information can have a disastrous outcome and result in many forfeited opportunities. Toshiba notebooks with OneNote make it easy for individuals to effectively network and access shared information or notes for review and reuse. OneNote users can save notes in HTML format as a Web page and store them on a file share, a Web server or a SharePoint site. Other users can then easily view the shared notes using a Web browser or opening and editing them in Word. Such varied support for information sharing ensures that all stakeholders have easy access to the most updated information at all times, and in real time. The Shared Session feature of OneNote enables workers to create or join a peerto-peer network session in which multiple users can interact on shared OneNote pages. The account executive calling into a virtual meeting can use his Toshiba notebook with ConfigFree software for easy connectivity to join the shared ses-

8 sion in OneNote and provide all stakeholders with the required information. Using Microsoft Windows SharePoint Services, he can also place the folder containing the detailed notes he took during the customer presentation on a SharePoint Services site for all team members with access permissions to view, ensuring that his request is fully conveyed. OneNote documents can be shared for more effective virtual teamwork. To ensure data security while on the go, OneNote offers different layers of security protection, which include securing all notes with password protection or only selected sections. Furthermore, Toshiba EasyGuard features such as the Trusted Platform Module (TPM), Executable Disable Bit (XD-Bit) and the Fingerprint Reader, protect the data on your computer at all times in case of theft or unauthorised access.

9 summary of Features and Benefits feature Store, reuse, and share notes in OneNote Benefit Decrease the time needed to organise notes and searching for information by 50% Record notes from meetings in OneNote Reduce meeting times by 50% Share your notes using or the Web by converting notes to HTML format Compatibility with Microsoft Share- Point Services Toshiba ConfigFree Reduce document revision time by 50%; improve document turnaround time by 15%; and improve operational efficiency by 30% A OneNote folder or document can be placed on a SharePoint Services site so all authorised users can access and share up-to-date information in real time Seamless connectivity at all times Toshiba EasyGuard features:raid, TPM, VACF, XD-Bit and Anti-virus You data is protected from virus attacks, hardware damage, unauthorized access and loss or theft conclusion In the digital age, we can no longer rely on paper as efficient means of note-taking. OneNote provides users with an intelligent alternative to traditional notekeeping by allowing all notes to be easily captured, organised, reused and shared to and from a single location. The additional features of Toshiba notebooks enable seamless connectivity and data protection at all times, ensuring that users have real-time access to relevant information whenever and wherever needed. In short, Toshiba notebooks equipped with Microsoft OneNote 2003 can increase professional and personal productivity Toshiba Europe GmbH. While Toshiba has made every effort at the time of publication to ensure the accuracy of the information provided herein, product specifications, configurations, prices, system/component/options availability are all subject to change without notice. For the most up-to-date product information about your computer, or to stay current with the various computer software or hardware options, visit Toshiba s Web site at