Collaboration Software
(July, 2008)
Collaboration is an oft-used word in today’s connected society. Simply defined, ‘collaboration’ means working together and cooperating on a common project. Personal computers are a great tool for working in a collaboratively. Unfortunately, these complex tools themselves are often cause for seeking collaborative help.
Say you’ve run into a PC problem you can’t fix. You think about that whiz-kid grandson out in Seattle who eats gigabytes and megahertz for breakfast. Wouldn’t it be great if you could just sit him down in front of your PC for half an hour to figure out what is going on? You could tell him the problem you are having, and he could see first hand what you are talking about. The two of you could collaborate on solving your problem.
The good news is that there are a lot of software programs out there designed to allow you to do just that, and in many cases these programs are available free of charge. With the two of you each running these VNC (‘virtual network computing’) programs, your grandson can actually take control of your PC from anywhere in the world, and use his keyboard and mouse to move about your PC just as though he were sitting there. By doing so, the remote ‘expert’ can diagnose a problem, show you how to perform a task, or collaborate with you on completing a project (for example, a PowerPoint presentation). And you can work in a secure environment, transmitting data over the internet in an encrypted form so only the two of you can see the data or desktop.
Although we may not hear much about them, there are many such programs available for free download and use. The list includes, but is not limited to: CrossLoop, Team Viewer, Tight VNC, LogMeIn, UltraVNC, Real VNC, and iRemote PC. I recently took a hands-on test of the first two programs in that list, CrossLoop and Team Viewer.
In each case, both parties (you and your grandson) download the software and install it. (Actually, Team Viewer can be run directly from its executable, and need not be installed.) One person serves as ‘host’. This is the PC that will give up its reins to the second party. The other person is the ‘client’ who will assume control of the host PC. Both parties start up the collaboration software.
In the case of CrossLoop, the program generates a 12 digit access code which is part of the encryption process. The host signs on and notifies the other person, either by phone, email, or instant message, or perhaps even by online Skype session, that they are awaiting connection, and they provide the other person with the access code. The remote party signs in and enters the access code. The access code changes with each session for greater security. In a matter of moments, the remote party sees the host’s desktop on their PC, and can navigate the host PC as though they were sitting in front of it. Let’s assume the two parties are voice connected by phone. The remote party can describe exactly what they are doing and why. This can be a great way for the second person to show the host how to perform a task. Meanwhile the host does not lose control of their PC. In this way the two can work on a document together. Maybe they have a great idea for a movie script. The remote party can write the lines for Tom Hanks, and the host can type the lines for Meg Ryan. And in case Nora Ephron tells both of you to get lost, either party can terminate the session at any time.
Team Viewer operates pretty much just like CrossLoop. Instead of a 12-digit access code it uses a four digit password. It provides an easy way for the two parties to ‘change seats’, that is, for the second party to become the host and the original host to become the ‘remote client’.
System requirements for these programs are quite modest. CrossLoop, for example, requires Windows 98 or above, a Pentium 500 Mhz processor or faster, 128MB of RAM or more, at least 2MB of hard drive space, and a broadband connection (cable or DSL). Some programs can also work cross-platform, that is, Windows to Linux.
These programs work through firewalls and routers, making it easy to connect two computers on different networks. I tested each program using one PC running Windows XP and another running Windows Vista. Each system’s firewall popped up a message asking if I wanted to allow access to the program, which I did. Once I clicked the ‘allow’ button, everything connected smoothly with no hassles.
Team Viewer offers a helpful tour of their product which you can access at their website at www.teamviewer.com. The CrossLoop website is not nearly as helpful. In fact, I would point you to either of two other links, both on the Tech Republic website. A very thorough slide show of the product and process can be seen here:
http://articles.techrepublic.com.com/5100-10878_11-6165645.html
Bill Detwiler on IT Dojo offers a helpful video view of the product here:
http://blogs.techrepublic.com.com/itdojo/?p=136&tag=nl.e138
Don’t be scared away by the amazing technology these programs offer. They are really easy to use, and may prove to be a real life line to help you solve a problem by getting hands-on help.