Communication & Collaboration Tools
When organizing collaborative activities, especially online meetings with colleagues at various locations, choosing an appropriate technology will improve work efficiency and safety. Choose your collaboration software to fit the meeting type.
| Meeting Type | Recommended Software |
|---|---|
| Personal, adhoc, or instantaneous one-to-one communication and small group discussion. Suitable for colleagues who know the participants’ mobile number, SoftwareID (e.g., SkypeID), or email/EID. | Microsoft Teams |
| Pre-scheduled meeting with controlled participant list where “face-to-face” discussion is dominant, or annotation over shared document/screen is required. (For this type of meeting, meeting files could be shared via Microsoft SharePoint or email and the master copy is editable only by the limited number of participants.) | Zoom |
| Pre-scheduled meeting with all participants having access to shared or arranged set of documents for collaborative works (sharing, co-editing, co-reviewing, brain-storming ideas, etc.) | Microsoft Teams |
Document Storage and Sharing
An important part of collaborative office work is document sharing with yourself and others. Documents should be easily available but also secure. Protect files and devices using password or encryption as far as possible. Avoid using your USB drive, portable/home hard disk, or email for document storage and sharing. Instead, consider the following:
| Scenario | Type of Application | Recommended Software |
|---|---|---|
| Sharing documents (mostly) with yourself in multiple devices. E.g.: Enabling access to your work document on different computers (and possibly inviting others to access them as well) |
Share drive | OneDrive for Business Or Google Drive (using CityU's Google Workspace account) |
| Working on a document together with a managed group of people who are given full editing rights. | Collaboration tool |
Microsoft Teams |
| Controlled document sharing with a managed group of people. | Document management software | Microsoft SharePoint |
| Highly controlled or classified document sharing with pre-defined workflow. E.g.: Managing purchase requisitions Note: significant software set-up is required by Central IT — not an ad hoc solution |
Document/workflow management software | Laserfiche |
Call Forwarding (phone calls)
Although email and instant messaging are becoming our primary communication tools, telephone calls still dominate. If you need to forward your office telephone number to your mobile phone, please follow the instructions published at the CSC website. If you need remote forwarding assistance, please raise a request via https://service.cityu.edu.hk/. Due to reduced servicing staff, remote forwarding requests may take some time to complete. Alternatively, you may consider participating in the Soft Phone Pilot via the same link, which allows you to pick up and call out using office phone number via Microsoft Teams.
Remote Desktop
If you must have direct control of your CityU computer from your home location, you can do so via remote desktop. Remote desktop gives you almost full control over your office keyboard, mouse, screen, and documents. Such level of control is powerful, but also risky and should not normally be undertaken. If you intend to use a remote desktop, be aware of the following:
- Microsoft Remote Desktop is the only recommended remote desktop application. Other software applications may be disallowed due to security consideration. Requests for remote desktop use must be made via your Head of Department or via CSC Work Request with Head’s endorsement.
- Once the setup is completed, you can start configuring your devices for remote desktop usage.
- Use of a remote desktop requires multi-factor authentication. Instructions are available at the CSC website.
The University has other IT Services and Resources which may help you carry out daily work. Please refer to the Services and Facilities page for more information. If you require any assistance, please contact the IT Service Desk at 3442-8340 (also clickable on your desktop phone), via email to IT.ServiceDesk@cityu.edu.hk or through message to Microsoft Teams.