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Introduction To

Introduction To. Groupware. Objectives . What is Groupware Why organizations use Groupware Categories of Groupware Barriers to Groupware Getting Groupware to work in your organization. Three common definitions of Groupware.

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Introduction To

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  1. Introduction To Groupware Jason Deines Boise State University October 2002

  2. Objectives • What is Groupware • Why organizations use Groupware • Categories of Groupware • Barriers to Groupware • Getting Groupware to work in your organization

  3. Three common definitions of Groupware • “An intentional group process plus software to support it.” Peter and Trudy Johnson-Lenz, 1978. • “A co-evolving human tool.” Doug Englebart, 1988. • “Computer-mediated collaboration that increases the productivity or functionality of person-to-person processes.” David Coleman, 1992.

  4. Why organizations are using Groupware • Quality improvement • Better cost control • Increased productivity • Better customer service • Support for TQM • Allows for fewer meetings • Automating routine processes • Provide new services

  5. Why organizations are using Groupware continued... • There are technological infrastructures available to support Groupware • Decreasing cost for purchasing the hardware and software • Downsizing is increasing the need for greater productivity • Well known companies are offering Groupware

  6. Why organizations are using Groupware continued... • Increased competition • Increased complexity in products and business procedures

  7. Five basic categories for Groupware product • Email/messaging • Group calendaring and scheduling • Conferencing products • Workflow tools • Group document handling

  8. Email/messaging • The difference between email and messaging • email is an application used to read and create electronic mail messages • messaging is the electronic infrastructure upon which email resides. Messaging consists of two components: • the user (front end) • messaging services (back end)

  9. Examples of email/messaging products available • cc:Mail {Lotus Development} • Microsoft Mail/Exchange • Intelligent Mail {Banyan} • MHS {Novell} • Time and Place/2 {IBM}

  10. Group calendaring and scheduling • Helps organizations track and manage schedules of individuals within an organization • Assists in communication • Saves time • Lowers costs • Schedule across multiple time zones

  11. Real World Example • Scheduling scenario • CE Software, Inc. • Marketing department The scheduling scenario: An emergency meeting was called, concerning cutting costs. The meeting needed to be held by the end of the day on Friday. The four managers needed for the meeting were spread out doing other projects at different locations. Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  12. Real World Example Continued... • The biggest problem • getting the managers together for an hour by the end of Friday Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  13. Real World Example Continued... • Without group calendaring and scheduling • call the managers on the phone • leave messages • discovering the managers won’t be back for some time • email managers and wait for a response • frustration builds due to not being able to get a hold of the four managers Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  14. Real World Example Continued... • With group calendaring and scheduling • open up the scheduling application • select the managers needed for the meeting • do a “free time search” • schedule the meeting • leave a brief message describing the purpose of the meeting Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  15. Conferencing/EMS (Electronic Meeting System) • Brings people together over large distances • Saves time • Lowers travel expenses • Increase productivity • Assists in increased involvement of employees

  16. Conferencing/EMS continued... • What is EMS? • EMS is typically a network of personal computers. One for each person involved in the meeting. • Collection of computer based tools. • Brainstorming tool • idea organizer • voting tools • focus group discussion tools

  17. Examples of conferencing products available • ShowMe 2.0 {Sun Solutions} • Lotus Notes {Lotus Development} • Oracle Office {Oracle Systems} • Team Talk {Trax Softworks} • The Meeting Room {Eden Systems}

  18. Workflow • Workflow is the automation and management of business processes. • Workflow consists of: • Tasks-collection of activities • People • Tools-business applications • Data

  19. Examples of workflow products available • Workflow Analyst {ATI} • Flowmark {IBM} • JetForm {JetForm Corp.} • Staffware for Windows {Staffware} • Formflow {Delrina Inc.}

  20. Group document handling • With the use of document management systems, organizations can: • manage large amounts of documents • share digital documents opposed to paper documents • allow group editing • maintains document databases • links documents and people

  21. Examples of group document handling products available • Face-to-Face {Crosswise} • Workflo {FileNet} • Documentum {Documentum, Inc.} • MarkUp {Mainstay Software}

  22. Groupware barriers • Technical • Cultural • Economic • Political • Confusion

  23. Brainstorming exercise • How can you get Groupware to succeed in your organization?

  24. Getting Groupware to work in your organization • Find a champion or sponsor to support the implementation of Groupware • Plan for changes in the corporate culture • Don’t try to implement Groupware to the whole organization all at once • Pilot project should be • innovative • visible and have a financial impact Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  25. Getting Groupware to work in your organization continued... • Realize that training, maintenance, and support will be the majority of the cost • Use software to solve specific business problems which hasn’t been solved using the traditional methods • Have adequate planning, support, training, and maintenance for your project Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  26. Getting Groupware to work in your organization continued... • No single Groupware product can do it all • Use internal people or consultants to ensure your project’s success • Realize Groupware is not a quick fix • Get user involvement • Be prepared for resistance from employees Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995

  27. Conclusion • Groupware is a tool to help solve specific business problems • Need to overcome barriers • Determine the right software for your specific purposes • Get the users involved in the planning phase

  28. Resources • Http://www.groove.net • Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995. • Briggs, R.O. “The Focus Theory of Group Productivity and its Application to the Development and Testing of Electronic Group Support Technology.” Unpublished Doctoral Dissertation, MIS Department, University of Arizona, Tucson, 1994. • Diehl, M. and Stroebe, W. “Productivity Lost in Brainstorming Groups: Toward the Solution of a Riddle.” J. Personality and Social Psychology, 53, 3, 1987, 497-509.

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