What is Collaboration?

1. What is Collaboration? Jay F. Nunamaker Jr. Director Center for the Management of Information Soldwedel & Regents Professor University of Arizona MIS

2. Collaboration is defined as making joint cognitive effort toward achieving an agreed upon goal

3. Why Collaborate? Exercise: List some of the reasons why people in your organization Collaborate

4. Why Collaborate? Build Trust Make Decisions Review Surface Perspectives Share the Vision Synergy Share Information Share Work Avoid Decisions Solve Problems Build Consensus Socialize

5. Place Modes of Collaboration Same Different Same Time Different

6. Systems to Support different Collaboration Modes Place Same Different Same Sessions Group Support Audio/Video Group Support Time Team Rooms Project Rooms Team Database Virtual Sessions Different

7. Collaboration Behavioral Difficulties Exercise: List some of the behavioral Difficulties with Collaboration

8. Collaboration Behavioral Difficulties Waiting to speak Wrong People Domination Groupthink Fear of Speaking Poor Grasp of Problem Misunderstanding Ignored Alternatives Inattention Lack of Consensus Ineffective Lack of Focus Poor Planning Collaboration Inadequate Criteria Hidden Agendas Premature Decisions Conflict Missing Information Inadequate Resources Distractions Poorly Defined Goals Digressions

9. Collaboration Is Expensive • 15 Million formal Sessions / day • ? Million Informal Sessions / day • 4 Billion Sessions / year • 30-80% Manager’s time Fortune 500 Companies 3M Corporation Study

10. Collaboration is Essential No one has all the • Resources • Experience • Knowledge To do the job alone

11. Collaboration is: • Difficult • Expensive • Essential

12. How do people in organizations Collaborate?

13. Sprinters Relay Crew 3 Levels of Collaboration Capability Low Level 1 Collected Work : Uncoordinated Individual Efforts Degree of Collaborative Effort Level 2 Coordinated Work: Coordinated Individual Efforts Level Concerted Work: Concerted Team Effort High

14. Sprinters Level 1 Collected Work • Individual, uncoordinated effort toward team goal • Team productivity is simple sum of individual performances • Individualized Processes - Start to Finish • Office Applications • MSWord Group Editing • Multiple Spreadsheet Sections • Powerpoint Presentation Passing

15. Relay Level 2 Coordinated Work • Coordinated Efforts and Processes • Coordination, sharing, and hand-offs • Coordination Applications • Workflow Applications • Adding structure to NOTES • Coordinator

16. Level 3 Concerted Work • All team members work a process simultaneously to achieve the team goal • Repeatable Customized Process • Attention Dynamics • Collaborative Applications • GroupSystems Online • Facilitate.COM • Meetingworks Crew

18. The Yellow Sticky Approach Manual Support for Level 3 Collaboration

20. Dream Level 3 Concerted Collaboration • Two to Hundreds of people • Complex issues Addressed • Everyone • Contributes Equally • Perceives everything Multiple Perspectives • Focuses Attention on Critical Issues • Takes ownership of the solution • All Knowledge at everyone’s fingertips • Design Customized Repeatable Processes • Accomplish Goals and Produce Products

21. GroupSystems Support for Concerted Collaboration Integration of • Collaborative Technology • Attention Dynamics • Knowledge Management • Customized Repeatable Processes To Dramatically Improve Productivity

22. The GroupSystems Concept • Computer for each participant • Software for each task • Public screen to focus attention • Network to share information • Access to external data • Any Time, Any Place, Any Technology

23. Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Session Planning Knowledge Management Organizational Memory Enterprise Model Corporate Database Intranet World Wide Web FTP/Gopher WAIS Collaboration GroupSystems

24. Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Session Planning Knowledge Management Organizational Memory Enterprise Model Corporate Database Intranet World Wide Web FTP/Gopher WAIS GroupSystems Virtual Collaboration Collaboration DC NY DC Boston LA LA SF Paris PIT HK SYD NY ATL LON DC SF CHI

25. GroupSystems Collaborative Support • Support for Small or Large Groups • on the Internet and Intranets • Create Shared Agendas • Generate Ideas • Share, Evaluate and Organize Information • Create Knowledge • Poll, Rank, and Prioritize ideas for consensus • Jointly Create Documents • Complete Records / Reports • Draw and Annotate on Shared Whiteboards • Import/Export to Lotus Notes and other Software • Administer Surveys • Obtain Commitment and Take Action

26. GroupSystems is a suite of tools to supportjoint cognitive effortfor Deliberation, Reasoningand Decision Making

27. Each Tool Focuses Thinking in Some Unique Way

28. Team Processes GSS Tools • Brainstorming • Topic Commenter • Idea Organizer • Categorizer • Group Outliner • Group Matrix • Alternative Evaluator • Vote • Stake Holder analysis • Assumption surfacing • Group Writer • Team Graphics • Screen Prototyper Idea Generation Idea Organization Idea Evaluation and Prioritization Idea Exploration Idea Development and Exposition

29. Why GroupSystems Can Improve Collaboration • Parallel communication • Anonymity • Structured processes • Improved information access • Organizational memory • Enables larger groups • Improved goal congruence

30. Why GroupSystems Improves Collaboration • Parallel Input • No air time competition • No waiting for a turn • No forgetting your ideas • No domination

31. Why GroupSystems Improves Collaboration • Anonymity • No Intimidation • No Domination • No Evaluation Apprehension • Focus on Ideas not personalities • Free to float unpopular ideas

32. Why GroupSystems Improves Collaboration • Structured Process • Path to get from A to B • Minimal off-task discussion • Milestones for progress assessment • Efficient path toward convergence • Focused effort and deliberation

33. Why GroupSystems Improves Collaboration • Knowledge Management • Improved Information Access • Organizational Memory • Artificial Intelligence Categorization • Advanced Searching • Explicit Knowledge • Tacit Knowledge • Automated Sense-Making

34. Why GroupSystems Improves Collaboration • Improved Goal Congruence • Shared Understandings • Consensus Assessment • Focus on Differences • Concerted Effort

35. Intellectual Bandwidth

36. Intellectual Bandwidth Represents All the relevant Knowledge for a given set of Stakeholders on a particular Issue

37. Task Team Knowledge Domain Intellectual Capital All Knowledge Of A Domain Explicit Captured Available Knowledge Applied Knowledge Intellectual Bandwidth Intellectual Bandwidth

38. Collaboration & KnowledgeManagement Increase and Leverage Intellectual Bandwidth

39. Intellectual Capital Access Understanding Organizational Members U S E & D E P L O Y M E N T Wisdom (Principles) Knowledge (Patterns) Information (Relationships) Data (Symbols) Intellectual Bandwidth Collaborative Capability Concerted Coordinated Collected

40. Increasing and Leveraging Intellectual Bandwidth With Collaboration & KnowledgeManagement Level of Understanding Wisdom Knowledge Information Data Collaborative Capability Individual Collective Coordinated Concerted

41. Level of Understanding Wisdom Sense Making Manual Journal Search Group Support Systems Knowledge Team Database Email Information Application Sharing Web Search Engine Data Individual Collected Coordinated Concerted Level of Collaborative Capability

42. Increasing and Leveraging Intellectual Bandwidth With Collaboration & KnowledgeManagement Level of Understanding Collaboration Understanding Organization X Concerted Information Wisdom Knowledge Information Data Organization X Intellectual Bandwidth Collaborative Capability Individual Collective Coordinated Concerted

43. Increasing and Leveraging Intellectual Bandwidth With Collaboration & KnowledgeManagement Level of Understanding Collaboration Understanding Organization X Concerted Information Organization Z Individual Knowledge Wisdom Knowledge Information Data Organization Z Organization X Intellectual Bandwidth Collaborative Capability Individual Collective Coordinated Concerted

44. Increasing and Leveraging Intellectual Bandwidth With Collaboration & KnowledgeManagement Levels of Understanding Collaboration Understanding Organization X Collaborative Information Organization Z Cumulative Knowledge Organization Y Coordinative Data Wisdom Knowledge Information Data Organization Z Organization X Intellectual Bandwidth Organization Y Collaborative Capability Individual Collective Coordinated Concerted

45. Level of Understanding Wisdom Knowledge Information Data 5 10 15 Individual Collective Coordinated Concerted 20 Levels of Collaborative Capability 25 Group Size

46. Level of Understanding Collaboration Understanding Size Organization X Concerted Information 27 Wisdom Knowledge Information Data Organization X Intellectual Bandwidth 5 Collected Connected Coordinated Concerted 10 15 Level of Collaborative Capability 20 25 Group Size

47. Level of Understanding Collaboration Knowledge Management Size Organization X Concerted Information 23 Organization Z Individual Knowledge 15 Wisdom Knowledge Information Data Organization Z Organization X Intellectual Bandwidth 5 10 Individual Collective Coordinated Concerted 15 Collaborative Capability 20 25 Group Size

48. Level of Understanding Collaboration Knowledge Management Size Organization X Concerted Information 23 Organization Z Cumulative Knowledge 15 Organization Y Coordinative Data 13 Wisdom Knowledge Information Data Organization Z Organization X Intellectual Bandwidth Organization X 5 10 Individual Collective Coordinative Concerted 15 Collaborative Capability 20 25 Group Size