COLLABORATION SYSTEM

Christine G. BalmesMelissa Ann D. Callejo

Mercy Carmela U. DañezBLIS-III

COLLABORATION It shall be define as a process to reach

goals that cannot be achieved by one single agent.

It includes the following components: Jointly developing and agreeing on a set of

common goals and directions Sharing responsibility for obtaining those goals Working together to achieve those goals, using

the expertise and resources of each collaborator.

Collaboration occurs when two or more people work together to achieve a commonGoalResultWork product

Greater than individuals working alone

Involves more than coordination and communication alone

Collaboration: occurs when 2 or more people work together to achieve a common goal, result or work project

Collaboration requires feedback and iteration

COLLABORATION SPACE

FEEDBACK AND ITERATION PROVIDE AN OPPORTUNITY FOR TEAM MEMBERS TO:

Proceed in a series of steps (iterations) by continuously reviewing and revising each other’s work

Learn from each other rather than working in isolation

Change the way they work and what they produce

Ultimately produce a product that’s greater (and better) than an individual could accomplish working alone

FEEDBACK

members review each others work and makes revisions.

ITERATIONS series of members providing feedback,

then making revisions, then repeating this process over & over again until the project is complete

Networking

Coordinating

Cooperating

Collaborating

Integrating

Collaboration Continuum

COLLABORATIVE INFORMATION SYSTEMS To support collaboration, Information

systems need to be able to provide a mechanism for;

Communication Content management Workflow control

1. COMMUNICATIONHow well can group members communicate

with each other, providing and receiving critical feedback?

The success of the collaboration group depends on the availability of effective communication systems that allow them to share their skills and abilities.

Synchronous communicationTeam members meet at the same time, but

not necessarily at the same geographic location.

It may include conference calls, face-to-face-meetings, or online meetings.

Asynchronous communicationTeam members do not meet at the same

time or in the same geographic location. It may include discussion forums or email

exchanges.

VIRTUAL MEETINGS DON’T REQUIRE EVERYONE TO BE IN THE SAME PLACE AT THE SAME TIME.

Conference calls – can be difficult to arrange the right time

Multiparty text chat – easier to arrange if everyone has mobile texting

Videoconferencing – requires everyone to have the proper equipment

Email – most familiar but has serious drawbacks in content management

Discussion forums – content is more organized than email

Team surveys – easy to manage but don’t provide very much interactive discussion

2. CONTENT MANAGEMENT

Users need to manage the content of their work to avoid conflicting with other team members.

Team members need a system that will help them track and report changes.

An effective system assigns permissions to team members depending on their functionality within the group.

There are three categories for sharing content. Your choice depends on the degree of control your team needs to complete their tasks

The following methods of sharing are effective but provide no control over content management.

Email attachments are the most primitive but have numerous problems. Someone may not receive the email or ignores

it. It’s difficult to manage attachments.

A shared file server provides a single storage location for all team members. It uses FTP technology to access files. Problems can occur if multiple team members

try using the same file at the same time.

These methods of content sharing provide version management

Wikis

Google Docs and Spreadsheets

Microsoft Office Groove

Wikis are shared knowledge bases, repositories of team knowledge, which have or use tracking mechanisms for changes.

Most commonly known wiki is wikipedia.com.

Google Docs and Spreadsheets

Access it at http://docs.google.com with a Google account (different from a Gmail account).

Documents are stored on Google servers making them accessible from anywhere.

Team members can track revisions and review change summaries.

It’s a free service but you must use Google programs for processing.

Sample Google Docs & Spreadsheets Document Versions

Microsoft Office Groove

You create a workspace and invite others to join. Document changes are automatically provided to

all team members. You can use VoIP rather than separate phone lines

for conversations. You can use it asynchronously or synchronously. You can use any computer or server to access

workspaces. Each user must purchase a license and install it on

each computer (may be exceptions).

Example Groove Workspace

Shared content with version control provides more limitations than version management and more control over changes to documents.

It uses shared libraries (directories) to store documents.

Users are given permissions that limit what they can do with the documents.

It requires users to check out documents and check them back in.

Microsoft SharePoint is the most popular for business use. It requires a publicly accessible server. It’s difficult to install.

Example of Document Checkout

3. WORKFLOW CONTROLWorkflow is a process or procedure to

create, edit, use, and dispose of content.

It specifies the particular ordering of tasks.

It includes processes for handling rejected changes and exceptions.

It ensures tasks are completed in an orderly manner.

Sequential workflow When documents are reviewed by multiple

members of a team one after another

Parallel workflow When documents are reviewed by multiple

members of a team simultaneously

SharePoint site Defines workflows and ensures team members

perform required tasks

COMPONENTS OF A COLLABORATION INFORMATION SYSTEM

Hardware Client Computers Server Computers

Servers can be maintained within the firm

Servers can be maintained external to the firm (Google Docs, Windows Live)

Software Google Docs & Spreadsheets Microsoft Groove (now

replaced with MS SharePoint Workspace)

CMS: Moodle, Joomla, Blackboard…….2nd Life (? Google Wave……)

FACTORS THAT WILL EFFECT COLLABORATION INCLUDE:• unique dimensions of virtuality include;• geographic dispersion,• electronic dependence,• cultural diversity, and• dynamic structure.

ADDITIONAL COMPONENTS OF COLLABORATION SYSTEMS

Data Procedures People

DocumentsDiscussion listsTask listsWikis & Blogs

Using the softwareTeam Collaboration

Communication and collaboration skills