Jason Deines
Boise State University
October 2002
Introduction ToIntroduction To
GroupwareGroupware
ObjectivesObjectives
What is GroupwareWhat is Groupware Why organizations use GroupwareWhy organizations use Groupware Categories of GroupwareCategories of Groupware Barriers to GroupwareBarriers to Groupware Getting Groupware to work in your Getting Groupware to work in your
organizationorganization
Three common definitions Three common definitions of Groupwareof Groupware
““An intentional group process plus An intentional group process plus software to support it.” Peter and software to support it.” Peter and Trudy Johnson-Lenz, 1978.Trudy Johnson-Lenz, 1978.
““A co-evolving human tool.” Doug A co-evolving human tool.” Doug Englebart, 1988.Englebart, 1988.
““Computer-mediated collaboration that Computer-mediated collaboration that increases the productivity or increases the productivity or functionality of person-to-person functionality of person-to-person processes.” David Coleman, 1992.processes.” David Coleman, 1992.
Why organizations are Why organizations are using Groupwareusing Groupware
Quality improvementQuality improvement Better cost controlBetter cost control Increased productivityIncreased productivity Better customer serviceBetter customer service Support for TQMSupport for TQM Allows for fewer meetingsAllows for fewer meetings Automating routine processesAutomating routine processes Provide new servicesProvide new services
Why organizations are Why organizations are using Groupware using Groupware continued...continued...
There are technological infrastructures There are technological infrastructures available to support Groupwareavailable to support Groupware
Decreasing cost for purchasing the Decreasing cost for purchasing the hardware and software hardware and software
Downsizing is increasing the need for Downsizing is increasing the need for greater productivity greater productivity
Well known companies are offering Well known companies are offering GroupwareGroupware
Why organizations are Why organizations are using Groupware using Groupware continued...continued...
Increased competitionIncreased competition Increased complexity in products Increased complexity in products
and business proceduresand business procedures
Five basic categories for Five basic categories for Groupware productGroupware product
Email/messagingEmail/messaging Group calendaring and scheduling Group calendaring and scheduling Conferencing productsConferencing products Workflow toolsWorkflow tools Group document handlingGroup document handling
Email/messagingEmail/messaging
The difference between email and The difference between email and messaging messaging • email is an application used to read and email is an application used to read and
create electronic mail messagescreate electronic mail messages• messaging is the electronic messaging is the electronic
infrastructure upon which email resides. infrastructure upon which email resides. Messaging consists of two components: Messaging consists of two components:
– the user (front end)the user (front end)– messaging services (back end)messaging services (back end)
Examples of Examples of email/messaging products email/messaging products availableavailable
cc:Mail {Lotus Development}cc:Mail {Lotus Development} Microsoft Mail/ExchangeMicrosoft Mail/Exchange Intelligent Mail {Banyan}Intelligent Mail {Banyan} MHS {Novell}MHS {Novell} Time and Place/2 {IBM}Time and Place/2 {IBM}
Group calendaring and Group calendaring and schedulingscheduling
Helps organizations track and Helps organizations track and manage schedules of individuals manage schedules of individuals within an organizationwithin an organization
Assists in communicationAssists in communication Saves timeSaves time Lowers costsLowers costs Schedule across multiple time zonesSchedule across multiple time zones
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Real World ExampleReal World Example
Scheduling scenarioScheduling scenario• CE Software, Inc.CE Software, Inc.
– Marketing departmentMarketing 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
Real World Example Real World Example Continued...Continued...
The biggest problemThe biggest problem• getting the managers together for an getting the managers together for an
hour by the end of Fridayhour by the end of Friday
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Real World Example Real World Example Continued...Continued...
Without group calendaring and Without group calendaring and schedulingscheduling• call the managers on the phonecall the managers on the phone• leave messages leave messages • discovering the managers won’t be back discovering the managers won’t be back
for some timefor some time• email managers and wait for a responseemail managers and wait for a response• frustration builds due to not being able to frustration builds due to not being able to
get a hold of the four managers get a hold of the four managers
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Real World Example Real World Example Continued...Continued...
With group calendaring and With group calendaring and schedulingscheduling• open up the scheduling application open up the scheduling application • select the managers needed for the select the managers needed for the
meetingmeeting• do a “free time search”do a “free time search”• schedule the meeting schedule the meeting • leave a brief message describing the leave a brief message describing the
purpose of the meetingpurpose of the meeting
Conferencing/EMS Conferencing/EMS (Electronic Meeting (Electronic Meeting System)System)
Brings people together over large Brings people together over large distancesdistances
Saves timeSaves time Lowers travel expensesLowers travel expenses Increase productivity Increase productivity Assists in increased involvement of Assists in increased involvement of
employeesemployees
Conferencing/EMS Conferencing/EMS continued...continued...
What is EMS?What is EMS?• EMS is typically a network of personal EMS is typically a network of personal
computers. One for each person computers. One for each person involved in the meeting.involved in the meeting.
• Collection of computer based tools.Collection of computer based tools.– Brainstorming toolBrainstorming tool– idea organizeridea organizer– voting toolsvoting tools– focus group discussion toolsfocus group discussion tools
Examples of conferencing Examples of conferencing products availableproducts available
ShowMe 2.0 {Sun Solutions}ShowMe 2.0 {Sun Solutions} Lotus Notes {Lotus Development}Lotus Notes {Lotus Development} Oracle Office {Oracle Systems}Oracle Office {Oracle Systems} Team Talk {Trax Softworks}Team Talk {Trax Softworks} The Meeting Room {Eden The Meeting Room {Eden
Systems}Systems}
WorkflowWorkflow
Workflow is the automation and Workflow is the automation and management of business management of business processes.processes.
Workflow consists of:Workflow consists of:• Tasks-collection of activitiesTasks-collection of activities• PeoplePeople• Tools-business applicationsTools-business applications• DataData
Examples of workflow Examples of workflow products availableproducts available
Workflow Analyst {ATI}Workflow Analyst {ATI} Flowmark {IBM}Flowmark {IBM} JetForm {JetForm Corp.}JetForm {JetForm Corp.} Staffware for Windows {Staffware}Staffware for Windows {Staffware} Formflow {Delrina Inc.}Formflow {Delrina Inc.}
Group document handlingGroup document handling
With the use of document With the use of document management systems, organizations management systems, organizations can:can:• manage large amounts of documentsmanage large amounts of documents• share digital documents opposed to share digital documents opposed to
paper documentspaper documents• allow group editingallow group editing• maintains document databasesmaintains document databases• links documents and peoplelinks documents and people
Examples of group Examples of group document handling document handling products availableproducts available
Face-to-Face {Crosswise}Face-to-Face {Crosswise} Workflo {FileNet}Workflo {FileNet} Documentum {Documentum, Inc.}Documentum {Documentum, Inc.} MarkUp {Mainstay Software}MarkUp {Mainstay Software}
Groupware barriersGroupware barriers
TechnicalTechnical CulturalCultural EconomicEconomic PoliticalPolitical Confusion Confusion
Brainstorming exerciseBrainstorming exercise
How can you get Groupware to How can you get Groupware to succeed in your organization?succeed in your organization?
Getting Groupware to Getting Groupware to work in your organizationwork in your organization
Find a champion or sponsor to support Find a champion or sponsor to support the implementation of Groupwarethe implementation of Groupware
Plan for changes in the corporate Plan for changes in the corporate cultureculture
Don’t try to implement Groupware to Don’t try to implement Groupware to the whole organization all at oncethe whole organization all at once• Pilot project should bePilot project should be
– innovativeinnovative– visible and have a financial impactvisible and have a financial impact
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Getting Groupware to Getting Groupware to work in your organization work in your organization continued...continued...
Realize that training, maintenance, Realize that training, maintenance, and support will be the majority of the and support will be the majority of the costcost
Use software to solve specific business Use software to solve specific business problems which hasn’t been solved problems which hasn’t been solved using the traditional methodsusing the traditional methods
Have adequate planning, support, Have adequate planning, support, training, and maintenance for your training, and maintenance for your projectproject
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Getting Groupware to Getting Groupware to work in your organization work in your organization continued...continued...
No single Groupware product can do it No single Groupware product can do it allall
Use internal people or consultants to Use internal people or consultants to ensure your project’s successensure your project’s success
Realize Groupware is not a quick fixRealize Groupware is not a quick fix Get user involvementGet user involvement Be prepared for resistance from Be prepared for resistance from
employeesemployees
ConclusionConclusion
Groupware is a tool to help solve Groupware is a tool to help solve specific business problemsspecific business problems
Need to overcome barriersNeed to overcome barriers Determine the right software for Determine the right software for
your specific purposesyour specific purposes Get the users involved in the Get the users involved in the
planning phaseplanning phase
ResourcesResources
Http://www.groove.netHttp://www.groove.net Coleman, Khanna, “Groupware Technology and Coleman, Khanna, “Groupware Technology and
Applications” Prentice Hall, 1995.Applications” Prentice Hall, 1995. Briggs, R.O. “The Focus Theory of Group Briggs, R.O. “The Focus Theory of Group
Productivity and its Application to the Development Productivity and its Application to the Development and Testing of Electronic Group Support and Testing of Electronic Group Support Technology.” Unpublished Doctoral Dissertation, MIS Technology.” Unpublished Doctoral Dissertation, MIS Department, University of Arizona, Tucson, 1994.Department, University of Arizona, Tucson, 1994.
Diehl, M. and Stroebe, W. “Productivity Lost in Diehl, M. and Stroebe, W. “Productivity Lost in Brainstorming Groups: Toward the Solution of a Brainstorming Groups: Toward the Solution of a Riddle.” J. Personality and Social Psychology, 53, 3, Riddle.” J. Personality and Social Psychology, 53, 3, 1987, 497-509.1987, 497-509.