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Collaboration Information Systems

Chapter 2

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AllRoad Needs Better Processes for Organizing and

Conducting Meetings

C o p y r i g h t © 2 0 1 5 P e a r s o n E d u c a t i o n , I n c .

• Group to determine feasibility of 3D printer.

• Tough for everyone to attend meetings.

• Time is wasted in covering past ground.

• Cell phone calls interrupt meeting.

• Not all members read group email postings.

• Interpersonal conflicts evident.

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Study Questions

Q1: What are the two key characteristics of collaboration?

Q2: What are the three criteria for successful collaboration?

Q3: What are the four primary purposes of collaboration?

Q4: What are the requirements for a collaboration information system?

Q5: How can you use collaboration tools to improve team communication?

Q6: How can you use collaboration tools to manage shared content?

Q7: Which collaboration IS is right for your team?

Q8: 2024?


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Q1: What Are the Two Key Characteristics of

Collaboration?

1. Two or more people working together to achieve a

common goal.

2. Feedback and iteration

• Cooperation lacks feedback and iteration.


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Important Characteristics of a Collaborator


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Not Important Characteristics of a Collaborator


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Guidelines for Giving and Receiving Critical Feedback


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Q2: What Are Three Criteria for Successful

Collaboration?

Criteria for judging team success:

1. Successful outcome

– “Did we do it within the time and budget allowed?”

2. Growth in team capability over time

– Develop better work processes, improve task skills,

gain knowledge, provide perspective to each other.

3. Meaningful and satisfying experience

– Recognition, rewards, camaraderie.


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Q3: What Are the Four Primary Purposes of

Collaboration?

1. Become informed

– Share data and communicate to share interpretations.

– Develop and document shared understandings.

2. Make decisions.

3. Solve problems.

4. Manage projects.


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Collaboration Needs for Decision Making


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Solving Problems


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Managing Projects


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Q4: What Are the Requirements for a Collaboration

Information System?

• Five Components of an IS for Collaboration.

• Hardware - for participating, sharing, saving group’s work.

• Software - email, text messaging, Google Drive, Microsoft

Web Apps, other tools that support collaborative work.

• Data - Project data, Project metadata.

• Procedures - usually designed by the team.

• People - know how, when to use collaboration applications.


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Requirements for Success Collaboration


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Requirements for Different Collaboration Purposes


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Q5: How Can You Use Collaboration Tools to Facilitate

Communication?

Collaboration Tools for

Communication


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Office 365

Lync

Whiteboard

Showing

Simultaneous

Contributions


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Videoconferencing Example


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Example Discussion Forum


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Example

of Survey

Report


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Q6: How Can You Use Collaboration Tools to Share

Content?


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Collaboration Tools for Sharing Content


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Shared Content with Version Management on Google

Drive


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Available Types of Documents on Google Drive


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Document Sharing on Google Drive


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Example of Editing a Shared Document on Google

Drive


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Shared Content with Version Control

• Version control involves one or more of the following

capabilities

– User activity limited by permissions.

– Document checkout.

– Version histories.

– Workflow control.


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Microsoft SharePoint

• Large, complex, and very robust application for all types of

collaboration.

• Used by thousands of businesses, and SharePoint skills

are in high demand.

• Installed on company's Windows servers or can be

accessed over the Internet using SharePoint Online.


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Checking Out a Document


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Example of Workflow


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Ethics Guide: I Know What’s Better, Really

You believe that Alternative

Two is vastly preferable to

Alternative One, but Leslie

believes just the opposite.


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Ethics Guide: I Know What’s Better, Really (cont'd)

• You and a co-worker, Leslie Johnson, have developed two

different alternatives for consideration.

• Leslie called away due to a family emergency, will miss

meeting.

• You believe Leslie's plan likely to cause irreparable harm to the

company, and your plan is better.

• You present your plan, but not Leslie's.

• You lead the committee supposing that Leslie supports your

plan.


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Ethics Guide: I Know What’s Better, Really (cont'd)

• Committee adopts your plan and Leslie never learns that

committee only saw your plan and not hers.

• Was your behavior ethical?

– Kant’s categorical imperative - what you ought to do,

independent of your own wants.

– Utilitarianism - morality of an act is determined by its

outcome.


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Using MIS InClass 2: Does AllRoad Parts Need

Microsoft Office? Do You?

• License cost.

• Regularly exchange Microsoft Office documents with

customers, business partners and associates, or suppliers.

• LibreOffice, Apache Open Office, and Google documents all

have differences in the way they render and edit Office

documents.

• How do you decide?


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Q7: How Can You Use Collaboration Tools

to Manage Tasks?


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UMIS To-Do List in SharePoint


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UMIS Completed Tasks in SharePoint


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Q8: Which Collaboration IS Is Right for Your Team?

Three Collaboration

Tool Sets


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Office 365 Features You Need for the Comprehensive

Toolset


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Evaluating Learning Time


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Don’t Forget Procedures and People!

• Data component is up to you.

• Your metadata for project management demonstrates your

team practiced iteration and feedback.

• Team needs to have agreement on tools usage.

• How to train team members in the use of tools.

• Need to create any special jobs or roles.


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Q9: 2024?

• Collaboration systems cheaper, easier to use, run on portable devices.

• Face-to-face meetings rare.

• Employees work at home, full time or part time.

• Corporate training online & asynchronous.

• Much less business travel.

• Travel industry focused on recreational travel.

• Conventions become virtual.


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Guide: Securing Collaboration

• Collaboration systems pose serious security risks.

• Are Cloud servers secure against:

Earthquakes? Computer crime? Disgruntled employees?

Computer viruses?

• Wireless traffic unprotected.

• Posting confidential information where unauthorized person

can see it.


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Guide: Egocentric vs. Empathetic Thinking

• Egocentric thinking • Centers on self.

• “I’m right, everyone else is wrong.”

• Empathetic thinking • “My View” is one possible interpretation.

• Take time to learn what others are thinking.

• Take time to understand the problem domain as a system.


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Ethics Guide: Egocentric vs. Empathetic Thinking

(summary)

Consider AllRoad at start of this chapter:

–What is the problem?

• Drew says Felix doesn’t come to meetings.

• Felix thinks team focused on operational cost reductions

instead of increasing sales.

• Addison thinks team should address operational cost

reductions.

• Kelly wants to focus on wasted employee time.


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Active Review

Q1: What are the two key characteristics of collaboration?

Q2: What are the three criteria for successful collaboration?

Q3: What are the four primary purposes of collaboration?

Q4: What are the requirements for a collaboration information system?

Q5: How can you use collaboration tools to improve team communication?

Q6: How can you use collaboration tools to manage shared content?

Q7: Which collaboration IS is right for your team?

Q8: 2024?


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Case Study 2: Eating Our Own Dog Food


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Case Study 2:

Eating Our Own Dog Food (cont’d)


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Using MIS 6th Edition SharePoint Development Site


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Example Email from SharePoint


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Document Library Used to Track Chapter 2 Figures


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Chapter 2 Version History
