group ware

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 Trudy software to support it.” Peter and Trudy Johnson-Lenz, 1978.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.


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


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


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 processes.management of business 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 paper share digital documents opposed to paper

documentsdocuments• 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



Getting Groupware to Getting Groupware to work in your organization work in your organization continued...continued... Realize that training, maintenance, and Realize that training, maintenance, and

support will be the majority of the costsupport will be the majority of the cost 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


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 Productivity Briggs, R.O. “The Focus Theory of Group Productivity

and its Application to the Development and Testing of and its Application to the Development and Testing of Electronic Group Support Technology.” Unpublished Electronic Group Support Technology.” Unpublished Doctoral Dissertation, MIS Department, University of Doctoral Dissertation, MIS Department, University of Arizona, Tucson, 1994.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.

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