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Technological Considerations Technological Considerations

ETM5361/MSIS5600ETM5361/MSIS5600Managing Virtual Project TeamsManaging Virtual Project Teams

Nicholas C. Romano, Jr., Ph.D.Nicholas C. Romano, Jr., Ph.D.

Nicholas-Romano@mstm.okstate.eduNicholas-Romano@mstm.okstate.edu

Paul E. Rossler, Ph.D., P.E.Paul E. Rossler, Ph.D., P.E.

prossle@okstate.eduprossle@okstate.edu

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OverviewOverview

• What technologies are available for virtual What technologies are available for virtual teaming?teaming?

• What are the strengths and weaknesses of What are the strengths and weaknesses of each?each?

• What should be considered when deciding What should be considered when deciding on the best technology to use in a specific on the best technology to use in a specific case?case?

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Selection and use of technology Selection and use of technology influences factors in teamworkinfluences factors in teamwork

TeamworkTeamworkForm Form TeamTeam

GoalGoalClarity andClarity andAcceptanceAcceptance

Members’Members’Knowledge, Knowledge,

Skills,Skills,AbilitiesAbilities

Team Team LeadershipLeadership

TrustTrustGroup Group Process and Process and FacilitationFacilitation

Ability andAbility andWillingness toWillingness to

““Attend”Attend”

ExternalExternalCost or Cost or

ScheduleSchedulePressuresPressures

Access to Access to Information Information and Other and Other ResourcesResources

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Technology (or groupware) Technology (or groupware) issuesissues

• Selecting and providing access to the right Selecting and providing access to the right collaborative technologycollaborative technology

• Ensuring members have skill in, and Ensuring members have skill in, and comfort with, that collaborative technologycomfort with, that collaborative technology

Process and Task StructureProcess and Task Structure

InteractiveInteractiveCommunicationCommunication

LevelLevel

IndividualIndividual

ConnectedConnected

CoordinatedCoordinated

ConcertedConcerted

CollectedCollected

LowLow

LowLow

HighHigh

HighHigh

Source: Nunamaker et al., 2001Source: Nunamaker et al., 2001

The Yellow Sticky Approach to The Yellow Sticky Approach to Level 4 CollaborationLevel 4 Collaboration

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Two primary factors that affect Two primary factors that affect technology selection and usetechnology selection and use

• Social presenceSocial presence– The degree to which the technology facilitates a The degree to which the technology facilitates a

personal connection with otherspersonal connection with others

• Information richnessInformation richness– The amount and variety of information flowing The amount and variety of information flowing

through a specific communication mediathrough a specific communication media

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““Media differ markedly in their Media differ markedly in their capacity to convey information.”capacity to convey information.”

• Ability to handle multiple information cues Ability to handle multiple information cues simultaneouslysimultaneously

• Ability to facilitate rapid feedbackAbility to facilitate rapid feedback

• Ability to establish a personal focusAbility to establish a personal focus

Source: Lengel, R. H., & Daft, R. L. 1988. The selection of Source: Lengel, R. H., & Daft, R. L. 1988. The selection of communication media as an executive skill. communication media as an executive skill. The Academy of The Academy of Management ExecutiveManagement Executive, 2(3): 225-232., 2(3): 225-232.

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Another way to think about Another way to think about information richnessinformation richness

““The more learning that can be pumped The more learning that can be pumped through a medium, the richer the medium.”through a medium, the richer the medium.”

Source: Lengel, R. H., & Daft, R. L. 1988. The selection of Source: Lengel, R. H., & Daft, R. L. 1988. The selection of communication media as an executive skill. communication media as an executive skill. The Academy of The Academy of Management ExecutiveManagement Executive, 2(3): 225-232., 2(3): 225-232.

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Media Richness HierarchyMedia Richness Hierarchy

MediaMediaRichnessRichness

Physical presence (face-to-face)Physical presence (face-to-face)

Interactive media (telephone,Interactive media (telephone,electronic media)electronic media)

Personal static media (memos, letters, Personal static media (memos, letters, tailored computer reports)tailored computer reports)

Impersonal static media (flyers, Impersonal static media (flyers, bulletins, generalized computer reports)bulletins, generalized computer reports)

HighestHighest

LowestLowest

Based on Lengel, R. H., & Daft, R. L. 1988. Based on Lengel, R. H., & Daft, R. L. 1988.

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Media Selection FrameworkMedia Selection Framework

Media R

ichnessM

edia Richness

RichRich

Communication Communication FailureFailure

Data glut. Excess cues Data glut. Excess cues cause confusion.cause confusion.

Effective Effective CommunicationCommunication

LeanLean

Effective Effective CommunicationCommunication

Communication failureCommunication failureData starvation. Too few cues.Data starvation. Too few cues.

RoutineRoutine Non-RoutineNon-Routine

Management ProblemManagement ProblemBased on Lengel, R. H., & Daft, R. L. 1988.Based on Lengel, R. H., & Daft, R. L. 1988.

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Some media selection rulesSome media selection rules

1.1. Send non-routine, difficult Send non-routine, difficult communications through a rich mediumcommunications through a rich medium

2.2. Send routine, simple communications Send routine, simple communications through a lean mediumthrough a lean medium

3.3. Use rich media to extend your (social) Use rich media to extend your (social) presencepresence

4.4. Use rich media for implementing strategyUse rich media for implementing strategy

Source: Lengel, R. H., & Daft, R. L. 1988.Source: Lengel, R. H., & Daft, R. L. 1988.

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5.5. Don’t let media censor information about Don’t let media censor information about critical issuescritical issues

6.6. Evaluate new communication Evaluate new communication technologies as a single channel in the technologies as a single channel in the media spectrummedia spectrum

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SameSame

DifferentDifferent

SameSame DifferentDifferent

TimeTime

PlacePlace

Systems to support different Systems to support different meeting modesmeeting modes

Audio/VideoAudio/VideoGroup SupportGroup Support

SessionsSessionsGroup SupportGroup Support

Team RoomsTeam RoomsProject RoomsProject Rooms

Team DatabaseTeam DatabaseVirtual SessionsVirtual Sessions

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Other factors in selecting Other factors in selecting technologytechnology

• PermanencePermanence– The degree to which the technology is capable The degree to which the technology is capable

of creating a historical recordof creating a historical record

• Symbolic meaningSymbolic meaning– Context over and above the message that is Context over and above the message that is

implied by the technologyimplied by the technology

Source: Duarte, D. L., & Snyder, N. T. 2001. Source: Duarte, D. L., & Snyder, N. T. 2001. Mastering Virtual Mastering Virtual Teams (2nd Ed.)Teams (2nd Ed.). San Francisco: Jossey-Bass.. San Francisco: Jossey-Bass.

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• Experience and familiarity with the Experience and familiarity with the technologytechnology

• Time constraintsTime constraints

• Organizational and functional culturesOrganizational and functional cultures– Differences in norms among members Differences in norms among members

regarding group work and technologyregarding group work and technology

• Access to technological training and Access to technological training and supportsupport

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ChannelChannel

ConditionsConditions Letter

Letter

E-m

ailE

-mail

Phone

Phone

Face-to-face

Face-to-face

Internet-Internet-

basedbased

Project complexityProject complexity XX

Project timeframeProject timeframe XX XX XX XX XX

DistanceDistance XX XX XX XX

CultureCulture XX XX

Security req. or specsSecurity req. or specs XX

Financial resourcesFinancial resources XX XX XX XX

Knowledge mgmt. sys.Knowledge mgmt. sys. XX XX

AvailabilityAvailability XX XX

CompatibilityCompatibility XX

TrainingTraining XXTable based on results found in Pauleen, D. J., & Yoong, P. 2001. Relationship building and the Table based on results found in Pauleen, D. J., & Yoong, P. 2001. Relationship building and the use of ICT in boundary-crossing virtual teams: A facilitator's perspective. use of ICT in boundary-crossing virtual teams: A facilitator's perspective. Journal of Journal of Information TechnologyInformation Technology, 16: 205-220., 16: 205-220.

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Synchronous technologiesSynchronous technologies

• Desktop and real-time data conferencingDesktop and real-time data conferencing

• Electronic meeting systems (EMS)Electronic meeting systems (EMS)

• Electronic display (computer-based Electronic display (computer-based whiteboards)whiteboards)

• Video conferencingVideo conferencing

• Audio conferencingAudio conferencing

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TechnologyTechnology

TaskTask

Chat

Chat

Chat plus

Chat plus

Elec. M

tg. System

Elec. M

tg. System

Elec. display w

/ voice E

lec. display w/ voice

linklink

Video w

/ voiceV

ideo w/ voice

Generating ideas, plans Generating ideas, plans Collecting dataCollecting data

22 22 33 22 11

Problems w/ answers Problems w/ answers (Structured, semi-)(Structured, semi-)

22 33 22 22 22

Problems w/out answers Problems w/out answers (Unstructured, wicked)(Unstructured, wicked)

11 33 22 22 22

Negotiating technical or Negotiating technical or interpersonal conflictsinterpersonal conflicts

11 22 22 11 22Based Duarte, D. L., & Snyder, N. T. 2001. Based Duarte, D. L., & Snyder, N. T. 2001. Mastering Virtual Mastering Virtual Teams (2nd Ed.)Teams (2nd Ed.). San Francisco: Jossey-Bass.. San Francisco: Jossey-Bass.

Key: 3 = most useful, 1 = least usefulKey: 3 = most useful, 1 = least useful

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Asynchronous technologiesAsynchronous technologies

• E-mailE-mail

• Group calendars and schedulesGroup calendars and schedules

• Bulletin boards and web pagesBulletin boards and web pages

• Non-real-time database sharing and Non-real-time database sharing and conferencingconferencing

• Workflow applicationsWorkflow applications

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TechnologyTechnology

TaskTask

E-m

ailE

-mail

Group calendars

Group calendars

Bulletin boards, w

eb pagesB

ulletin boards, web pages

Non-real-tim

e data N

on-real-time data

conferenceconference

Workflow

applicationsW

orkflow applications

Generating ideas, plans Generating ideas, plans Collecting dataCollecting data

22 22 22

Problems w/ answers Problems w/ answers (Structured, semi-)(Structured, semi-)

22 22 22

Problems w/out answers Problems w/out answers (Unstructured, wicked)(Unstructured, wicked)

11 11 11

Negotiating technical or Negotiating technical or interpersonal conflictsinterpersonal conflicts

11 11 11

Based Duarte, D. L., & Snyder, N. T. 2001. Based Duarte, D. L., & Snyder, N. T. 2001. Mastering Virtual Mastering Virtual Teams (2nd Ed.)Teams (2nd Ed.). San Francisco: Jossey-Bass.. San Francisco: Jossey-Bass.

Key: 3 = most useful, 1 = least usefulKey: 3 = most useful, 1 = least useful

An example: GroupSystems for An example: GroupSystems for collaborative supportcollaborative support

• Support for Small or Large Groups on the Support for Small or Large Groups on the Internet and Intranets Internet and Intranets

• Create Shared AgendasCreate Shared Agendas• Generate Ideas Generate Ideas • Share, Evaluate and Organize InformationShare, Evaluate and Organize Information• Create KnowledgeCreate Knowledge• Poll, Rank, and Prioritize ideas for Poll, Rank, and Prioritize ideas for

consensusconsensus

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• Jointly Create Documents Jointly Create Documents Complete Complete Records / ReportsRecords / Reports

• Draw and Annotate on Shared WhiteboardsDraw and Annotate on Shared Whiteboards• Import/Export to Lotus Notes and other Import/Export to Lotus Notes and other

SoftwareSoftware• Administer SurveysAdminister Surveys• Obtain Commitment and Take ActionObtain Commitment and Take Action

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GroupSystems Basic ToolsGroupSystems Basic Tools

• Electronic Brainstorming:Electronic Brainstorming: Unstructured idea Unstructured idea

generationgeneration

• Categorizer: Categorizer: Refine, Rearrange, Categorize ideasRefine, Rearrange, Categorize ideas

• Vote:Vote: Prioritize, Measure consensus, Graph resultsPrioritize, Measure consensus, Graph results

• Topic Commenter: Topic Commenter: Structured idea and information

sharing

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GroupSystems BasicToolsGroupSystems BasicTools

• Group Outliner:Group Outliner: Build hierarchical process modelsBuild hierarchical process models

• Shared Whiteboard: Shared Whiteboard: Team Graphical IllustrationTeam Graphical Illustration

• Report Writer: Report Writer: Store Results / Produce ReportsStore Results / Produce Reports

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GroupSystems Advanced ToolsGroupSystems Advanced Tools

• Alternative Analysis: Alternative Analysis: Evaluate alternatives using Evaluate alternatives using multiple criteria. Produce statistical and graphical results.multiple criteria. Produce statistical and graphical results.

• Survey: Survey: Create electronic questionnaires, including Create electronic questionnaires, including subjective and objective items. Collect & tabulate subjective and objective items. Collect & tabulate responses. Produce varied reports.responses. Produce varied reports.

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• Activity Modeler :Activity Modeler :

SMEs describe business processes and activities in SMEs describe business processes and activities in parallel; system makes the linkages and draws the parallel; system makes the linkages and draws the electronic pictures automatically.electronic pictures automatically.

• Data Modeler :Data Modeler :

SMEs describe business Data Flows and Stores in parallel; SMEs describe business Data Flows and Stores in parallel; system makes the relationships and develops data model system makes the relationships and develops data model automatically.automatically.

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Team ProcessesTeam Processes

IdeaIdeaGenerationGeneration

Idea Idea OrganizationOrganization

Idea Evaluation Idea Evaluation and Prioritizationand Prioritization

Idea Idea ExplorationExploration

Idea DevelopmentIdea Developmentand Expositionand Exposition

BrainstormingBrainstormingTopic CommenterTopic CommenterIdea OrganizerIdea OrganizerCategorizerCategorizerGroup OutlinerGroup OutlinerGroup MatrixGroup MatrixAlternative EvaluatorAlternative EvaluatorVoteVoteStake Holder analysisStake Holder analysisAssumption surfacingAssumption surfacingGroup WriterGroup WriterTeam GraphicsTeam GraphicsScreen PrototyperScreen Prototyper

GSS ToolsGSS Tools

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SummarySummary

• Social presence, information richness, and Social presence, information richness, and other factors play role in selecting other factors play role in selecting technologytechnology

• Technologies vary with respect to their Technologies vary with respect to their usefulness for virtual team tasksusefulness for virtual team tasks

• GroupSystems is an example of groupware GroupSystems is an example of groupware that attempts to match tool to taskthat attempts to match tool to task