Chapter 2 Collaboration Information Systems I Got the

Chapter 2 Collaboration Information Systems

“I Got the Email, But I Couldn’t Download the Attachment. ” • Group to determine feasibility of 3 D printer. • Tough for everyone to attend meetings. • Wastes time covering old ground. • Cell phone calls interrupt meeting. • Not all members read group email postings. • Interpersonal conflicts evident. Copyright © 2016 Pearson Education, Inc. 2 -2

Study Questions Q 1: What are the two key characteristics of collaboration? Q 2: What are three criteria for successful collaboration? Q 3: What are the four primary purposes of collaboration? Q 4: What are the requirements for a collaboration information system? Q 5: How can you use collaboration tools to improve team communication? Q 6: How can you use collaboration tools to manage shared content? Q 7: How can you use collaboration tools to manage tasks? Q 8: Which collaboration IS is right for your team? Q 9: 2025? Copyright © 2016 Pearson Education, Inc. 2 -3

Q 1: 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 Copyright © 2016 Pearson Education, Inc. 2 -4

Important Characteristics of a Collaborator Copyright © 2016 Pearson Education, Inc. 2 -5

Not Important Characteristics of a Collaborator Copyright © 2016 Pearson Education, Inc. 2 -6

Guidelines for Giving and Receiving Critical Feedback Copyright © 2016 Pearson Education, Inc. 2

Q 2: 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 Copyright © 2016 Pearson Education, Inc. 2 -8

Q 3: 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. Copyright © 2016 Pearson Education, Inc. 2 -9

Collaboration Needs for Decision Making Copyright © 2016 Pearson Education, Inc. 2 -10

Solving Problems Copyright © 2016 Pearson Education, Inc. 2 -11

Managing Projects Copyright © 2016 Pearson Education, Inc. 2 -12

Q 4: What Are the Requirements for a Collaboration Information System? 1. Hardware 2. Software - email, text messaging, Google Drive, Microsoft Web Apps, other tools to support collaborative work. 3. Data - Project data, Project metadata. 4. Procedures - for use. 5. People - know how, when to use collaboration applications. Copyright © 2016 Pearson Education, Inc. 2 -13

Requirements for Successful Collaboration Copyright © 2016 Pearson Education, Inc. 2 -14

Requirements for Different Collaboration Purposes Copyright © 2016 Pearson Education, Inc. 2 -15

Q 5: How Can You Use Collaboration Tools to Facilitate Communication? Copyright © 2016

Office 365 Lync Whiteboard Showing Simultaneous Contributions Copyright © 2016 Pearson Education, Inc. 2

Videoconferencing Copyright © 2016 Pearson Education, Inc. 2 -18

Example Discussion Forum Copyright © 2016 Pearson Education, Inc. 2 -19

Example of Survey Report Copyright © 2016 Pearson Education, Inc. 2 -20

Q 6: How Can You Use Collaboration Tools to Share Content? Copyright © 2016

Collaboration Tools for Sharing Content Copyright © 2016 Pearson Education, Inc. 2 -22

Shared Content with Version Management on Google Drive Copyright © 2016 Pearson Education, Inc.

Available Types of Documents on Google Drive Copyright © 2016 Pearson Education, Inc. 2

Document Sharing on Google Drive Copyright © 2016 Pearson Education, Inc. 2 -25

Example of Editing a Shared Document on Google Drive Copyright © 2016 Pearson Education,

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. Copyright © 2016 Pearson Education, Inc. 2 -27

Microsoft Share. Point • Large, complex, and very robust application for all types of collaboration. • Used by thousands of businesses, and Share. Point skills are in high demand. • Installed on company's Windows servers or access it over the Internet using Share. Point Online. Copyright © 2016 Pearson Education, Inc. 2 -28

Checking Out a Document Copyright © 2016 Pearson Education, Inc. 2 -29

Example of Workflow Copyright © 2016 Pearson Education, Inc. 2 -30

Ethics Guide: I Know What’s Better, Really • You believe that Alternative Two is vastly preferable. • Alternative One, but Leslie believes just the opposite. Copyright © 2016 Pearson Education, Inc. 2 -31

Ethics Guide: I Know What’s Better, Really (cont'd) • You and co-worker, Leslie Johnson, developed two different alternatives for consideration. • Leslie will miss meeting due to family emergency. • You believe Leslie's plan could cause irreparable harm to company, and your plan is better. • You present your plan, but not Leslie's. • You lead committee to think Leslie supports your plan. Copyright © 2016 Pearson Education, Inc. 2 -32

Ethics Guide: I Know What’s Better, Really (cont'd) • Committee adopts your plan and Leslie never learns committee never saw her plan. • 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. Copyright © 2016 Pearson Education, Inc. 2 -33

Q 7: How Can You Use Collaboration Tools to Manage Tasks? Copyright © 2016

UMIS Production Task List in Share. Point Copyright © 2016 Pearson Education, Inc. 2

UMIS To-Do List in Share. Point (cont'd ) Copyright © 2016 Pearson Education, Inc.

UMIS Completed Tasks in Share. Point Copyright © 2016 Pearson Education, Inc. 2 -37

So What? I Could Work Faster on My Own 1. Describe three jobs that do not involve teams or group work. Do you want any of those jobs? Explain your answer. 2. Consider this statement about collaboration. “When the time comes, I’ll know how to do it. ” – Do you believe this? – How can knowing how to do collaboration benefit you on group projects in school? Copyright © 2016 Pearson Education, Inc. 2 -38

So What? I Could Work Faster on My Own (cont'd) 3. Google Drive, Microsoft One. Drive, and Share. Point all automatically create records of who did what to which documents on their sites. – Could you use this data to demonstrate the amount of work you’ve personally done (or not done) on a team project? – Could your professor use it for assigning individual grades? Copyright © 2016 Pearson Education, Inc. 2 -39

Q 8: Which Collaboration IS Is Right for Your Team? Copyright © 2016 Pearson

Office 365 Features You Need for the Comprehensive Toolset Copyright © 2016 Pearson Education,

Evaluating Learning Time Copyright © 2016 Pearson Education, Inc. 2 -42

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. Copyright © 2016 Pearson Education, Inc. 2 -43

Q 9: 2025? • 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 and asynchronous. • Much less business travel. • Travel industry focused on recreational travel. • Conventions become virtual. Copyright © 2016 Pearson Education, Inc. 2 -44

Security Guide: Securing Collaboration • Identifying all possible ways the R&D division could lose trade secrets. – None of your emails are encrypted. – Internal researchers use a variety of cloud-based data storage services like Google Drive, Dropbox, and One. Drive to share documents. – Using a variety of different devices such as desktop PCs, laptops, tablets, and smart phones. – Instant messaging, video conferencing, social media, web searches, malware, wireless networks, texting, visiting a simple website. Copyright © 2016 Pearson Education, Inc. 2 -45

Security Guide: Challenges • Resistance to security changes • Making things more secure, might make people less productive. • May not have to completely secure all corporate communication. • You don’t have to outrun the bear, just your friends. Copyright © 2016 Pearson Education, Inc. 2 -46

Ethics 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. Copyright © 2016 Pearson Education, Inc. 2 -47

Ethics Guide: Egocentric vs. Empathetic Thinking (summary) Consider All. Road 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. Copyright © 2016 Pearson Education, Inc. 2 -48

Active Review Q 1: What are the two key characteristics of collaboration? Q 2: What are three criteria for successful collaboration? Q 3: What are the four primary purposes of collaboration? Q 4: What are the requirements for a collaboration information system? Q 5: How can you use collaboration tools to improve team communication? Q 6: How can you use collaboration tools to manage shared content? Q 7: How can you use collaboration tools to manage tasks? Q 8: Which collaboration IS is right for your team? Q 9: 2025? Copyright © 2016 Pearson Education, Inc. 2 -49