Chapter 2 Collaboration Information Systems Jason C H
Chapter 2 Collaboration Information Systems Jason C. H. Chen, Ph. D. Professor of MIS School of Business Administration Gonzaga University Spokane, WA 99258 chen@gonzaga. edu Dr. Chen, Management Information Systems 1
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? Dr. Chen, Management Information Systems 2
Collaboration vs. Communication • Collaboration = ? Communication • Collaboration involves communication • We can’t collaborate without effective communication • What other elements constitute “Collaboration? Dr. Chen, Management Information Systems
Collaboration vs. Cooperation • Collaboration – a group of people working together to achieve a common goal (or result or work product) via a process of feedback and iteration. – Greater than individuals working alone – Involves more than ______ and ______ alone • Cooperation – a group of people working together, all doing essentially the same type of work, to accomplish a job. – E. g. , a group of four painters, each painting different wall in the same room, are working cooperatively. – Cooperation lacks feedback and iteration Dr. Chen, Management Information Systems
Q 1: What Are the Two Key Characteristics of Collaboration? Two key characteristics: 1. Two or more people working together to achieve a common goal 2. Feedback and iteration ØCooperation lacks feedback and iteration The three critical collaboration drivers are: 1. ________ – Skill, ability and IS 2. _____ management – Who made what changes, when, why and where 3. _____ control – Process or procedure by which content is created, edited, used and disposed. Dr. Chen, Management Information Systems
Q 2: What Are Three Criteria for Successful Collaboration? Criteria for judging team success: 1. Successful _____ – “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, ____ , camaraderie Dr. Chen, Management Information Systems 6
Q 3: What Are the Four Primary Purposes of Collaboration? 1. Become _____. – Share data and communicate to share interpretations. – Develop and document shared understandings. 2. Make ____. 3. Solve _____. 4. Manage projects. Dr. Chen, Management Information Systems 7
Goal of Business and Its Supporting Processes… [1] [4] Project Management [2] MIS/ IT Information DB, KB Dr. Chen, Management Information Systems Decision Making [3] Problem Solving Revenue/ Profit
Relationship Between Decision Type and Decision Process • Operational decisions tend to be _______. • Strategic decisions tend to be _______ • Managerial decisions tend to be both structured and unstructured. Semi-structured • Unstructured operational decision: “How many taxicab drivers do we need on the night before the homecoming game? ” • Structured strategic decision: “How should we assign sales quotas for a new product? ” Fig. 2 -3: Collaboration Needs for Decision Making Dr. Chen, Management Information Systems
Systems Approach to Decision Making and Problem Solving Problems Monitor and Evaluate Results Define the Problem Dr. Chen, Management Information Systems Develop Alternative Solutions Intelligence Select the Solution Design Implement the Solution Choice Fig. 2 -4 Problem Solving Tasks
Project Triangle (Project Management Trade-offs) Four Phases of Managing Projects: 1. Starting 2. Planning 3. Doing 4. Finalizing Cost Time The center of project triangle is ____ Scope The objective of the PM is to define project’s scope realistically and ultimately deliver quality of product/service on time, on budget and within scope. Dr. Chen, Management Information Systems
Using Collaboration Systems for Project Management Fig. 2 -5: Project Management Tasks and Data Dr. Chen, Management Information Systems 12
Collaboration Systems for Decision Making, Problem Solving & Project Management (same version) (Fundamental Activity) Fig 2 -(Extra): Collaboration Systems for Decision Making, Problem Solving & Project Mgt Dr. Chen, Management Information Systems
Q 4: What Are the Requirements for a Collaboration Information System? • Collaboration IS components § Hardware - servers or cloud § Software – email, text messaging, Google Drive, Microsoft Web Apps, other tools to support collaborative work. § Data – project data and project metadata (is data used to manage the project) § Procedure – specify standards, policies, and techniques for conducting the team’s work § People- team members give and receive critical feedback and know how and when to use collaboration applications. Dr. Chen, Management Information Systems 14
Requirements for Successful Collaboration IT Roles? Fig. 2 -6: Requirements for a Collaboration IS Dr. Chen, Management Information Systems 15
Q 5: How Can You Use Collaboration (Technology) Tools to Facilitate Communication? Synchronous communication: Team members meet at the same time, but not necessarily at the same geographic location (conference calls, face-to-facemeetings, or online meetings) Asynchronous communication: Team members do not meet at the same time or in the same geographic location (discussion forums or email exchanges) Fig 2 -8 Collaboration Tools for Communication Dr. Chen, Management Information Systems Virtual Organization
Q 6: How Can You Use Collaboration Tools to Share Content? Collaboration tools for three categories of content: Your choice depends on the degree of control your team needs to complete their tasks Keep track of version changes and prevent problems due to concurrent document access (but with ____ limitations than version control Fig. 2 -14: Collaboration Tools for Sharing Content Dr. Chen, Management Information Systems Shared content with version control provides _____ limitations than version management and more control over changes to documents. Enables to determine what actions (read/edit/delete) one user may take
Shared Content with Version Management on Google Drive Figure 2 -15 Form for Creating a Google Drive Account Dr. Chen, Management Information Systems 18
Available Types of Documents on Google Drive Figure 2 -16 Available Types of Documents on Google Drive Dr. Chen, Management Information Systems 19
Document Sharing on Google Drive Figure 2 -17 Document Sharing on Google Drive Dr. Chen, Management Information Systems 20
COLLABORATION COMMUNICATION CONTENT MANAGEMENT COLLABORATION with COORDINATION WORKFLOW CONTORL Dr. Chen, Management Information Systems Technology Dr. Chen, The Challenge of the Information TM -21
Q 8: Which Collaboration IS Is Right for Your Team? Dr. Chen, Management Information Systems Figure 2 -25 Three Collaboration Tool Sets 22
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. Dr. Chen, Management Information Systems 23
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. Dr. Chen, Management Information Systems 24
• END of CHAPTER 2 Dr. Chen, Management Information Systems 25
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