Groupware Objectives What is Groupware Why organization use

Groupware

Objectives � What is Groupware � Why organization use Groupware � Categories of Groupware � Barriers of Groupware � Getting Groupware to work in your organization � Conclusion

Definition of Groupware � Programs that help people work together collectively while located remotely from each other. � Collaborative software, or groupware, is technology designed to facilitate the work of groups. � Programs that enable real time collaboration are called Synchronous Groupware. � Often called collaborative software, groupware is an integral component of a field of study known as Computer-Supported Cooperative Work or CSCW.

Why organizations are using Groupware � Quality improvement � Better cost control � Increased productivity � Better customer service � Support for TQM (Integrate all org function) � Allows for fewer meetings � Automating routine processes � Provide new services

Why organizations are using Groupware � There are technological infrastructures available to support Groupware � Decreasing cost for purchasing the hardware and software � Downsizing is increasing the need for greater productivity � Well known companies are offering Groupware

� Increased Competition � Increased complexity in products and business procedures

Five basic categories for groupware product � Email/messaging � Group calendaring and scheduling � Conferencing products � Workflow tools � Group document handling

Conceptual Picture of Groupware

Email/messaging � The different between email and messaging ◦ Email is an application used to read and create electronic messages ◦ Messaging is the electronic infrastructure upon which email resides. Messaging consists of two components: �The user (front end) �Messaging services(back end)

Example of email/messaging product available � Cc: mail (lotus development) � Microsoft mail/exchange � Intelligent mail � MHS (Novell)

Group calendaring and scheduling � Helps organizations track and manage schedules of individuals within an organization � Assist in communication � Saves time � Lowers cost � Schedule across multiple time zone

Real world example � 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 secretary needed for the meeting were spread out doing other projects at different locations.

Real world example � The biggest problem � Getting the secretary together for an hour by the end of the Friday.

Real world example � Without group calendaring and scheduling ◦ Call the secretary on the phone ◦ Leave messages ◦ Discovering the secretaries won’t be back for some time ◦ Email secretaries and wait for a response ◦ Frustration builds due to not being able to get a hold of the four secretaries

Real world example � With ◦ ◦ ◦ group calendaring and scheduling Open up the scheduling application Select the managers needed for the meeting Do a “free time search” Schedule the meeting Leave the message describing the purpose of the meeting

Conferencing/Ems (electronic meeting system) � Bring people together over large distances � Saves time � Lowers travel expenses � Increase productivity � Assists in increased involvement of employees

Conferencing / Ems � What is Ems ? ◦ Ems is a typically a network of personal computers, one for each person involved in the meeting ◦ Collection of computer based tools �Brainstorming tools �Idea generator �Voting tools �Focus group discussion tools

Example of conferencing products � Lotus Notes (IBM) � Oracle office � Team talk � The meeting room

Workflow � Workflow is the automation and management of business processes. � Workflow consists of: ◦ ◦ Tasks collection of activities People Tools business application Data

e-approval flow

Work Flow Available � Workflow Analyst (ATI) � Staffware for windows � Formflow � E-tippani � Jetform

Group Document Handling � With the use of document management system, organization can ◦ Manage large amount of document ◦ Share digital document opposed to paper documents ◦ Allow group editing ◦ Maintains document databases ◦ Links documents and people

e-document flow

DMS product � Face to Face � Workflo � Documentum � Markup

Mobile Service Concept

Groupware Barriers � Technical � Cultural � Economic � Political � Confusion

Brain Storming Exercises � How can you get groupware to succeed in your organization ?

Organization � Find a champion or sponsor to support the implementation of Groupware � Plan for changes in the corporate culture � Don’t try to implement Groupware to the whole organization all at once ◦ Pilot project should be �Innovative �Visible and have a financial impact

Organization � Realize the training, maintenance and support will be the majority of the cost � Use software to solve specific business problems which hasn’t been solved using the traditional methods � Have adequate planning, support, training and maintenance for your project

Organization � No single groupware product can do it all � Use internal people or consultants to ensure your project’s success � Get user involvement � Be prepared for resistance from employee

Conclusion � Groupware is a tools to help solve specific business problem � Need to overcome barriers � Determine the right for your specific purpose � Get the user involvement in the planning phase

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