Ch7 Collaboration: Key Concepts

Collaboration: Key Concepts

  • Collaboration is a social activity; people do business with people; technology supports group work; information systems can support collaboration.
  • Common challenges: difficulty attending meetings, meetings re-covering old ground, interruptions, and poor communication or conflicts.

Primary Purposes of Collaboration

  • Become informed: share data and interpretations; develop and document shared understandings.
  • Make decisions.
  • Solve problems.
  • Manage projects.

Why Collaborate? (Decision-Making Needs)

  • Collaboration needs increase as decisions move from unstructured/operational to structured/managerial/strategic levels.

Successful Collaboration

  • Definition: people working together to achieve a common goal.
  • Feedback and iteration are essential; simple cooperation often lacks a feedback/iteration loop.

Characteristics of a Collaborator

  • Two key features: members learn from each other; provide constructive criticism (positive and negative) and welcome different, even unpopular ideas.
  • Avoid groupthink (unpopular ideas are valuable).

Important Characteristics of a Collaborator (Selected Traits)

  • Enthusiastic about the subject; open-minded and curious.
  • Speaks mind even if unpopular; timely in responses.
  • Willing to enter difficult conversations; perceptive listener.
  • Skilled at giving/receiving negative feedback; willing to propose unpopular ideas.
  • Self-managing; follows through on commitments.
  • Thinks differently; well organized; trusted by others.
  • Has experience as a collaborator; capable presenter.

Guidelines for Giving and Receiving Constructive Criticism

  • Giving Constructive Criticism:
    • Be specific.
    • Offer suggestions.
    • Avoid personal comments.
    • Set positive goals.
  • Accepting Constructive Criticism:
    • Question emotions; avoid personal attacks.
    • Do not dominate; share time fairly.
    • Demonstrate commitment to the group.

Three Criteria for Successful Collaboration

  • Successful outcome.
  • Growth in team capability.
  • Meaningful and satisfying experience.

Solving Problems (Phases)

  • Define the problem.
  • Identify alternative solutions.
  • Specify evaluation criteria.
  • Evaluate alternatives.
  • Select an alternative.
  • Implement the solution.

Project Management Tasks and Data (Phases and Key Activities)

  • Starting: set team authority; define project scope and initial budget; form team; establish roles/responsibilities; set team rules; startup documents; personal data.
  • Planning: determine tasks and dependencies; assign tasks; determine schedule; revise budget; project plan and documents.
  • Doing: perform project tasks; manage tasks and budget; solve problems; reschedule as needed; document and report progress.
  • Finalizing: determine completion; prepare archival documents; disband team.

Collaboration Tools for Communication

  • Synchronous (real-time): single location; shared calendars; invitation/attendance; office apps; shared whiteboards; videoconferencing; screen sharing.
  • Asynchronous (not real-time): multiple locations; conference calls; multiparty text chat; email; discussion forums; team surveys; webinars; virtual meetings.

Collaboration Tool Examples (Content, Applications, Storage Alternatives)

  • Desktop/Web/Cloud content types:
    • Office documents (Word, Excel, PowerPoint): Microsoft Office, LibreOffice, NeoOffice; cloud: Google Docs; Microsoft 365; Google Drive; Microsoft OneDrive; Microsoft SharePoint; Dropbox; Apple iCloud.
    • PDFs: Adobe Acrobat; viewers in Google Drive, OneDrive, SharePoint.
    • Photos/videos: Adobe Photoshop, Camtasia, Google Picasa; Google Drive; OneDrive; SharePoint; Dropbox; Apple iCloud.
    • Other (engineering drawings): AutoCAD, SolidWorks; Fusion 360, SketchUp; Google Drive; OneDrive; SharePoint; Dropbox; Apple iCloud.

Project Management & Collaboration Tools

  • Examples: Gantt charts; PERT charts; cost spreadsheets; technical specs; collaboration information systems (e.g., Microsoft Teams).

Major Constraints in Projects

  • Time: duration to complete the project.
  • Cost: total resources required.
  • Scope: requirements for the project.
  • Trade-offs exist between time, cost, and scope.

Success Factors in Projects

  • Manage strategy and stakeholders effectively.
  • Master related technology and domain content.
  • Build an effective team with incentives aligned to project goals.
  • Excel at core PM practices (short delivery cycles, rigorous quality checks).

Common Factors of Failure

  • Lack of focus and project definition.
  • Changing requirements, scope creep, and resource issues.
  • Inadequate or non-aligned skills among team members.
  • Poor planning and management execution.

Project Management Tools

  • Gantt charts; PERT charts; cost spreadsheets; technical specifications; collaboration information systems (e.g., Microsoft Teams).

PERT Chart (Example)

  • Illustrates task sequencing and timing with start/end dates; used to model project timelines.

Golden Rules for Projects

  • Know your stakeholders and their agendas.
  • Construct feasible plans and document work.
  • Assign tasks and deadlines to project team members.
  • Stay focused on the project goal, not distractions.