Collaboration Information Systems

What is Collaboration?

• Collaboration: Individuals working together to achieve a common goal. IS enhances efficiency.

Team Collaboration Issues

• Lack of vision, unclear responsibilities, poor communication, suppressed innovation, absence of project plan.

Characteristics of a Good Team Collaborator

• Enthusiastic, open, respectful, timely, perceptive, low maintenance, high follow-through. Collaboration is about people.

Critical Collaboration Drivers

• Effectiveness: Communication, Content Management, Workflow Control. Problem: Difference between current and desired situations.

Teams in the 21st Century

• Engage and inspire team members.

Communication

• Key Elements: Feedback, open communication, understanding, availability. Communication is technology and people.

Telepresence

• Aims to simulate physical presence.

The Collaboration Process Feedback Loop

• Clarify the problem, identify/manage stakeholders, work together, communicate decisions, gain/share knowledge.

IS Requirements for Different Collaboration Purposes

• Become Informed: Share data, support communication, manage tasks, store history.

• Make Decisions: Share criteria, alternatives, evaluation tools/results, plan; support communication, manage tasks, publish decisions.

• Solve Problems: Share definitions, alternatives, costs/benefits, evaluations, plans; support communication, manage tasks, publish problem/solution.

• Manage Projects: Support project phases, communication, task management.

Decision Type and Collaboration Relationship

• Operational: Structured.

• Managerial: Structured/Unstructured.

• Strategic: Unstructured.

Communication Types

• Synchronous: Real-time interaction.

• Asynchronous: Interaction at different times.

Technology to Facilitate Communication

• Synchronous: Calendars, calls, chat, video.

• Asynchronous: Email, forums, surveys.

Asynchronous Examples

• Issues: Impersonal, time delay, disconnected threads. Examples: Email, forum, survey.

Evolution of Synchronous Online Collaboration

• Pre-2020: Basic features.

• 2020: Competitive features.

• 2021+: Meeting augmentation.

Synchronous Example: Virtual Meetings

• Tools: Calls, chat, whiteboards, video.

Microsoft Teams

• Collaborative structure with personal apps, bots, chat, etc. Integrates with Office365.

Content Management

• Manage content to avoid conflicts, track changes, control access.

Three Categories of Sharing Content

• Shared Content with No Control: Email attachments, shared file server.

• Shared Content with Version Management: Wikis, Google Docs.

• Shared Content with Version Control: Controlled access, check-in/check-out.

Version Management Example: Wikis

• Shared knowledge bases that track changes.

Version Management Example: Google Docs

• Stored on Google servers, track revisions.

Shared Content with Version Control

• Manage changes with permissions and shared directories. Requires check out/in.

Workflow

• Process to create, edit, use, and dispose of content. Specifies task ordering.

Workflow Types

• Sequential: One after another.

• Parallel: Simultaneously.

Microsoft SharePoint

• Facilitates teamwork: workflow, forums, sites, wikis, blogs, surveys, version control. Popular for business.

KISS (Keep It Simple, Stupid)

• Keep it simple, eliminate unnecessary checks.

Decision Type and Decision Process Relationship

• Strategic: Broad, unstructured.

• Managerial: Resource allocation, structured/unstructured.

• Operational: Daily activities, structured.

Decision Making and Collaboration Systems

• Unstructured: Require collaboration, feedback, iteration. Communication is important.

• Structured: Less collaboration needed, accepted method exists.

There is more to collaboration…

• Best-in-class system integrates documents, records, search, web content, forms, workflow.

How Will Collaboration Change By 202X?

• Fewer face-to-face meetings, more