group support systems1

8/3/2019 Group Support Systems1

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Group Support Systems

Sara Baumhofer

Matt Feichtner

Gary Hayman

Dave Nazworth


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Definition of Groupware

Groupware is technology designed to facilitate

the work of groups. This technology may be

used to communicate, cooperate, coordinate,solve problems, compete, or negotiate.

While traditional technologies like the telephone

qualify as groupware, the term is ordinarily used

to refer to a specific class of technologies relying

on modern computer networks, such as email,

newsgroups, videophones, or chat.


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New Organizational Structure

No longer traditional hierarchies

Now fishnet, spaghetti, or adhocracies

courtesy of Robert Johansen and Swigart

"Upsizing the Individual in the Downsized Organization" pg16


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The Time/Place Matrix

Decision roomPresentation software

PC screen sharing software

Teleconferencing

Video

Audio

Personal

Group memorymanagement software

Kiosks

Group displays

E-mailWorkflow software

Group authoring software

Computer conferencing

Same place Different place

Same time

Different time


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Study of meetings

Purported purpose is completed only 50% of thetime

of meeting participants complain they wastebetween 11 and 25% of the time discussingirrelevant issues

1/3 feel pressured to publicly espouse opinions

with which they privately disagree 63% feel that underlying issues outside the scope

of the official agenda are the subjects underdiscussion


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The Changing Environment

Groupware maximizes human interaction while minimizingtechnology interface


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Why use groupware

To facilitate communication: faster, clearer, morepersuasive

Enable communication where it wouldntotherwise be possible

Telecommuting

Cut down on travel costs

Bring together multiple perspectives andexpertise

Knowledge management


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More advantages

Form groups with common interests where itwouldnt be possible to gather a sufficient

number of people face-to-face Save time and cost in coordinating group work

Facilitate group problem-solving

Enable new modes of communication, such as

anonymous interchanges or structuredinteractions

Saves meeting time

Leveraging professional expertise


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Groupware Design

Understanding groups and how people behave ingroups

Good understanding of networking technologyand how aspects of that technology affect usersexperience

Traditional user interface design

Focus on purpose Office automation and productivity

Group project management

Publications coordination and routing

Meeting facilitation


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Special Considerations

Different size groups behave differently

Ease of use must be better for groupware than

single user systems

System responsiveness and reliability

Understand degree of homogeneity

Possible roles people play in cooperative work Know key decision-makers and what influences

them


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Formula for Success

Groupware Success = Technology + Culture +Economics + Politics

The further to the right a factor is in the equation,

the greater its potential impact on the success of

the project

Groupware functions in a sauce-technical

environment


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Pitfalls

Significantly more difficult to get right thantraditional software

System cant succeed unless most or all the targetgroup is willing to adopt the system

Integration into existing systems can be difficult

Testing is difficult and roles change due to

volatility of groups Resistance to change

Problems are not technical, but social


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Resistance


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Groupware Categories

E-mail and messaging

Group calendaring and scheduling

Electronic meeting systems

Desktop and real-time data conferencing

Non-real time conferencing

Group document handling


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More Groupware Categories

Workflow

Workgroup utilities and groupware development

tools

Groupware frameworks

Groupware services

Groupware applications Collaborative Internet-based applications


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AnotherFun Graph


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Enhance Team Productivity

Access important files from the road easily

Manage document revisions automatically

Collaborate with team members from anywhere

Share calendar and contact information instantly

Schedule reminders for the whole team

Access all your email accounts from one inbox


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Save Money

Save thousands of dollars over other intranet

options

Reduce time-consuming meetings, phone calls,and travel expenses

Avoid expensive overnight mailings and couriers

Get updated versions automatically

Find great discounts in the HotOffice Business

Center


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Share Ideas and Information

Organize company information in a securecentral location

Gather constant feedback with real-timeonline conferences

Brainstorm using online bulletin boards

Receive alerts when new documents areposted

Pick up phone messages after office hours


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SafeguardData

Back up important documents in a secure,

encrypted off-site location

Reduce risk of loss due to computer

damage or theft

Ensure remote access anytime


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Stay Current

Use the latest web technology without

having to upgrade

Never buy new server hardware or

software

Stay connected to the latest Internet

business services


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Cutting Edge Features

Document Management

Customization

My Desk Calendar

Bulletin Boards

Email

Group Contact Manager

Intellisync for HotOffice

Online Document Viewer

Private Chat Rooms

Business Center Web Links

Access Rights

CD Backup

Reminders


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The Pitch

Could spend tens of thousands of dollars tocreate and manage a company intranet

Save by reduced labor and maintenancecharges

Anytime anywhere access, and no upgradeor maintenance fees to worry about

Up to 20 users For 21- 49 users For 50+ users


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HotOffice Specifics

HotOffice includes:

20 MB of storage peruser

All the communicationand collaboration toolsdescribed in this website

The ability to uploadyour company logo todisplay in yourHotOffice

One free CD backupper year

Special offers andconvenient services inthe Business Center

Free technical supportwith a toll-free phonecall

Additional storage maybe purchased for $2.50per20 MB per month.


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Demo Time!

With Gary and Dave

group support systems1

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