web based collaboration tools teamwork via the web · ©2009 prh consulting, inc., wheaton il and...

leveraging knowleveraging know‐‐how for performance!how for performance!™™

20 Danada Square West, #102Wheaton, IL 60189phone: 630.682.1649web: www.prhconsulting.com

Chicago eLearning & Technology ShowcaseAugust 2009

PRH Consulting, Inc.

Web‐based Collaboration ToolsTeamwork via the Web

Pete Hybertprincipal consultantPRH Consulting Inc.

Dottie Soelkesenior consultantSoelke Consulting Inc.Member of the PRH Consulting Network

PRH Consulting, Inc.

©2009 PRH Consulting, Inc., Wheaton IL and Soelke Consulting, Inc., Naperville IL

PRH Consulting, Inc. Web‐based Collaboration Tools—Teamwork via the Web

11

Tweets may be displayed on screen at the end of the session.

Before we get started…

Twitter: Include #webcollab to post

Live Streaming Video

In the spirit of the conference theme, we are trying some new (for us) technology for this presentation.

http://www.prhconsulting.com/resources/PRH106_Ustream.htm

Case sensitive Underscore



22

Table of Contents

Session Overview/Objectives

Introductions

The Concept of Collaboration

Drivers

Evolution

Collaborative Web Tools Matrix

Wrap‐up

Q&A



33

Session Objectives

Identify tools that will help teams work productively in a virtual environment:

Project management

Deliverables development (e.g., presentations and documents)

Working and informational meetings

Synchronous and asynchronous events

Group learning

Networking– Professional– Social

Objectives:



44

Introductions

Worked in the human performance improvement industry since 1984; external consultant since 1989

Authored more than thirty articles on a variety of HPT‐related topics

Presented multiple times at ISPI, CISPI (Chicago Chapter of ISPI), ASQ, and ASTD

Served as a volunteer• ISPI Chicago Chapter Past‐President• ISPI Awards Committee Chair• ISPI Nominations Committee Chair

CPT since 2003, Lifetime ISPI Member since 2007Pete HybertPete Hybertwww.prhconsulting.comwww.prhconsulting.com

Dottie SoelkeDottie Soelkewww.soelkeconsulting.comwww.soelkeconsulting.com

Worked in the HPT industry since 1986; external consultant since 1993

Authored/ co‐authored more than ten articles

Presented multiple times at ISPI, CISPI (Chicago chapter ISPI), and the NorthWest Network

Served as a volunteer

• ISPI Awards Redesign Project• ISPI Nominations Committee (2 years)• ISPI Awards of Excellence Committee• CISPI VP of Publications and Programs Committee Member

CPT since 2003



55

The Concept of Collaboration

Definition: Two or more people who work together to …

Plan

Make decisions

Solve problems

Generate ideas

Develop content or information



66

This is the way we work now!This is the way we work now!Home office/ virtual office

No conference room

Ad hoc meetings

Reduce travel costs

Reduce time off the job (for e.g., travel time)

Multi‐location companies

Distributed expertise

Organization Drivers

What is it that drives our organizations to distance collaboration, virtual teamwork, etc.?



77

Web Collaboration Tools Evolution

Problems we had to solve in the beginning …

Working across companies and firewalls was challenging• Difficult to connect to the outside world• Difficult to load client applications or “plug‐ins”

There weren’t many tools out there

Participants didn’t know how to use the tools

Technical issues were common



88

Web Collaboration Tools Evolution

New problems …

Multi‐tasking

Random access (web conferencing)

Participants can only see the display area (one screen or canvas at a time)

Input limitations – functions only as quickly as your microprocessor

Electronic communications are different than face‐to‐face communications



99

Orientation to Web Collaboration Tools Matrix

Categories across the top• Calendar/Schedule• File Sharing & Storage• Online Meetings• Project Management

Functions and tasks down the right‐hand and left‐hand sides

• Meeting Coordination• Document Management• Project Management• Presentation (synchronous) Sharing

General comments at the bottom• Costs• Limitations• Etc.

Web-Based Collaboration ToolsTeamwork Via the Web

Overview

PresentPresent

PRH Consulting Inc.

Peter R. HybertPeter R. Hybert Dottie A. SoelkeDottie A. Soelke

Soelke Consulting, Inc.

August 19, 2009 | Roosevelt University

The cost of travel means teams that are not co-located must rely on collaborating via the web. All too often, this sounds better than it works. You can waste a lot of your team’s time just trying to operate your chosen web tools.

We’ve been climbing this learning curve for several years…maybe you have too. Let’s discuss the pros and cons of several web tools and how they can help your distributed work team be productive virtually.

Web-Based Collaboration ToolsTeamwork Via the Web

Overview

PresentPresent

PRH Consulting Inc.

Peter R. HybertPeter R. Hybert Dottie A. SoelkeDottie A. SoelkePeter R. HybertPeter R. Hybert Dottie A. SoelkeDottie A. Soelke

Soelke Consulting, Inc.Soelke Consulting, Inc.

August 19, 2009 | Roosevelt University







1010

Orientation to Web Collaboration Tools Matrix

Categories (in the yellow bar)

Functions (in the grey bars)

URLs

Applications and Providers

Tasks (under Functions)



1111

Calendar/Scheduling Tools

Key tasks• Import contact lists• Propose meeting date choices• Send automated results of meeting date voting• Select meeting date• Send out invitations• Confirm attendance• Send out automated reminders

Applications and providers• Meeting Wizard• Google Calendar• TimeBridge• … and more

CATEGORY C A L E N D A R / S C H E D U L E

Name Meeting Wizard Google Calendar

URL www.meetingwizard.com http://www.google.com/calendar/render/

Capability/ FunctionalityMeeting CoordinationImport contact lists Y (from a variety of sources including Outlook) NPropose meeting date choices

Y N

Sends automated results of meeting date voting

Y N

Select meeting date Allows voting YSend out invitations Y YConfirms attendance Y NSend out automated reminders

Y Y (only to calendar owner)

Document ManagementPost documents for shared review

N N

Edit documents on-line (multiple users)

N N

Version control N N

File/folder management N NProject ManagementPost calendar N NPost Actions/Tasks N NTrack issues N NTime tracking N NResource allocation N NPresentation (Synchronous) SharingShare presentation N NShare file (.xls, .doc, .mpp, etc.)

N

Share desktop N NShare application (remote access)

N N

Real-time co-editing and remote control

N

Browser sharing NParticipant chat N NParticipant hand-raising N NAudio conferencing N NVideo conferencing NMeeting recording N NWhiteboard/ annotation tools

N

Polling NGeneralCost Free Free

"Plug-in" required N NLimitations: # users 50 participants N

Limitations: Storage none (unlimited # of meetings) Y--7+ gigs...plenty

Sync/Ability to work offline N Syncs with OutlookCan set up to work offline with Google Gears

Comment • Sponsored by GoToMeeting• Recipients of meeting requests do not need to be registered with Meeting Wizard• Doesn't pretend to be anything but a meeting scheduler

• Simple, intuitive, easy to use•Can easily embed calendars in web pages

Page 2



1212

File Sharing and Storage

Key tasks• Post documents for shared review• Edit documents online (multiple users)• Version control• File/ folder management

Applications and providers• Microsoft Sharepoint• Google Docs• The Filing Room• … and more

F I L E S H A R I N G & S T O R A G E CATEGORYMS Sharepoint (File/ Project Sites) Google Docs The Filing Room Name

http://www.microsoft.com/sharepoint/default.mspx https://www.google.com/(select MORE select DOCUMENTS)

http://thefilingroom.com/ URL

Capability/ FunctionalityMeeting Coordination

See "Live Meeting" column N N Import contact listsN N N Propose meeting date choices

N N N Sends automated results of meeting date voting

N N N Select meeting dateN N N Send out invitationsN N Confirms attendanceN N N Send out automated reminders

Document ManagementY using "check in/check out" Y Y Post documents for shared

reviewY Y N Edit documents on-line

(multiple users)Y Relies on editors/ access control Relies on editors/ access control;

Can get notifications of changesVersion control

Y Y (folders apply to individual users) Y (folders apply to all users) File/folder managementProject Management

Y (can sync with Outlook) N N Post calendarY N N Post Actions/TasksY N N Track issuesN N N Time tracking

N N Resource allocationPresentation (Synchronous) Sharing

See "LiveMeeting" Y As a file Share presentationY Share file (.xls, .doc, .mpp, etc.)

See "LiveMeeting" N N Share desktopSee "LiveMeeting" N N Share application (remote

access)See "LiveMeeting" Real-time co-editing and

remote controlSee "LiveMeeting" N N Browser sharingSee "LiveMeeting" N N Participant chatSee "LiveMeeting" N N Participant hand-raisingSee "LiveMeeting" N N Audio conferencingSee "LiveMeeting" N N Video conferencingSee "LiveMeeting" N N Meeting recordingSee "LiveMeeting" Y (Can start documents) N Whiteboard/ annotation tools

See "LiveMeeting" N N PollingGeneral

Cost varies depending on # users and package- Live meeting alone, 5 licenses = $36.50/moCan get full suite for $75/mo

Free Low cost--$5 per month for 1 GB Cost

Y (can use with only web app however) N N "Plug-in" requiredN Max 10 users with minimum purchase; can

purchase additional users if neededLimitations: # users

Y--5 gig per site (Additional available) Y--500K per document, plus up to 2MB per embedded image

1 gig minimum purchase; can purchase additional space if needed

Limitations: Storage

N Y--with Google Desktop N Sync/Ability to work offline

• One of the most confusing admin websites/ processes I've ever used

• Launches a new window everytime you click something

• Basic--can be difficult to move files around (e.g., must empty folders before deleting the folder)

Comment

Page 3



1313

Online Meetings

Key tasks• Share presentation• Share files• Share desktop• Share application (remote access)

• Co‐edit in real time and remote control

• Share browser• Participant chat• Participant hand‐raising• Audio conference• Video conference• Record meeting• Whiteboard/ annotation tools

• Polling

CATEGORY O N - L I N E M E E T I N G S CATEGORYName WebEx WebPresentNow Web Visuals MS Live Meeting Meet Me Now Vyew Go To Meeting Dim Dim OOVOO Adobe Acrobat Connect Pro Gogrok Name

URL www.webex.com http://www.webpresentnow.com/ http://meetingconnect.net/web-visuals/index.php http://office.microsoft.com/en-us/livemeeting/default.aspx

http://meetmenow.webex.com/ http://vyew.com/site/ https://www1.gotomeeting.com/?Portal=gotomeeting.com

http://www.dimdim.com/ http://www.oovoo.com/ http://tryit.adobe.com/us/connectpro/webconference/?sdid=DJZHD

http://gogrok.com/en/index.html URL

Capability/ Functionality Capability/ FunctionalityMeeting Coordination Meeting CoordinationImport contact lists Y N (but can send invites from email) N (but can send invites from email) N integrates with Outlook, Yahoo, AIM N N N N Y (schedule meetings from Outlook) N Import contact lists

Propose meeting date choices

N N N N N N N N N N Propose meeting date choices


N N N N N N N N N N Sends automated results of meeting date voting

Select meeting date Y Y Y Y Y Y Y N N Y N Select meeting dateSend out invitations Y Y Y Y Y Y Y Y N Y Y (via IM) Send out invitations

Confirms attendance Y ?? ?? Y N Y Y N N Y (via Outlook) N Confirms attendanceSend out automated reminders

Y ?? ?? Y N Y Y (to meeting organizer only) N N Y N Send out automated reminders

Document Management Document ManagementPost documents for shared review

Y NA NA See Sharepoint N Y N N N N N Post documents for shared review


Y NA NA N N Y (If created within Vyew) N N N N N Edit documents on-line (multiple users)

Version control Y (using "check in/check out) NA NA N N N N N N N N Version controlFile/folder management Y NA NA N N N N N N N N File/folder managementProject Management Project ManagementPost calendar Y NA NA N N N N N N N N Post calendarPost Actions/Tasks Y NA NA N N N N N N N N Post Actions/TasksTrack issues Y NA NA N N N N N N N N Track issuesTime tracking N NA NA N N N N N N N N Time trackingResource allocation Y NA NA N N N N N N N N Resource allocationPresentation (Synchronous) Sharing

Presentation (Synchronous) Sharing

Share presentation Y Y Y Y N Y Y Y N Y Y Share presentation

Share file (.xls, .doc, .mpp, etc.)

Y Y Y Y N Y Y N N Y Y Share file (.xls, .doc, .mpp, etc.)

Share desktop Y Y Y Y Y Y Y Y N Y Y Share desktop

Share application (remote access)

Y Y Y Y N Y Y PowerPoint and PDF only N Y Y Share application (remote access)


Y Y (by granting presenter or drawing permissions)

Y Y (Sort of; meeting leader can pass control)

Y Y Y N Y Y Real-time co-editing and remote control

Browser sharing Y Y Y Y N Y N Y N Y Y Browser sharing

Participant chat Y Y Y Y Y Y Y Y N Y Y Participant chat

Participant hand-raising Y Y Y Y N Y Y Y N Y N Participant hand-raising

Audio conferencing Y (separate toll-free dail-in) Y (via dial-in) Y (via dial-in) Y Y (separate non-tollfree dial in; no VOIP) Y Y Y (VOIP and free dial-in) Y Y (VOIP and teleconference) Y Audio conferencing

Video conferencing Y Y Y Y Y Y N (doesn't support video, but can use webcams and video clips)

Y Y Y Y Video conferencing

Meeting recording Y Y Y Y N Y Y Y N Y N Meeting recording

Whiteboard/ annotation tools

Y Y Y Y Y Y Y (primitive drawing tools) Y N Y Y Whiteboard/ annotation tools

Polling Y Y Y Y N N Y N N Y N PollingGeneral GeneralCost $39/month for individuals; $59-$69/month

for organizations; $.33/minute/ participant for pay-per-useWeb Office: ranges from $53.95/month for 1 - 5 users to $2250/month for 251-500 users

wouldn't discuss actual price; flat monthly fee or pay-per-use



$49/month; $468/year (no extra cost for teleconferencing)

Low cost: $10/month for basic package

$49/month$468/year

Free (for up to 20 users)20 participants = $99/year40 participants = $198/year60 participants = $297/year80 participants = $396/year100 participants = $495/year

free; additional functionality with pay service - (free version allows 3 person chat, can upgrade to 6person video chat and minutes for US/Canada phone service)

* 1-5 users: $375/mo* 6-10 users: $750/mo* pay-per-use: $.32/ user/ minute* annual subscription available at unknown cost

free Cost

"Plug-in" required N N for participants Y for host

N for participants Y for host

Y Y N Y N (as long as attendees have IE, Firefox, or Safari plus Flash Player; but presenters do need plugin for sharing desktop)

Y N (requires Flash Player which most people already have)

Y "Plug-in" required

Limitations: # users Web Conferencing: 15 - 3000 depending on subscription planWeb Office: 500

up to 100 up to 2500 Requires license to set up meetings; no limit on participants

15 (for more users go to WebEx Meeting Center)

Basic Paid: 5 without ads, up to 100

15 (25 with corporate account) 20 (at no cost); up to 100 for a fee 3 with free; 6 with pay depends on subscription plan: 1-5, 6-10, unlimited for pay-per-use

2-3 depending on whether using Windows Live Messenger or Skype

Limitations: # users

Limitations: Storage Web Office: ranges from 1GB for 1-5 users to 20 GB for 251-500 users

NA NA NA 100 uploads per month NA NA N NA NA Limitations: Storage

Sync/Ability to work offline Y NA NA N N N NA NA N depends on pricing option NA Sync/Ability to work offline

Comment • Integrates with Outlook• Works across several OS platforms (Windows, Mac, Linux, Solaris)• WebEx Connect boasts "instant collaboration"• Can attend meetings from smart phones• Different features for Individual, Small/Medium Business, and Large Business accounts

• Integrates with Outlook• Access to "One-Minute Skill Builders" (tutorials on each major feature)


• Excellent responsiveness/ latency • WebEx product• Not compatible with Mac

• Also has free account--will include ads for all participants• Can customize "look and feel" for additional cost• Discounts for annual purchase

• Integrates with Outlook and Lotus Notes calendars and several IM applications• Has GoToWebinar product which allows up to 1000 attendees, but is less collaborative• Can hold instant meetings - especially valuable for collaborating

• Laser pointer• Zoom in

• More of a internet phone service than a project collaboration tool

• Has elearning features, e.g., custom quizzes, training tracking/ LMS integration, etc.• Don't have to set up meeting; can have impromptu meeting and IM people to join

• There are so many warnings about confirming you're in a Gogrok domain when downloading the plug-in, I was afraid to download it• Compared to other web conferencing providers, Gogrok seems very primitive• Great graphics

Comment

Pages 4 and 5



1414

Online Meetings, continued

Applications and providers• WebEx• WebPresentNow• Web Visuals• MS Live Meeting• Meet Me Now• Vyew• Go to Meeting• Dim Dim• Adobe Acrobat Connect Pro• … and many more



1515

Project Management

Key tasks• Post calendars• Post and track action items/ tasks

• Track issues• Track time spent• Allocate resources

Applications and providers• Basecamp• @Task• Teamspace• ProjExec Online• daptiv PPM• … and more

CATEGORY P R O J E C T M A N A G E M E N T CATEGORYName Basecamp Traction Team Page @Task Teamspace Yugma Name

URL www.basecamphq.com http://traction.tractionsoftware.com/traction www.attask.com www.teamspace.com www.yugma.com URLCapability/ Functionality Capability/ FunctionalityMeeting Coordination N Meeting CoordinationImport contact lists Y N N/A Y N Import contact listsPropose meeting date choices N N Y Y Y Propose meeting date choicesSends automated results of meeting date voting

N N N/A N N Sends automated results of meeting date voting

Select meeting date Y N Y Y Y Select meeting dateSend out invitations N N N/A Y N Send out invitationsConfirms attendance N N N/A Y N Confirms attendanceSend out automated reminders N N N/A Y N Send out automated remindersDocument Management Document ManagementPost documents for shared review Y Y Y (assign tasks w/projects as

attachments)Y (unlimited) Y (100 mb) Post documents for shared review


Y Y (wiki-style collaborative editing) N Y N Edit documents on-line (multiple users)

Version control Y Y (if "versioning" is turned on) N N N Version controlFile/folder management Y Y N Y N File/folder managementProject Management Project ManagementPost calendar Y N Y Y N Post calendarPost Actions/Tasks Y N Y Y N Post Actions/TasksTrack issues Y N Y Y N Track issuesTime tracking Y (except lowest cost package) N Y (can print reports/ timesheets as N N Time trackingResource allocation N N Y N N Resource allocationPresentation (Synchronous) Sharing Presentation (Synchronous) Sharing

Share presentation N N N Y Y Share presentationShare file (.xls, .doc, .mpp, etc.) N Y (but not in real time) Y (attachments) Y Y Share file (.xls, .doc, .mpp, etc.)Share desktop N N N N Y Share desktopShare application (remote access) N N N N Y Share application (remote access)


N N N N N Real-time co-editing and remote control

Browser sharing N N N N Y Browser sharingParticipant chat N N N Y Y Participant chatParticipant hand-raising N N N N N Participant hand-raisingAudio conferencing N N N N Y Audio conferencingVideo conferencing N N N N N Video conferencingMeeting recording N N N N Y Meeting recordingWhiteboard/ annotation tools N N N N Y Whiteboard/ annotation toolsPolling N N N N Not sure PollingGeneral GeneralCost Moderate--$24/month for 3 GB/15 projects to

$149/month for 50GB/ unlimited projectsfree for up to 5 users and 5 projects; annual fee for 25+ users ranges from $3700-$30000; perpetual licenses available from $15000-$60000

Pricing based on negotiated fee with their sales team

standard - $17.80 per user per mo ; light - $7.90 per user per mo - the difference is amount of disk space

free/$14.05 per mo /$44.95 per mo /$89.95 per mo/ $179.95 per mo

Cost

"Plug-in" required N Y N Y "Plug-in" requiredLimitations: # users N dependent on price N 20/50/100/200 by pay level Limitations: # usersLimitations: Storage Y--varies by package dependent on price N 5gb at lowest level / unlimited 100mb Limitations: StorageSync/Ability to work offline N N N/A N Sync/Ability to work offlineComment • Wiki, blog, tagging, social networking-type application

• E-publishing via Front Page• Document sharing

• Incredibly difficult to figure out what they offer, how much it costs. They have an aggressive sales approach - trying to get you on the phone to discuss vital details; requiring marketing information to see demo's, etc.

• Compatible with Skype Comment

Pages 6 and 7



1616

Professional Networking

Key tasks• Communicate with groups and individuals• Stay up‐to‐date on current issues and trends• Post files (including photos and videos)• Job/ project hunt

Applications and providers• LinkedIn• ISPI Groups• Plaxo• PartnerUp• Ecademy• … and more



1717

Social Networking

Key tasks• Communicate with groups and individuals• Find long‐lost friends• Journal• Post files (including photos and videos)

Applications and Providers• Facebook• MySpace• Second Life• Twitter• … and more



1818

Instant Messaging

Key tasks• Communicate almost instantaneously with groups and individuals• Background conversations• Send files/ links

Applications• Yahoo Messenger• AoL Instant Message• Same Time• Trillium• Windows Messenger• OOVOO• Various cell phone/ hand‐held device applications• … and more



1919

Blogs, Bulletin Boards, and Wikis

Key tasks• Communicate with groups and individuals• Journal• Post files

Applications and providers• Word Press• Traction Team Page (enterprise wiki)• Blogger• … and more



2020

CATEGORY O N - L I N E M E E T I N G S CATEGORYName WebEx WebPresentNow Web Visuals MS Live Meeting Meet Me Now Vyew Go To Meeting Dim Dim OOVOO Adobe Acrobat Connect Pro Gogrok Name

URL www.webex.com http://www.webpresentnow.com/ http://meetingconnect.net/web-visuals/index.php http://office.microsoft.com/en-us/livemeeting/default.aspx

http://meetmenow.webex.com/ http://vyew.com/site/ https://www1.gotomeeting.com/?Portal=gotomeeting.com

http://www.dimdim.com/ http://www.oovoo.com/ http://tryit.adobe.com/us/connectpro/webconference/?sdid=DJZHD

http://gogrok.com/en/index.html URL

Capability/ Functionality Capability/ FunctionalityMeeting Coordination Meeting CoordinationImport contact lists Y N (but can send invites from email) N (but can send invites from email) N integrates with Outlook, Yahoo, AIM N N N N Y (schedule meetings from Outlook) N Import contact lists

Propose meeting date choices

N N N N N N N N N N Propose meeting date choices


N N N N N N N N N N Sends automated results of meeting date voting

Select meeting date Y Y Y Y Y Y Y N N Y N Select meeting dateSend out invitations Y Y Y Y Y Y Y Y N Y Y (via IM) Send out invitations

Confirms attendance Y ?? ?? Y N Y Y N N Y (via Outlook) N Confirms attendanceSend out automated reminders

Y ?? ?? Y N Y Y (to meeting organizer only) N N Y N Send out automated reminders

Document Management Document ManagementPost documents for shared review

Y NA NA See Sharepoint N Y N N N N N Post documents for shared review


Y NA NA N N Y (If created within Vyew) N N N N N Edit documents on-line (multiple users)

Version control Y (using "check in/check out) NA NA N N N N N N N N Version controlFile/folder management Y NA NA N N N N N N N N File/folder managementProject Management Project ManagementPost calendar Y NA NA N N N N N N N N Post calendarPost Actions/Tasks Y NA NA N N N N N N N N Post Actions/TasksTrack issues Y NA NA N N N N N N N N Track issuesTime tracking N NA NA N N N N N N N N Time trackingResource allocation Y NA NA N N N N N N N N Resource allocationPresentation (Synchronous) Sharing

Presentation (Synchronous) Sharing

Share presentation Y Y Y Y N Y Y Y N Y Y Share presentation

Share file (.xls, .doc, .mpp, etc.)

Y Y Y Y N Y Y N N Y Y Share file (.xls, .doc, .mpp, etc.)

Share desktop Y Y Y Y Y Y Y Y N Y Y Share desktop

Share application (remote access)

Y Y Y Y N Y Y PowerPoint and PDF only N Y Y Share application (remote access)


Y Y (by granting presenter or drawing permissions)

Y Y (Sort of; meeting leader can pass control)

Y Y Y N Y Y Real-time co-editing and remote control

Browser sharing Y Y Y Y N Y N Y N Y Y Browser sharing

Participant chat Y Y Y Y Y Y Y Y N Y Y Participant chat

Participant hand-raising Y Y Y Y N Y Y Y N Y N Participant hand-raising

Audio conferencing Y (separate toll-free dail-in) Y (via dial-in) Y (via dial-in) Y Y (separate non-tollfree dial in; no VOIP) Y Y Y (VOIP and free dial-in) Y Y (VOIP and teleconference) Y Audio conferencing

Video conferencing Y Y Y Y Y Y N (doesn't support video, but can use webcams and video clips)

Y Y Y Y Video conferencing

Meeting recording Y Y Y Y N Y Y Y N Y N Meeting recording

Whiteboard/ annotation tools

Y Y Y Y Y Y Y (primitive drawing tools) Y N Y Y Whiteboard/ annotation tools

Polling Y Y Y Y N N Y N N Y N PollingGeneral GeneralCost $39/month for individuals; $59-$69/month

for organizations; $.33/minute/ participant for pay-per-useWeb Office: ranges from $53.95/month for 1 - 5 users to $2250/month for 251-500 users




$49/month; $468/year (no extra cost for teleconferencing)

Low cost: $10/month for basic package

$49/month$468/year

Free (for up to 20 users)20 participants = $99/year40 participants = $198/year60 participants = $297/year80 participants = $396/year100 participants = $495/year

free; additional functionality with pay service - (free version allows 3 person chat, can upgrade to 6person video chat and minutes for US/Canada phone service)

* 1-5 users: $375/mo* 6-10 users: $750/mo* pay-per-use: $.32/ user/ minute* annual subscription available at unknown cost

free Cost

"Plug-in" required N N for participants Y for host

N for participants Y for host

Y Y N Y N (as long as attendees have IE, Firefox, or Safari plus Flash Player; but presenters do need plugin for sharing desktop)

Y N (requires Flash Player which most people already have)

Y "Plug-in" required

Limitations: # users Web Conferencing: 15 - 3000 depending on subscription planWeb Office: 500

up to 100 up to 2500 Requires license to set up meetings; no limit on participants

15 (for more users go to WebEx Meeting Center)

Basic Paid: 5 without ads, up to 100

15 (25 with corporate account) 20 (at no cost); up to 100 for a fee 3 with free; 6 with pay depends on subscription plan: 1-5, 6-10, unlimited for pay-per-use

2-3 depending on whether using Windows Live Messenger or Skype

Limitations: # users

Limitations: Storage Web Office: ranges from 1GB for 1-5 users to 20 GB for 251-500 users

NA NA NA 100 uploads per month NA NA N NA NA Limitations: Storage

Sync/Ability to work offline Y NA NA N N N NA NA N depends on pricing option NA Sync/Ability to work offline

Comment • Integrates with Outlook• Works across several OS platforms (Windows, Mac, Linux, Solaris)• WebEx Connect boasts "instant collaboration"• Can attend meetings from smart phones• Different features for Individual, Small/Medium Business, and Large Business accounts



• Excellent responsiveness/ latency • WebEx product• Not compatible with Mac

• Also has free account--will include ads for all participants• Can customize "look and feel" for additional cost• Discounts for annual purchase

• Integrates with Outlook and Lotus Notes calendars and several IM applications• Has GoToWebinar product which allows up to 1000 attendees, but is less collaborative• Can hold instant meetings - especially valuable for collaborating

• Laser pointer• Zoom in

• More of a internet phone service than a project collaboration tool

• Has elearning features, e.g., custom quizzes, training tracking/ LMS integration, etc.• Don't have to set up meeting; can have impromptu meeting and IM people to join

• There are so many warnings about confirming you're in a Gogrok domain when downloading the plug-in, I was afraid to download it• Compared to other web conferencing providers, Gogrok seems very primitive• Great graphics

Comment

How to Use the Matrix

1. Identify category – what kind of collaborative tool are you looking for?a. Calendar/Scheduleb. File Sharing & Storagec. On‐line Meetingsd. Project Management

2. Identify “must‐have” functions and tasks

3. Identify “nice‐to‐have” functions and tasks

4. Identify cost, user, and storage capacity requirements



2121

Wrap‐up

Collaboration via the web is a way of life

Consider needs, functionality, limitations, and constraints before choosing a tool

Visit prhconsulting.com and/or use the link to the Google Docs spreadsheet and add your favorite tools and your comments

Thanks for your Thanks for your participation!participation!



2222

Q&A

Tell us about your collaboration experience and issues with …

Calendar and scheduling tools

File sharing and storage tools

On‐line meeting tools

Project management tools

Social and professional networking tools

Instant messaging tools

Blogging, bulletin board, and wiki tools

web based collaboration tools teamwork via the web · ©2009 prh consulting, inc., wheaton il and...

Documents