1 What is Collaboration? Jay F. Nunamaker Jr. Director Center for the Management of Information Soldwedel & Regents Professor University of Arizona MIS

2 Collaboration is defined as making joint cognitive effort toward achieving an agreed upon goal

3 Why Collaborate? Exercise: List some of the reasons why people in your organization Collaborate

4 Why Collaborate? Surface Perspectives Review Share Work Share the Vision Socialize Build Consensus Solve Problems Avoid Decisions Make Decisions Synergy Share Information Build Trust

5 Modes of Collaboration Same Different SameDifferent Time Place

6 Systems to Support different Collaboration Modes Same Different SameDifferent Time Place Audio/Video Group Support Sessions Group Support Team Rooms Project Rooms Team Database Virtual Sessions

7 Collaboration Behavioral Difficulties Exercise: List some of the behavioral Difficulties with Collaboration

8 Waiting to speak Domination Fear of Speaking Misunderstanding Inattention Lack of Focus Inadequate Criteria Premature Decisions Missing Information Distractions Digressions Wrong People Groupthink Poor Grasp of Problem Ignored Alternatives Lack of Consensus Poor Planning Hidden Agendas Conflict Inadequate Resources Poorly Defined Goals Ineffective Collaboration Collaboration Behavioral Difficulties

9 Collaboration Is Expensive 15 Million formal Sessions / day ? Million Informal Sessions / day 4 Billion Sessions / year 30-80% Manager’s time Fortune 500 Companies 3M Corporation Study

10 Collaboration is Essential No one has all the – Resources – Experience – Knowledge To do the job alone

11 Collaboration is: Difficult Difficult Expensive Expensive Essential Essential

12 How do people in organizations Collaborate?

13 Level 1 Collected Work : Uncoordinated Individual Efforts Level 2 Coordinated Work: Coordinated Individual Efforts Level Concerted Work: Concerted Team Effort Sprinters Relay 3 Levels of Collaboration Capability Crew High Low Degree of Collaborative Effort

14 Level 1 Collected Work Individual, uncoordinated effort toward team goal Team productivity is simple sum of individual performances Individualized Processes - Start to Finish Office Applications –MSWord Group Editing –Multiple Spreadsheet Sections –Powerpoint Presentation Passing Sprinters

15 Level 2 Coordinated Work Coordinated Efforts and Processes Coordination, sharing, and hand-offs Coordination Applications –Workflow Applications Adding structure to NOTES Coordinator Relay

16 Level 3 Concerted Work All team members work a process simultaneously to achieve the team goal Repeatable Customized Process Attention Dynamics Collaborative Applications –GroupSystems Online –Facilitate.COM –Meetingworks Crew

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18 Traditional F-T-F Level 3 Concerted Session – – One person speaks at a time – – Rich set of verbal & nonverbal cues – – Clarification to explicitness easy – – High sense of presence – – Shared focal point of attention

19 The Yellow Sticky Approach Manual Support for Level 3 Collaboration

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21 Two to Hundreds of people Complex issues Addressed Everyone Contributes Equally Perceives everything Multiple Perspectives Focuses Attention on Critical Issues Takes ownership of the solution All Knowledge at everyone’s fingertips Design Customized Repeatable Processes Accomplish Goals and Produce Products Dream Level 3 Concerted Collaboration

22 GroupSystems Support for Concerted Collaboration Integration of – Collaborative Technology – Attention Dynamics – Knowledge Management – Customized Repeatable Processes To Dramatically Improve Productivity

23 The GroupSystems Concept Computer for each participant Software for each task Public screen to focus attention Network to share information Access to external data Any Time, Any Place, Any Technology

24 Collaboration GroupSystems Session Planning Session Planning Knowledge Management Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Organizational Memory Enterprise Model Corporate Database IntranetWorld Wide Web FTP/Gopher WAIS

25 Session Planning Session Planning Knowledge Management Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Share Information Generate Ideas Organize Ideas Poll Consensus Explore Issues Organizational Memory Enterprise Model Corporate Database IntranetWorld Wide Web FTP/Gopher WAIS Boston DC DC DC SF SF NY NY HK PIT ATL LA LON Paris CHI LA SYD Collaboration GroupSystems Virtual Collaboration

26 GroupSystems Collaborative Support Support for Small or Large Groups on the Internet and Intranets Create Shared Agendas Generate Ideas Share, Evaluate and Organize Information Create Knowledge Poll, Rank, and Prioritize ideas for consensus Jointly Create Documents Complete Records / Reports Draw and Annotate on Shared Whiteboards Import/Export to Lotus Notes and other Software Administer Surveys Obtain Commitment and Take Action

27 GroupSystems is a suite of tools to support joint cognitive effort for Deliberation, Reasoning and Decision Making

28 Each Tool Focuses Thinking in Some Unique Way

29 Team Processes Idea Generation Idea Organization Idea Evaluation and Prioritization Idea Exploration Idea Development and Exposition Brainstorming Topic Commenter Idea Organizer Categorizer Group Outliner Group Matrix Alternative Evaluator Vote Stake Holder analysis Assumption surfacing Group Writer Team Graphics Screen Prototyper GSS Tools

30 Parallel communication Anonymity Structured processes Improved information access Organizational memory Enables larger groups Improved goal congruence Why GroupSystems Can Improve Collaboration

31 Why GroupSystems Improves Collaboration Parallel Input – No air time competition – No waiting for a turn – No forgetting your ideas – No domination

32 Anonymity – No Intimidation – No Domination – No Evaluation Apprehension – Focus on Ideas not personalities – Free to float unpopular ideas Why GroupSystems Improves Collaboration

33 Structured Process – Path to get from A to B – Minimal off-task discussion – Milestones for progress assessment – Efficient path toward convergence – Focused effort and deliberation Why GroupSystems Improves Collaboration

34 Knowledge Management – Improved Information Access – Organizational Memory – Artificial Intelligence Categorization – Advanced Searching – Explicit Knowledge – Tacit Knowledge – Automated Sense-Making Why GroupSystems Improves Collaboration

35 Improved Goal Congruence – Shared Understandings – Consensus Assessment – Focus on Differences – Concerted Effort Why GroupSystems Improves Collaboration

36 Intellectual Bandwidth

37 Intellectual Bandwidth Represents All the relevant Knowledge for a given set of Stakeholders on a particular Issue

38 Applied Knowledge All Knowledge Of A Domain Explicit Captured Available Knowledge Intellectual Capital Intellectual Bandwidth Intellectual Bandwidth Knowledge Domain Task Team

39 Applied Knowledge All Knowledge Of A Domain Explicit Captured Available Knowledge Intellectual Bandwidth Externalization Socialization Intellectual Capital Task Team

40 Collaboration & Knowledge Management Increase and Leverage Intellectual Bandwidth

41 Intellectual Bandwidth Collaborative Capability Collected Wisdom (Principles) Knowledge (Patterns) Information (Relationships) Data (Symbols) Understanding Intellectual Capital Organizational Members USE&DEPLOYMENTUSE&DEPLOYMENT Access Concerted Coordinated

42 Level of Understanding Collaborative Capability Increasing and Leveraging Intellectual Bandwidth With Collaboration & Knowledge Management Individual Collective Coordinated Concerted Data Wisdom Knowledge Information

43 Application Sharing Individual Collected Coordinated Concerted Level of Understanding Level of Collaborative Capability Data Wisdom Knowledge Information Group Support Systems Manual Journal Search Web Search Engine Sense Making Team Database

44 Knowledge Systems Information Extraction Information Retrieval Search Engines Automatic Summarization Automatic Categorization Knowledge / Collaboration Convergence Decision Support Systems Group Support Systems Enterprise-Wide Information Sharing Enterprise-Wide Team Work Intellectual Bandwidth Distributed Collaboration Global Teams Communities Local Teams Individuals Library of Best Practices Systematizing Group Processes Automated Sense-making

45 Organization X Collaborative Capability Intellectual Bandwidth Increasing and Leveraging Intellectual Bandwidth With Collaboration & Knowledge Management Collaboration Understanding Organization X Concerted Information Level of Understanding Wisdom Knowledge Information Data Individual Collective Coordinated Concerted

46 Organization X Collaborative Capability Intellectual Bandwidth Increasing and Leveraging Intellectual Bandwidth With Collaboration & Knowledge Management Collaboration Understanding Organization X Concerted Information Organization Z Individual Knowledge Level of Understanding Wisdom Knowledge Information Data Organization Z Individual Collective Coordinated Concerted

47 Organization X Collaborative Capability Intellectual Bandwidth Increasing and Leveraging Intellectual Bandwidth With Collaboration & Knowledge Management Collaboration Understanding Organization X Collaborative Information Organization Z Cumulative Knowledge Organization Y Coordinative Data Levels of Understanding Wisdom Knowledge Information Data Organization Z Organization Y Individual Collective Coordinated Concerted

48 Level of Understanding Levels of Collaborative Capability Group Size Wisdom Knowledge Information Data Individual Collective Coordinated Concerted

49 Level of Understanding Level of Collaborative Capability Group Size Collaboration Understanding Size Organization X Concerted Information Organization X Intellectual Bandwidth Wisdom Knowledge Information Data Collected Connected Coordinated Concerted

50 Level of Understanding Collaborative Capability Group Size Collaboration Knowledge Management Size Organization X Concerted Information 23 Organization Z Individual Knowledge Organization X Intellectual Bandwidth Wisdom Knowledge Information Data Organization Z Individual Collective Coordinated Concerted

51 Level of Understanding Collaborative Capability Group Size Collaboration Knowledge Management Size Organization X Concerted Information 23 Organization Z Cumulative Knowledge 15 Organization Y Coordinative Data Organization X Intellectual Bandwidth Wisdom Knowledge Information Data Organization Z Organization X 10 Individual Collective Coordinative Concerted

52 IB = LOU * CC * GS Intellectual Bandwidth Intellectual Bandwidth = Level Of Understanding Collaborative Capability * * Group Size