Collaborative Writing Group Members: Greg Chamopoulos -- Project manager Amanda Fick -- Web content manager Lana Henderson -- Researcher Leigh Hollowell-- Scribe

Presentation Summary Why Collaborative Writing? Our collaboration process Collaboration tools Use Cases Software Selection Questions

Collaboration Tools Skype Phone Conference Google Groups Email

Why Writing Collaboration? Allows real-time interaction Access from anywhere Multiple authors User management Increased user buy in User management – Access Rights Check in and out

Issues with Writing Collaboration Support Costs Reliant on internet connectivity Training Support – for when it doesn’t work! Costs – costs to install software like Sharepoint Training – teaching how to use the software or sandbox tools

Our collaboration process Identify topic Document Activities and Dimensions Create Use Case Find software solutions or tools for topic Select best tool for topic

Activities Document Retention Project Management Brainstorming Report Writing Software Wiki Technology Research

Key Dimensions Accessibility User management Functionality of tool Software compatibility File versioning/protection

Use Case 1 Wiki Creation - Information Emerson Spartz Occupation: Owner/Founder/Webmaster Location: South Bend, Indiana Characteristics Age: 22 Degree: Notre Dame University Emerson is the owner and creator of a large website. He is trying to find the best way to deliver content to his readers. Needs a product that can provide updated information without drastically increasing operation costs.

Wiki Creation – Affordances Must Haves Viewable to all users Registered users/employees can create/update/comment on content Data must be checked Easy to use for non-technical users Like to Have Globalization RSS Feeds Users - An open forum Everyone can view content Restrict spam and bad content Require valid email Require login for content update Three strikes you’re out policy Flagging bad users

Wiki Creation - Issues Content Quality Traffic volume WikiText issues Repetition Bad data Libel Traffic volume International traffic Spam SQL injection WikiText issues Lack of understanding Bad formatting Implementation Issues Server can’t handle traffic Wrong installation Software doesn’t support install

Wiki Creation – Solution Media Wiki http://www.mediawiki.org/wiki/MediaWiki Free software PHP/MySQL Supports large server farms Supports sandbox technology Allows user management

Software List- Wikis

Use Case 2 Report Creation - Information Mike LeClair Occupation: Project Manager Location: Dallas, Texas Characteristics Age: 38 Degree: Computer Science from the University of Texas at Dallas Mike is the project manager for a Dallas based company that manufactures clothing racks. The owner of the company wants to add manufacturing locations in San Francisco and New York City so Mike needs to collaborate with one person in San Francisco and one in NYC to create a report discussing the feasibility of opening these locations

Report Creation – Affordances Must Haves Ability to upload and share documents Chat capability Strong word processing software with chart and graph capability Gentle learning curve Should be able to restrict access on a document level Secure access Ability to access software from anywhere Users - An open forum Everyone can view content Restrict spam and bad content Require valid email Require login for content update Three strikes you’re out policy Flagging bad users

Report Creation - Issues Complexity Difficult editing of complicated documents Hard to support changing contributors Revisions Can create multiple versions of a document Usability Complicated/unintuitive interfaces May have fewer features than standalone software Implementation Issues May not handle all necessary document formats Can rely on cloud availability Can rely on cloud security Documents may not be stored on company servers

Report Creation – Solution Google Docs http://docs.google.com Free software Can create documents, spreadsheets, forms and presentations Stores documents online – also provides the ability to download documents Supports non-Google formats (.docx, .xlsx, .odf, .pdf) Can be used offline and on mobile phones gChat provides chat capabilities

Software List- Document Retention