1. Collaboration Information Systems
Chapter 2
Collaboration Information Systems

2. “I Got the Email, But I Couldn’t Download the Attachment.”
Group to determine feasibility of 3D printer.
Tough for everyone to attend meetings.
Wastes time covering old ground.
Cell phone calls interrupt meeting.
Not all members read group postings.
Interpersonal conflicts evident.
AllRoad Needs Better Processes for Organizing and Conducting Meetings
Describe a typical collaboration project in business.
Illustrate a dysfunctional meeting.
Demonstrate problems of irregular meeting attendance.
Show some of the disadvantages of face-to-face meetings.
Show some of the disadvantages of a group’s use of .
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Study Questions
Q1: What are the two key characteristics of collaboration? Q2: What are three criteria for successful collaboration? Q3: What are the four primary purposes of collaboration? Q4: What are the requirements for a collaboration information system? Q5: How can you use collaboration tools to improve team communication? Q6: How can you use collaboration tools to manage shared content? Q7: How can you use collaboration tools to manage tasks? Q8: Which collaboration IS is right for your team? Q9: 2025?
Chapter investigates ways information systems can support collaboration. It defines collaboration, discusses collaborative activities and criteria for successful collaboration. Discusses kinds of work collaborative teams do, requirements for collaborative information systems, important collaborative tools for improving communicating content. Three different collaboration IS are presented for student collaborations. Chapter ends with a discussion of collaboration in 2025!
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4. Q1: What Are the Two Key Characteristics of Collaboration?
Two or more people working together to achieve a common goal.
Feedback and iteration
Cooperation lacks feedback and iteration
Cooperation occurs when people on a project work independently from each other, by dividing the project into separate tasks and work without consultation with the other group members.
A collaborative group works together to achieve a common goal via a process of feedback and iteration by communicating, sharing information, sharing knowledge, combining skills and sharing time.
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5. Important Characteristics of a Collaborator
Qualities, attitudes and skills of a good collaborator are shown here. Most students are surprised to learn that 5 of the top 12 characteristics involve disagreement.
Most students think avoiding conflict and having similar ideas and opinions makes a group better. While social ability is important, research indicates the importance of having different ideas and opinions expressed.
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6. Not Important Characteristics of a Collaborator
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7. Guidelines for Giving and Receiving Critical Feedback
When forming a collaborative group, it’s useful to begin with a discussion of critical feedback guidelines.
Bottom line: The two key characteristics of collaboration are iteration and feedback.
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8. Q2: What Are Three Criteria for Successful Collaboration?
Criteria for judging team success:
Successful outcome
“Did we do it within the time and budget allowed?”
Growth in team capability over time
Develop better work processes, improve task skills, gain knowledge, provide perspective to each other.
Meaningful and satisfying experience
Recognition, rewards, camaraderie
Hackman's three criteria for judging team success
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9. Q3: What Are the Four Primary Purposes of Collaboration?
Become informed.
Share data and communicate to share interpretations.
Develop and document shared understandings.
Make decisions.
Solve problems.
Manage projects.
These four purposes build on each other.
Importance of project management increases as group size, project scope and complexity increase.
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10. Collaboration Needs for Decision Making
Relationships among problem structure, management levels, and collaboration.
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Solving Problems
People confronting the same problem can define it differently due to experience, education, training, personal goals, or job responsibilities. A problem-solving group needs to develop a shared definition of the problem through research, discussion and compromise.
Identifying possible solutions may involve investigative research and brainstorming.
Evaluating alternatives involves comparing test results to identify and eliminate infeasible, substandard, or unacceptable solutions and to identify feasible, superior or acceptable solutions.
Selecting a solution may be based on majority vote, consensus, or compromise.
Implementing selected solution includes monitoring and modifying the chosen solution as needed.
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Managing Projects
Explain the four phases of project management, the major tasks of each, and the kinds of data collaborative teams need to share.
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13. Q4: What Are the Requirements for a Collaboration Information System?
Hardware
Software - , text messaging, Google Drive, Microsoft Web Apps, other tools to support collaborative work.
Data - Project data, Project metadata.
Procedures - for use.
People - know how, when to use collaboration applications.
This is based on the five IS components model. Project metadata is data used to manage the project.
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14. Requirements for Successful Collaboration
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15. Requirements for Different Collaboration Purposes
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16. Q5: How Can You Use Collaboration Tools to Facilitate Communication?
Enabling and supporting team communication are major functions of collaboration systems. Tools depend upon ways team needs or wants to communicate.
For most student projects, forego face-to-face meetings. Instead, learn to use asynchronous virtual meetings.
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17. Office 365 Lync Whiteboard Showing Simultaneous Contributions
Whiteboards enable users to view same whiteboard, application or other display.
Team members can type, write, and draw simultaneously.
Enables more idea consideration.
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Videoconferencing
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19. Example Discussion Forum
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20. Example of Survey Report
SurveyMonkey.com
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21. Q6: How Can You Use Collaboration Tools to Share Content?
The applications used and the means for sharing data depend on the type of content.
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22. Collaboration Tools for Sharing Content
Iteration and feedback depends on sharing project data (documents, illustrations, spreadsheets, and other data), and project meta data (tasks, schedules, and budgets). Choice of system for sharing content depends on degree of control wanted.
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23. Shared Content with Version Management on Google Drive
Form for Creating a Google Drive Account
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24. Available Types of Documents on Google Drive
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25. Document Sharing on Google Drive
A free service that provides a virtual drive in the cloud into which you can create folders and store files.
You can make documents available to others by entering their addresses or Google accounts. Those users are notified that the document exists and are given a link to access it.
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26. Example of Editing a Shared Document on Google Drive
If they have a Google account, invited guests can edit the document; otherwise they can just view the document.
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27. Shared Content with Version Control
Version control involves one or more of the following capabilities.
User activity limited by permissions.
Document checkout.
Version histories.
Workflow control.
Version management systems improve tracking of shared content and potentially eliminate problems caused by concurrent document access. They do not provide version control, or workflow control.
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Microsoft SharePoint
Large, complex, and very robust application for all types of collaboration.
Used by thousands of businesses, and SharePoint skills are in high demand.
Installed on company's Windows servers or access it over the Internet using SharePoint Online.
SharePoint is a large, complex, and very robust application for all types of collaboration. It has many features and functions, including all of those just listed. It also contains features for managing tasks, sharing non-Office documents, keeping calendars, publishing blogs,
and many more capabilities.
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29. Checking Out a Document
With version control applications, document directories can be set up so users can check out documents to modify them. When a document is checked out, no other user can edit it. Once document has been checked in, other users can access it.
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Example of Workflow
Here a document review process follows a sequence of reviews by three people. When a document is submitted to a library, SharePoint assigns a task to Joseph Schumpeter, to approve and sends an to him to that effect. Once review completed (green checkmark means done), SharePoint assigns task to Adam Smith and sends an to him. When all three reviewers have completed their review, SharePoint marks document as approved. If any disapprovals, the document is marked accordingly and workflow is terminated.
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31. Ethics Guide: I Know What’s Better, Really
You believe that Alternative Two is vastly preferable.
Alternative One, but Leslie believes just the opposite.
GOALS
Introduce a second perspective for assessing the ethics of behavior: utilitarianism.
Ask students to assess the ethics of taking advantage of a co-worker’s absence.
Compare and contrast the results of two different ethical perspectives.
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32. Ethics Guide: I Know What’s Better, Really (cont'd)
You and co-worker, Leslie Johnson, developed two different alternatives for consideration.
Leslie will miss meeting due to family emergency.
You believe Leslie's plan could cause irreparable harm to company, and your plan is better.
You present your plan, but not Leslie's.
You lead committee to think Leslie supports your plan.
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33. Ethics Guide: I Know What’s Better, Really (cont'd)
Committee adopts your plan and Leslie never learns committee never saw her plan.
Was your behavior ethical?
Kant’s categorical imperative - what you ought to do, independent of your own wants.
Utilitarianism - morality of an act is determined by its outcome.
According to utilitarianism, is your action not to present Leslie’s alternative ethical?
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34. Q7: How Can You Use Collaboration Tools to Manage Tasks?
Sample Task List Using Google Grid
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35. UMIS Production Task List in SharePoint
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36. UMIS To-Do List in SharePoint (cont'd )
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37. UMIS Completed Tasks in SharePoint
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38. So What? I Could Work Faster on My Own
Describe three jobs that do not involve teams or group work. Do you want any of those jobs? Explain your answer.
Consider this statement about collaboration.
“When the time comes, I’ll know how to do it.”
Do you believe this?
How can knowing how to do collaboration benefit you on group projects in school?
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39. So What? I Could Work Faster on My Own (cont'd)
Google Drive, Microsoft OneDrive, and SharePoint all automatically create records of who did what to which documents on their sites.
Could you use this data to demonstrate the amount of work you’ve personally done (or not done) on a team project?
Could your professor use it for assigning individual grades?
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40. Q8: Which Collaboration IS Is Right for Your Team?
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41. Office 365 Features You Need for the Comprehensive Toolset
What can you do with Lync?
Share desktops, programs, community whiteboard
Do online surveys
Video meetings
Conduct Webinars
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42. Evaluating Learning Time
Minimal set has no value to you as a future professional and contributes nothing to your professional competitive advantage.
Good set has some limited value; there are organizations that use Google Drive and Skype.
Comprehensive has potential to give you a competitive advantage.
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43. Don’t Forget Procedures and People!
Data component is up to you.
Your metadata for project management demonstrates your team practiced iteration and feedback.
Team needs to have agreement on tools usage.
How to train team members in the use of tools.
Need to create any special jobs or roles.
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Q9: 2025?
Collaboration systems cheaper, easier to use, run on portable devices.
Face-to-face meetings rare.
Employees work at home, full time or part time.
Corporate training online and asynchronous.
Much less business travel.
Travel industry focused on recreational travel.
Conventions become virtual.
Now is a great time to learn online, asynchronous, collaboration skills.
Prepare yourself for global opportunities and global competition.
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45. Security Guide: Securing Collaboration
Identifying all possible ways the R&D division could lose trade secrets.
None of your s are encrypted.
Internal researchers use a variety of cloud-based data storage services like Google Drive, Dropbox, and OneDrive to share documents.
Using a variety of different devices such as desktop PCs, laptops, tablets, and smart phones.
Instant messaging, video conferencing, social media, web searches, malware, wireless networks, texting, visiting a simple website.
GOALS
Raise students’ awareness of security risks and potential problems when using collaboration software.
Understand the risks to organizational data when data is shared with nonemployee personnel.
Learn differences in security capabilities of Google Drive, Windows Live SkyDrive, and Office 365.
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46. Security Guide: Challenges
Resistance to security changes
Making things more secure, might make people less productive.
May not have to completely secure all corporate communication.
You don’t have to outrun the bear, just your friends.
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47. Ethics Guide: Egocentric vs. Empathetic Thinking
Egocentric thinking
Centers on self.
“I’m right, everyone else is wrong.”
Empathetic thinking
“My View” is one possible interpretation.
Take time to learn what others are thinking.
Take time to understand the problem domain as a system.
Raise the level of professionalism in the class.
Explore empathetic thinking and discuss why it’s smart.
Discuss two applications of empathetic thinking.
Emphasize that a problem is a perception and that perceptions differ among people.
Discuss that different problem perceptions require different information systems.
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48. Ethics Guide: Egocentric vs. Empathetic Thinking (summary)
Consider AllRoad at start of this chapter:
What is the problem?
Drew says Felix doesn’t come to meetings.
Felix thinks team focused on operational cost reductions instead of increasing sales.
Addison thinks team should address operational cost reductions.
Kelly wants to focus on wasted employee time.
Imagine yourself in that meeting. If everyone engages in egocentric thinking, what will happen? The meeting
will be argumentative and acrimonious and likely will end with nothing accomplished.
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Active Review
Q1: What are the two key characteristics of collaboration? Q2: What are three criteria for successful collaboration? Q3: What are the four primary purposes of collaboration? Q4: What are the requirements for a collaboration information system? Q5: How can you use collaboration tools to improve team communication? Q6: How can you use collaboration tools to manage shared content? Q7: How can you use collaboration tools to manage tasks? Q8: Which collaboration IS is right for your team? Q9: 2025?
Chapter investigates ways information systems can support collaboration. It defines collaboration, discusses collaborative activities and criteria for successful collaboration. Discusses kinds of work collaborative teams do, requirements for collaborative information systems, important collaborative tools for improving communicating content. Three different collaboration IS are presented for student collaborations. Chapter ends with a discussion of collaboration in 2025!
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50. Case Study 2: Eating Our Own Dog Food
This is a diagram of the chapter development process that transforms a draft chapter in Word, PowerPoint, and PNG image format into PDF pages. This text was developed by a collaborative team, using Office 365.
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51. Case Study 2: Eating Our Own Dog Food (cont’d.)
This slide shows a SharePoint Group Conversation.
Notice three participants sharing a common whiteboard. Each can write or draw on whiteboard. At end of meetings, whiteboards were saved and placed on team’s SharePoint site to be used as meeting minutes.
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52. Using MIS 6th Edition SharePoint Development Site
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53. Example Email from SharePoint
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54. Document Library Used to Track Chapter 2 Figures
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55. Chapter 6 Version History
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