Time-Space Model

1. Time-Space Model Groupware or digital collaboration refers to the technology supporting collaboration/team work in any of the following environments: TIME SAME (Synchronous) DIFFERENT (Asynchronous) Same PLACE Face To Face Interaction Ongoing Coordination Could use a number of electronic products AnyTime AnyWhere AnyOne Different Simultaneous interaction across distances Interaction across time and distance • Netmeeting Interwise Windows Messg ICQ Zoomerang Teamroom Webspace Groove See Learning topic on Course web site for detail list of software

2. Team Communication-Centric Tools • Email, listservs (group emails) • Email push (or web): survey/polling software http://www.zoomerang.com (free version) • Real time/Synchronous tools (Online Live) • Real time or instant messaging: ICQ, AOL, MSN Messg., Lotus Real Time (http://web.icq.com/) http://www.trillian.cc/provides IM tool that allows access to other IM products • Audio/Video conferencing: • NetMeeting: http://www.microsoft.com/windows/netmeeting/ Free (Comes with Windows 2000), integrated into Messenger in Windows XP • Meeting support/Virtual classrooms tools/Broadcast Technology (Very popular, huge growth in this area) • http://www.webex.com/, https://www.centranow.com/, http://main.placeware.com/ (MicroSoft Live), http://www.Interwise.com/, http://www.horizonlive.com/Provides meeting, classroom and broadcast software. (free versions available, very limited) • e-Meeting/GSS software used in classroom (lots of IS research) [Syn and/or Asyn] • http://www.facilitate.com/, http://www.groupsystems.com/, http://www.meetingworks.com/ (free version)

3. Communication-Centric • Focus: Facilitate communication • Time-Place model: Same time • Functions • Chat • File transfer • Whiteboard • Shared Screen/applications • Protocols/controls (Classroom: raise hand, etc.) • Meeting tools: generate, organize, evaluate (voting/polling, quiz/test, etc.) • Communication Media • Computer text and graphics (data) • Audio (web or phone) • Video • Communication Context • # communicating • mode: 1-1, 1-many, many-many • one or two way communication

4. Instant Messenger (IM) • Time-Place model: Same time, different place • Functions • Real time message (text or audio) • Chat • File transfer (very large files) • [new versions adding video and other functionality: whiteboard, application sharing] • Communication Media • Computer text and graphics (data) • [latest versions adding Audio & Video] • Communication Context • mode: 1-1, many-many (small group) • two way communication • Applications? • Sample Products: ICQ, MSN Messenger, AOL IM, Yahoo IM

5. Team Tech: Database-Centric • Environment to store documents and have discussions: • Lotus TeamRoom (Notes Based, comes as part of Notes 5)) http://www.lotus.com/products/qplace.nsfQuickPlace is the web implementation of Lotus TeamRoom. • Team Portals on web: a single doorway or entrance to services to support teams. Good example, Webspace: http://www.copernus.com/

6. Team Tech: Integrated • General: Future tools will integrate Database and Communication functions into one package • Seeing in Learning Content Management Systems • Other software; PeopleSoft integrating in products (IM, etc.) • Groove is a peer-to-peer digital collaboration tool that very useful for students and faculty. Go to http://www.groove.net/and download the software. There is a free version! If you do not have at least 56k modem connection, this might be a little slow. Check it out!! • Some systems are more oriented to communities instead of focusing on teams, for example see http://www.communispace.com/

7. A shared space is a private place where small groups of people (members) can talk, work, play and store things. Has IM capabilities: audio, chat, messaging Share space contains a set of tools for members to use (select individual tools or tool sets, e.g.., Project) Key Tools: Files/Documents (Shared Application with Microsoft Word and Powerpoint), Discussion, Document Review, Outliner, Notepad, Calendar, Links/Browser, Meetings, Games and many more (see Groove and Groove Web site) Work Seamlessly with MicroSoft Office, Outlook & SharePoint Keep work spaces synchronized on multiple computers New Project Version: Groove plus TeamDirection’s Project: Plan projects and monitor execution status in a highly graphical environment. Interfaces with MicroSoft Project Dashboard: Get "at-a-glance" views of your project and personal status across all your workspaces. See http://www.groove.net/products/workspace/comparison.html for comparison of versions Groove Shared Spaces

8. IDC Recent Researchhttp://www.groove.net/extras/beyondemail/idc/?home • Summary for both IT and Business Users (also true for student teams) • 90-95 % day-to-day tasks done through email especially when external constituents • Key features of emails: ease of use, persistence of record, and ability to use externally • At same time, freely criticize email: insecure, inefficient, SPAM, and costly to maintain • What stops people from adopting new collaboration tools • Lack of education and awareness • Tools themselves: ease of use, reliable performance • Success of Instant Messaging (50 million business users)? Most IM expanding features or providing links to other tools • New tools solving?: Groove, Interwise (virtual meeting, classrooms, and broadcasts) [Need for research: preliminary evidence that Groove 10 times more productive]

9. IBM Team Development • Outcomes • Getting Teams to Work Effectively In Electronic Spaces (Anytime - Anyplace Collaboration) • Do For US? • Increase Speed of Execution (e.g. Sales: 55 Days to 11 to Get Price) • Better Able to Manage Matrix Organization (All Members Align & Focus Together in Space) • Work Globally • Develop Intellectual Capital / People • Get Technology to Work Internally Before Marketing It • Technology Enabler: Notes Environment • Especially Teamroom • Research: Implementing Global Teams • $100,000 Investment • $300,000 Return in 1st 6 Months (3000% ROI)

10. IBM Team Development Process • Train Leader • Understand How to Work Through Technology • Is Motivation to Change There? • Set-UP Technology Infrastructure • 2-Day Team Building • Mission/Purpose, Roles & Responsibilities, Code of Conduct, Etc... • Work in Electronic Space During Training • Leader Take Over With Coaching Support From Training Facilitators (Promote Ownership) • Do What We Can Asyroncously (Stop Doing?) • Do All Work Out In Open • Leader Makes Sure Team Has Skills • Facilitators Monitor Electronic Space For 45 Days • Team Tune -- What Working? Do Differently? • Total Time: 60 Days Total; 6 Facilitation Days

11. IBM Team Development • Teamroom (and QuickPlace) • Available To All Teams • Team Development Process Also Available • Currently 4,500 Teams (70,000 People) [year 2000] • Starting To Design Templates For Designing Spaces For Specific Areas (e.g. Sales) • New Focus on Integrating Supply Chain (Key Application of Digital Collaboration) • Major Obstacles • Notes Databases Favor Low Content Cultures (Focus on Written Word) • Privacy Laws in Different Countries (Major One)

12. Develop Media Plan for Team One of the key aspects of teams is that they successfully communicate in ways that are effective for the team. Briefly outline the following in as much detail needed so that you all clearly understand how your team will interact: procedures and media preferences you will use to contact each other? • Media preferences: how will use various media? Face-to-face, email, phone, electronic communication (eg., Interwise) and workspaces (eg., Groove), etc. • What technology types to use for what different types of communication? • What information will you put in your Groove workspace • Will you have private conversations or will you do all your work out in the open in electronic spaces? • How you will ensure that you are effectively communicating with each other?