A collaborative, team-oriented culture won’t produce benefits without information systems in place to enable collaboration and social business. Hundreds of tools are designed to deal with the fact that, in order to succeed in our jobs, we must depend on one another our fellow employees, customers, suppliers, and managers. Some high-end tools like IBM Lotus Notes are expensive, but powerful enough for global firms. Others are available online for free (or with premium versions for a modest fee) and are suitable for small businesses. Let’s look more closely at some of these tools.
E-mail and Instant Messaging (IM)
E-mail and instant messaging (including text messaging) have been major communication and collaboration tools for interaction jobs. Their software operates on computers, cell phones, and other wireless handheld devices and includes features for sharing files as well as transmitting messages. Many instant messaging systems allow users to engage in real-time conversations with multiple participants simultaneously. In recent years, e-mail use has declined, with messaging and social media becoming preferred channels of communication.
Wikis
Wikis are a type of Web site that makes it easy for users to contribute and edit text content and graphics without any knowledge of Web page development or programming techniques. The most well-known wiki is Wikipedia, the largest collaboratively edited reference project in the world. It relies on volunteers, makes no money, and accepts no advertising. Wikis are very useful tools for storing and sharing corporate knowledge and insights. Enterprise software vendor SAP AG has a wiki that acts as a base of information for people outside the company, such as customers and software developers who build programs that interact with SAP software. In the past, those people asked and sometimes answered questions in an informal way onSAP online forums, but that was an inefficient system, with people asking and answering the same questions over and over.
Virtual Worlds
Virtual worlds, such as Second Life, are online 3-D environments populated by “residents” who have built graphical representations of themselves known as avatars. Organizations such as IBM and Insead, an international business school with campuses in France and Singapore, are using this virtual world to house online meetings, training sessions, and “lounges.” Real-world people represented by avatars meet, interact, and exchange ideas at these virtual locations using gestures, chat box conversations, and voice communication (which requires microphones).
Collaboration and Social Business Platforms
There are now suites of software products providing multi-function platforms for collaboration and social business among teams of employees who work together from many different locations. The most widely used are Internet-based audio conferencing and videoconferencing systems, online software services such as Google Apps/Google Sites, cyberlockers, corporate collaboration systems such as Lotus Notes and Microsoft SharePoint, and enterprise social networking tools such as Salesforce Chatter, Microsoft Yammer, Jive, and IBM Connections and SmartCloud for Business.
Virtual Meeting Systems In an effort to reduce travel expenses, many companies, both large and small, are adopting videoconferencing and Web conferencing technologies. Companies such as Heinz, General Electric, Pepsico, and Wachovia are using virtual meeting systems for product briefings, training courses, strategy sessions, and even inspirational chats. A videoconference allows individuals at two or more locations to communicate simultaneously through two-way video and audio transmissions. High-end videoconferencing systems feature telepresence technology, an integrated audio and visual environment that allows a person to give the appearance of being present at a location other than his or her true physical location. Free or low-cost Internet-based systems such as Skype group videoconferencing, Zoom.us, and ooVoo are of lower quality, but still useful for smaller companies. Apple’s FaceTime and Google video chat tools are useful tools for one-to-one videoconferencing.
Companies of all sizes are finding Web-based online meeting tools such as Cisco WebEx, Microsoft Live Meeting, and Adobe Connect especially helpful for training and sales presentations. These products enable participants to share documents and presentations in conjunction with audio conferencing and live video via Webcam.
Google Apps/Google Sites and Cloud Collaboration Services One of the most widely used “free” online services for collaboration is Google Apps/Google Sites. Google Sites allows users to quickly create online group-editable Web sites. Google Sites is one part of the larger Google Apps suite of tools. Google Sites users can design and populate Web sites in minutes and can, without any advanced technical skills, post a variety of files including calendars, text, spreadsheets, and videos for private, group, or public viewing and editing. Google Apps work with Google Sites and include the typical desktop productivity office software tools (word processing, spreadsheet, presentation, contact management, messaging, and mail). A Premier edition charging businesses $50 per year for each user offers 25 gigabytes of mail storage, a 99.9 percent uptime guarantee for e-mail, tools to integrate with the firm’s existing infrastructure, and 24/7 phone support. Table 2.4 describes some of the capabilities of Google Apps/GoogleSites.
Google Drive is an example of a cloud-based cyberlocker. Cyberlockers are online file-sharing services that allow users to upload files to secure online storage sites from which the files can be shared with others. Google Drive offers 5 free gigabytes of online storage, with additional monthly charges for more storage up to 16 terabytes. This service works on multiple operating systems, browsers, and mobile devices. Users can create and edit some types of documents online, synchronize these files with all of their devices, and share them with other people. Google Docs is built into Google Drive, enabling users to work in real-time on documents, spreadsheets, and presentations and receive notifications when there are comments. Other cyberlocker services used for collaboration include Dropbox and Microsoft SkyDrive, with both free and paid services, depending on the amount of storage space required. Users are able to synchronize their files stored online
E-mail and Instant Messaging (IM)
E-mail and instant messaging (including text messaging) have been major communication and collaboration tools for interaction jobs. Their software operates on computers, cell phones, and other wireless handheld devices and includes features for sharing files as well as transmitting messages. Many instant messaging systems allow users to engage in real-time conversations with multiple participants simultaneously. In recent years, e-mail use has declined, with messaging and social media becoming preferred channels of communication.
Wikis
Wikis are a type of Web site that makes it easy for users to contribute and edit text content and graphics without any knowledge of Web page development or programming techniques. The most well-known wiki is Wikipedia, the largest collaboratively edited reference project in the world. It relies on volunteers, makes no money, and accepts no advertising. Wikis are very useful tools for storing and sharing corporate knowledge and insights. Enterprise software vendor SAP AG has a wiki that acts as a base of information for people outside the company, such as customers and software developers who build programs that interact with SAP software. In the past, those people asked and sometimes answered questions in an informal way onSAP online forums, but that was an inefficient system, with people asking and answering the same questions over and over.
Virtual Worlds
Virtual worlds, such as Second Life, are online 3-D environments populated by “residents” who have built graphical representations of themselves known as avatars. Organizations such as IBM and Insead, an international business school with campuses in France and Singapore, are using this virtual world to house online meetings, training sessions, and “lounges.” Real-world people represented by avatars meet, interact, and exchange ideas at these virtual locations using gestures, chat box conversations, and voice communication (which requires microphones).
Collaboration and Social Business Platforms
There are now suites of software products providing multi-function platforms for collaboration and social business among teams of employees who work together from many different locations. The most widely used are Internet-based audio conferencing and videoconferencing systems, online software services such as Google Apps/Google Sites, cyberlockers, corporate collaboration systems such as Lotus Notes and Microsoft SharePoint, and enterprise social networking tools such as Salesforce Chatter, Microsoft Yammer, Jive, and IBM Connections and SmartCloud for Business.
Virtual Meeting Systems In an effort to reduce travel expenses, many companies, both large and small, are adopting videoconferencing and Web conferencing technologies. Companies such as Heinz, General Electric, Pepsico, and Wachovia are using virtual meeting systems for product briefings, training courses, strategy sessions, and even inspirational chats. A videoconference allows individuals at two or more locations to communicate simultaneously through two-way video and audio transmissions. High-end videoconferencing systems feature telepresence technology, an integrated audio and visual environment that allows a person to give the appearance of being present at a location other than his or her true physical location. Free or low-cost Internet-based systems such as Skype group videoconferencing, Zoom.us, and ooVoo are of lower quality, but still useful for smaller companies. Apple’s FaceTime and Google video chat tools are useful tools for one-to-one videoconferencing.
Companies of all sizes are finding Web-based online meeting tools such as Cisco WebEx, Microsoft Live Meeting, and Adobe Connect especially helpful for training and sales presentations. These products enable participants to share documents and presentations in conjunction with audio conferencing and live video via Webcam.
Google Apps/Google Sites and Cloud Collaboration Services One of the most widely used “free” online services for collaboration is Google Apps/Google Sites. Google Sites allows users to quickly create online group-editable Web sites. Google Sites is one part of the larger Google Apps suite of tools. Google Sites users can design and populate Web sites in minutes and can, without any advanced technical skills, post a variety of files including calendars, text, spreadsheets, and videos for private, group, or public viewing and editing. Google Apps work with Google Sites and include the typical desktop productivity office software tools (word processing, spreadsheet, presentation, contact management, messaging, and mail). A Premier edition charging businesses $50 per year for each user offers 25 gigabytes of mail storage, a 99.9 percent uptime guarantee for e-mail, tools to integrate with the firm’s existing infrastructure, and 24/7 phone support. Table 2.4 describes some of the capabilities of Google Apps/GoogleSites.
Google Drive is an example of a cloud-based cyberlocker. Cyberlockers are online file-sharing services that allow users to upload files to secure online storage sites from which the files can be shared with others. Google Drive offers 5 free gigabytes of online storage, with additional monthly charges for more storage up to 16 terabytes. This service works on multiple operating systems, browsers, and mobile devices. Users can create and edit some types of documents online, synchronize these files with all of their devices, and share them with other people. Google Docs is built into Google Drive, enabling users to work in real-time on documents, spreadsheets, and presentations and receive notifications when there are comments. Other cyberlocker services used for collaboration include Dropbox and Microsoft SkyDrive, with both free and paid services, depending on the amount of storage space required. Users are able to synchronize their files stored online
with their local PCs and many other kinds of devices, with options for making the files private or public and sharing them with designated contacts. Microsoft SkyDrive offers 7 gigabytes of free online storage for Office documents and other files and works with Microsoft’s Web versions of Word, Excel, PowerPoint, and OneNote called Office Web Apps. Dropbox (offering 2 gigabytes of free storage) itself does not include tools for document creation and editing.
Microsoft SharePoint Microsoft SharePoint is a browser-based collaboration and document management platform, combined with a powerful search engine that is installed on corporate servers. SharePoint has a Web-based interface and close integration with everyday tools such as Microsoft Office desktop software products. SharePoint software makes it possible for employees to share their documents and collaborate on projects using Office documents as the foundation.
SharePoint can be used to host internal Web sites that organize and store information in one central workspace to enable teams to coordinate work activities, collaborate on and publish documents, maintain task lists, implement workflows, and share information via wikis and blogs. Users are able to control versions of documents and document security. Because SharePoint stores and organizes information in one place, users can find relevant information quickly and efficiently while working together closely on tasks, projects, and documents. Enterprise search tools help locate people, expertise, and content. As noted in the chapter-opening case, SharePoint has recently added social tools.
ICA is a large Mexican construction company specializing in infrastructure projects, with operations in North, South, and Central America and Europe. The company implemented Microsoft SharePoint Server 2010 to organize the 500,000 documents used by its 3,000 employees daily. ICA employees can now immediately locate the documents and internal expertise they need to finish projects on time and within budget. Project documentation is far more secure, and ICA has created online communities where it can capture the knowledge of internal experts (Microsoft, 2011).
Lotus Notes Lotus Notes was an early example of groupware, a collaborative software system with capabilities for sharing calendars, collective writing and editing, shared database access, and electronic meetings, with each participant able to see and display information from others and other activities. Notes software installed on desktop or laptop computers obtains applications stored on an IBM Lotus Domino server. Lotus Notes is now Web-enabled with a scripting and application development environment so that users can build custom applications to suit their unique needs.
Notes software installed on the user’s client computer allows the machine to be used as a platform for e-mail, instant messaging (working with Lotus Sametime), Web browsing, and calendar/resource reservation work, as well as for interacting with collaborative applications. Today, Notes also has capabilities for blogs, microblogs, wikis, RSS aggregators, help desk systems, voice andvideoconferencing, and online meetings.
Large firms adopt IBM Lotus Notes because Notes promises high levels of security and reliability, and the ability to retain control over sensitive corporate information. For example, the Magnum AS Group, which specializes in wholesale and retail sales of pharmaceuticals and medical supplies throughout the Baltic States, uses Lotus Notes to manage more than 500,000 documents and meet strict regulatory requirements. The software provides a central document repository with full version control for all company documentation, which includes written documents, spreadsheets, images, PDF files, and e-mails. Users are able to find the latest version of a document with a single search. Documents can only be edited by authorized users, enhancing security and simplifying compliance with the stringent regulations and audit requirements of the international pharmaceuticals industry (IBM, 2010).
Microsoft SharePoint Microsoft SharePoint is a browser-based collaboration and document management platform, combined with a powerful search engine that is installed on corporate servers. SharePoint has a Web-based interface and close integration with everyday tools such as Microsoft Office desktop software products. SharePoint software makes it possible for employees to share their documents and collaborate on projects using Office documents as the foundation.
SharePoint can be used to host internal Web sites that organize and store information in one central workspace to enable teams to coordinate work activities, collaborate on and publish documents, maintain task lists, implement workflows, and share information via wikis and blogs. Users are able to control versions of documents and document security. Because SharePoint stores and organizes information in one place, users can find relevant information quickly and efficiently while working together closely on tasks, projects, and documents. Enterprise search tools help locate people, expertise, and content. As noted in the chapter-opening case, SharePoint has recently added social tools.
ICA is a large Mexican construction company specializing in infrastructure projects, with operations in North, South, and Central America and Europe. The company implemented Microsoft SharePoint Server 2010 to organize the 500,000 documents used by its 3,000 employees daily. ICA employees can now immediately locate the documents and internal expertise they need to finish projects on time and within budget. Project documentation is far more secure, and ICA has created online communities where it can capture the knowledge of internal experts (Microsoft, 2011).
Lotus Notes Lotus Notes was an early example of groupware, a collaborative software system with capabilities for sharing calendars, collective writing and editing, shared database access, and electronic meetings, with each participant able to see and display information from others and other activities. Notes software installed on desktop or laptop computers obtains applications stored on an IBM Lotus Domino server. Lotus Notes is now Web-enabled with a scripting and application development environment so that users can build custom applications to suit their unique needs.
Notes software installed on the user’s client computer allows the machine to be used as a platform for e-mail, instant messaging (working with Lotus Sametime), Web browsing, and calendar/resource reservation work, as well as for interacting with collaborative applications. Today, Notes also has capabilities for blogs, microblogs, wikis, RSS aggregators, help desk systems, voice andvideoconferencing, and online meetings.
Large firms adopt IBM Lotus Notes because Notes promises high levels of security and reliability, and the ability to retain control over sensitive corporate information. For example, the Magnum AS Group, which specializes in wholesale and retail sales of pharmaceuticals and medical supplies throughout the Baltic States, uses Lotus Notes to manage more than 500,000 documents and meet strict regulatory requirements. The software provides a central document repository with full version control for all company documentation, which includes written documents, spreadsheets, images, PDF files, and e-mails. Users are able to find the latest version of a document with a single search. Documents can only be edited by authorized users, enhancing security and simplifying compliance with the stringent regulations and audit requirements of the international pharmaceuticals industry (IBM, 2010).
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