Introduction To
Groupware
Jason Deines
Boise State University
October 2002
Objectives
 What is Groupware
 Why organizations use Groupware
 Categories of Groupware
 Barriers to Groupware
 Getting Groupware to work in your
organization
Three common definitions of
Groupware
 “An intentional group process plus
software to support it.” Peter and Trudy
Johnson-Lenz, 1978.
 “A co-evolving human tool.” Doug Englebart,
1988.
 “Computer-mediated collaboration that
increases the productivity or functionality
of person-to-person processes.” David
Coleman, 1992.
Why organizations are using
Groupware
 Quality improvement
 Better cost control
 Increased productivity
 Better customer service
 Support for TQM
 Allows for fewer meetings
 Automating routine processes
 Provide new services
Why organizations are using
Groupware continued...
 There are technological infrastructures
available to support Groupware
 Decreasing cost for purchasing the
hardware and software
 Downsizing is increasing the need for
greater productivity
 Well known companies are offering
Groupware
Why organizations are using
Groupware continued...
 Increased competition
 Increased complexity in products and
business procedures
Five basic categories for
Groupware product
 Email/messaging
 Group calendaring
and scheduling
 Conferencing products
 Workflow tools
 Group document handling
Email/messaging
 The difference between email and
messaging
• email is an application used to read and create
electronic mail messages
• messaging is the electronic infrastructure
upon which email resides. Messaging consists
of two components:
– the user (front end)
– messaging services (back end)
Examples of email/messaging
products available
cc:Mail {Lotus Development}
 Microsoft Mail/Exchange
 Intelligent Mail {Banyan}
 MHS {Novell}
 Time and Place/2 {IBM}

Group calendaring and
scheduling
 Helps organizations track and manage
schedules of individuals within an
organization
 Assists in communication
 Saves time
 Lowers costs
 Schedule across multiple time zones
Real World Example
 Scheduling scenario
• CE Software, Inc.
– Marketing department
The scheduling scenario:
An emergency meeting was called, concerning cutting
costs. The meeting needed to be held by the end of the
day on Friday. The four managers needed for the
meeting were spread out doing other projects at
different locations.
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Real World Example Continued...
 The biggest problem
• getting the managers together for an hour by
the end of Friday
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Real World Example Continued...
 Without group calendaring and scheduling
• call the managers on the phone
• leave messages
• discovering the managers won’t be back for
some time
• email managers and wait for a response
• frustration builds due to not being able to get a
hold of the four managers
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Real World Example Continued...
 With group calendaring and scheduling
•
•
•
•
•
open up the scheduling application
select the managers needed for the meeting
do a “free time search”
schedule the meeting
leave a brief message describing the purpose
of the meeting
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Conferencing/EMS (Electronic
Meeting System)
 Brings people together over large
distances
 Saves time
 Lowers travel expenses
 Increase productivity
 Assists in increased involvement of
employees
Conferencing/EMS continued...
 What is EMS?
• EMS is typically a network of personal
computers. One for each person involved in
the meeting.
• Collection of computer based tools.
– Brainstorming tool
– idea organizer
– voting tools
– focus group discussion tools
Examples of conferencing
products available
 ShowMe 2.0 {Sun Solutions}
 Lotus Notes {Lotus Development}
 Oracle Office {Oracle Systems}
 Team Talk {Trax Softworks}
 The Meeting Room {Eden Systems}
Workflow
 Workflow is the automation and
management of business processes.
 Workflow consists of:
•
•
•
•
Tasks-collection of activities
People
Tools-business applications
Data
Examples of workflow products
available
 Workflow Analyst {ATI}
 Flowmark {IBM}
 JetForm {JetForm Corp.}
 Staffware for Windows {Staffware}
 Formflow {Delrina Inc.}
Group document handling
 With the use of document management
systems, organizations can:
• manage large amounts of documents
• share digital documents opposed to paper
documents
• allow group editing
• maintains document databases
• links documents and people
Examples of group document
handling products available
 Face-to-Face {Crosswise}
 Workflo {FileNet}
 Documentum {Documentum, Inc.}
 MarkUp {Mainstay Software}
Groupware barriers
 Technical
 Cultural
 Economic
 Political
 Confusion
Brainstorming exercise
 How can you get Groupware to succeed in
your organization?
Getting Groupware to work in
your organization
 Find a champion or sponsor to support the
implementation of Groupware
 Plan for changes in the corporate culture
 Don’t try to implement Groupware to the
whole organization all at once
• Pilot project should be
– innovative
– visible and have a financial impact
Coleman, Khanna, “Groupware Technology and Applications” Prentice Hall, 1995
Getting Groupware to work in
your organization continued...
 Realize that training, maintenance, and
support will be the majority of the cost
 Use software to solve specific business
problems which hasn’t been solved using
the traditional methods
 Have adequate planning, support, training,
and maintenance for your project
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Getting Groupware to work in
your organization continued...
 No single Groupware product can do it all
 Use internal people or consultants to
ensure your project’s success
 Realize Groupware is not a quick fix
 Get user involvement
 Be prepared for resistance from employees
Coleman, Khanna, “Groupware
Technology and Applications” Prentice
Conclusion
 Groupware is a tool to help solve specific
business problems
 Need to overcome barriers
 Determine the right software for your
specific purposes
 Get the users involved in the planning
phase
Resources




Http://www.groove.net
Coleman, Khanna, “Groupware Technology and
Applications” Prentice Hall, 1995.
Briggs, R.O. “The Focus Theory of Group Productivity and
its Application to the Development and Testing of
Electronic Group Support Technology.” Unpublished
Doctoral Dissertation, MIS Department, University of
Arizona, Tucson, 1994.
Diehl, M. and Stroebe, W. “Productivity Lost in
Brainstorming Groups: Toward the Solution of a Riddle.” J.
Personality and Social Psychology, 53, 3, 1987, 497-509.