group ware

1. Presented by
Mr. Manish Tripathi ( I – 15-18-19)
Thakur Institute of Management Studies
&
Research
(Sunday, 1 October 2017)
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2. WHAT IS GROUPWARE?
• Groupware is application software designed to help
people involved in a common task to achieve their
goals
• It refers to programs that help people work together
collectively while located remotely from each other
• Groupware is an ideal mechanism for sharing less-
structured information (for example, text or diagrams,
as opposed to fielded or structured data) that might
not otherwise be accessible to others
• Also known as Collaborative software, Content
Collaboration Platforms and Enterprise File
Synchronization and Sharing (EFSS)
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3. WHAT IS UNIFIED COMMUNICATIONS?
• Unified communications (UC) is a business term
describing the integration of enterprise
communication services such as instant messaging
(chat), presence information, voice (including IP
telephony), mobility features (including extension
mobility and single number reach), audio, web &
video conferencing, fixed-mobile convergence
(FMC), desktop sharing, data sharing (including
web connected electronic interactive
whiteboards), call control and speech recognition
with non-real-time communication services such
as unified messaging (integrated voicemail, e-mail,
SMS and fax).
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4. TYPES OF GROUPWARE?
• Real-time collaborative editing (RTCE)
platforms that allow multiple users to engage in
live, simultaneous and reversible editing of a single
file (usually a document)
• Asynchronous or version control (also known as
revision control and source control) platforms
allow separate users to make parallel edits to a
file, while preserving every saved edit by every
user as multiple files (that are variants of the
original file).
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5. GROUPWARE AND LEVELS OF COLLABORATION
• Communication
can be thought of as unstructured interchange of
information. A phone call or an IM Chat discussion are
examples of this.
• Conferencing
refers to interactive work toward a shared goal.
Brainstorming or voting are examples of this.
• Co-ordination
refers to complex interdependent work toward a shared
goal. A good metaphor for understanding this is to think
about a sports team; everyone has to contribute the right
play at the right time as well as adjust their play to the
unfolding situation - but everyone is doing something
different - in order for the team to win. That is complex
interdependent work toward a shared goal: collaborative
management.
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6. GROUPWARE FACILITIES
• Electronic calendars
schedule events and automatically notify and remind group members
• Project management systems
schedule, track, and chart the steps in a project as it is being
completed
• Online proofing
share, review, approve, and reject web proofs, artwork, photos, or
videos between designers, customers, and clients
• Workflow systems
collaborative management of tasks and documents within a
knowledge-based business process
• Knowledge management systems
collect, organize, manage, and share various forms of information
• Enterprise bookmarking
collaborative bookmarking engine to tag, organize, share, and search
enterprise data
• Prediction markets
let a group of people predict together the outcome of future events
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7. GROUPWARE FACILITIES
• Extranet systems (sometimes also known as 'project
extranets')
collect, organize, manage and share information
associated with the delivery of a project (e.g.: the
construction of a building)
• Intranet systems
quickly share company information to members within a
company via Internet (e.g.: marketing and product info)
• Social software systems
organize social relations of groups
• Online spreadsheets
collaborate and share structured data and information
• Client portals
interact and share with your clients in a private online
environment
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GROUPWARE CASE STUDY: ARRANGING A MEETING IN A UNIVERSITY

12. OLD SYSTEM
• Arranging the average meeting begins with finding a suitable
date. I email the prospective attendees with suggested dates or
use an online system system such as 'Meetomatic' where
attendees indicate they are free by filling in a form of dates. In
both instances I rely on the attendees to respond in a timely
fashion before any further progress can be made.
• Once a sufficient number have responded a decision on the date
can be taken. When I know the number of people attending and
the date, I can begin to search for a suitable venue. Once these
details are set I email all attendees the date, time and place for
the meeting.
• The next step is to circulate the meeting papers. These are often
emailed to all participants and uploaded to a website. If there is
a change to any paper, or additional papers, then a further email
needs to be sent and the website updated. If there are
consultation/discussion documents which need amending, the
original is circulated and then amendments merged back in using
track changes.
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13. NEW SYSTEM
• Provided by the Groupware service First I set up a contact list of all
the meeting attendees.
• The Groupware service uses this list to search the relevant
calendars and suggest suitable times for the meeting. Meeting
rooms are included to ensure that a space is available at the
suggested times.
• I then select the most suitable date and an email is automatically
sent to everyone on the list detailing the date, time and venue of
the meeting. Attendees can accept these details straight into their
own calendar (or they may reject the details and an email will be
automatically sent back to me).
• A space is also created in the document store, where papers can be
published for the meeting. Access to this documentation is set by
the initial contact list, so I can restrict non-attendees from viewing
the documents.
• For discussion documents the list is used to allow attendees to edit
the documents. Each time a change is made to the documents an
email may be sent to all on the list alerting them to the storage of a
new version.
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14. GROUPWARE BENEFITS
• Provides Structure
• Allows companies and work groups to share
information better
• Keeps Groups on Task
• Helps to coordinate group work and solve problems
collectively
• Fosters Communication
• Fosters Creativity
• Less travel cost
• If multiple employees ever work on the same
document
• If trouble scheduling meetings with one another
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