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Examples Of Organization Activities Groupware Support IT Essay

With the changes of population and technologies, collaboration is becoming an increasingly integral area of the office environment. Three most important influencing factors have revolutionized the normal workplace, of which perhaps the most prevalent being technology which has become imperative to be at the forefront of any market. As developments have occurred in information and communication technologies the business environment has become more flexible, changing the way in which organizations operate. Using the enhancements of technology it is becoming increasingly simple for organizations to easily span across a worldwide market, resulting in dispersion of organizational assets across a big geographical area. Sociable transformations such as an increase in the academics achievements of individuals have improved the depth of knowledge between peers permitting them to collaborate to accomplish common goals within an operating environment.

The term Business is extensive and contains a assortment of institutions which range from government sectors to universities. How people operate within organizations has altered throughout recent ages because of the work that's needed is of them. Along with the improvements in technology, many responsibilities are easily attainable using pcs and software programs, a lot of the trivial and frustrating jobs have been removed from the user workload and instead carried out via a machine.

Workers within organizations have persisted to change with the change in use many people becoming "knowledge individuals", who supply their specialist know-how to add towards organizational goals. People within organizations are actually often necessary to complete large activities with very specific goals. An evergrowing pattern of positions within these environments requires visitors to operate as a member within a team, to disperse complicated organizational goals. Employed in these situations provides an upsurge in efficiency and productivity in carrying out organizational activities. There are numerous advantages to working inside a team, one of the being clubs have a collective knowledge much greater than that of a person, permitting them to understand a problem by writing knowledge. Associates will often have their own ideas they want to be included into a remedy etc could be more so focused on the task. Whilst one individual could find it hard to see imperfections of their own work, groups can often identify errors considerably faster, with a more objective standpoint. Creative solutions can be derived from an organization with multiple viewpoints, often providing an abstract view of your problem.

Within the business world, companies have been targeting growing markets, this has triggered a dispersion in company resources. Activities require interactions from a range of belongings including personal situated in several locations this is why technology has become important to team collaborations within a business environment.

Collaboration between personnel is becoming more vital in completing organizational goals, technology and software improvements have advanced helping collaboration between individuals whom aren't co-located. A type of software which includes grown because of the requirement of organizations is groupware. Groupware, collaborative software or group support systems are all a kind of software "with the primary objective to help make the interaction between individuals who work together easier and aiding them to be more effective and reliable. "( Sarmento, Lousa, Machado, 1999) The program is used to "organizations of people employed in the task that delivers an user interface to a shared environment. " (Borko Furht, 2008) Groupware can take place between people whom are co-located or remotely segregated. It can either be synchronous where people are collaborating in real-time or asynchronous with communication at different times (not real-time). Many early groupware systems were brought to live to eliminate the necessity to be co-located. Groupware has now grown to circumstances where it is an industry of its, with so many organizations using numerous kinds of collaborative software. Groupware has been around for many years, incorporating solutions such as email. Recently groupware is becoming associated with systems that support cooperation and communication, numerous software solutions providing support for communication, cooperation and cooperative work, for example LMS systems employed by many universities, to aid student collaboration.

Many factors have business lead to the need of software solutions that promote collaboration between individuals. Group work is a normal experience for many individuals within an group, generally in most organizations most sophisticated decisions are created by a team. As this are more frequent the necessity to talk about documents and work together is central to success. As media becomes more available through IP (internet protocol) through factors such as faster networking connections, the range and level of data we can send has improved upon enabling better groupware systems (such as video conferencing). Additional the go up of groupware has been inspired by the global get spread around of employees with "87 percent of employees about the world work[ing] in remote office buildings. "(Turban, Leindner, Mclean, Wetherbe, 2008) Individuals daily exercises have grown to be more dependent on gadgets, keeping them in constant connection to e-mail collaborative calendars and other groupware system. Exposing individual to this technology makes it easier to create such software to their work life. The great things about groupware have business lead to huge numbers of organizations up taking e-collaboration, "the telecommunication Industry (TIA)(Tiaonline. org) suggests that global revenues from cooperation will show a 66. 5 percent ingredient annual growth reaching $11. 4 billion in 2007" (Turban, Leindner, Mclean, Wetherbe, 2008).

One of the problems slowing the uptake of groupware is the range of requirements from the various users of collaborative software. Because cooperative work is carried out through such a wide array of industries the number of different activities is large, often general solutions cannot supply the operation needed so bespoke software is required. This factor has slowed the uptake of groupware in smaller organizations. Another concern with groupware is the integrity of data being managed upon. When cooperative working it is often the truth that the users will be focusing on an artifact, with multiple users being able to access and modifying the artifact it can often cause multiple different copies. Groupware systems have a tendency to hire a centralized data store to attempt to reduce this occurring, including other techniques (e. g. locking the data until the changes have been finalized). Authentication in addition has been an issue related to groupware systems as often organizational documents are delicate.

Classification and types of groupware

Groupware is a term which features a large quantity of different technologies associated with communication, cooperation and cooperative work. As the term is so difficult to define it has lead to numerous people being doubtful of what constitutes as groupware. The best way to view them is to group them in a logical way, numerous different classification frameworks have been produced to spell it out characteristics of groupware. In this particular section I am going to try and explain some classification techniques to outline the many types of groupware which can be found.

The time/space matrix classification framework used to group types of groupware. This technique uses the positioning and the times in groupware to describe it. Within the x-axis is the positioning, which describes if users are co-located or geographically divided. The y-axis on the other palm describes if the users connections are synchronous (real-time) or asynchronous (not in real-time). Tools used that are synchronous and co-located usually do not be computerized, say for example a school room. Although this framework does group collaborative tools it can have instances which can cause bafflement, such as e-mail. "Though it is grouped as an asynchronous technology it can be used to send information back and forth between users. Network delays might not make it real-time interaction, but it can be used for synchronous communication. "(Brusic, 2004) Other good examples are present. The ambiguity within this platform has caused others to be formed.

The second construction this essay will create is the people/artefact construction. It is heavily based after cooperative work. "Cooperative work includes two or more participants utilizing a distributed artefact. " (Brusic, 2004) This construction recognizes 3 main procedures groupware can provide; Computer meditated communication, appointment and decision support systems and shared applications and artefacts. The first category computer-meditated communication represents systems which support direct communication between users, allowing cooperate about their work. A good example of this are e-mail, bulletin boards and video tutorial conferencing. To collaborate employees have to be able to gain an understanding of the duty and generate ideas, this is actually the principle encapsulated by the next category reaching and decision support systems. Types of getting together with and decision support systems are; argumentation tools, services that offer shared drawing tools and brainstorming activities. The final category is distributed applications and artefacts, this classification includes systems for sharing; pcs, applications and documents. This classification often requires special collaborative aware software to be used, an example of these systems are distributed editors, allowing multiple users to modify a file.

The two classification frameworks talked about are not the one two available, another example is Esther Dyson's model that focuses on the benefiting party of the groupware. Explaining these frameworks makes it apparent that there are many various collaborative tools, the ideal solution would be one which includes all tools although "we remain quite definately not developing the grand groupware system that includes all sorts of communication, and we'll probably never get there since the opportunities are constantly changing with changes in both our patterns of social relationship and the technology we've available. "(Anonymous, 2010)

Examples of organization activities groupware support

Organisations tend to be more than often using electric systems to carry out a sizable magnitude with their internal and exterior processes. The adoption of e-enterprise has brought forward the need for cooperation between organisations to meet their goals and flourish in the current market. The increasing dependence on cooperation between non co-located organisations and people has caused the groupware market to develop and become a simple tool. Groupware has influenced the expansion of corporations by improving the effectiveness of a variety of tools including the ability to speak over long ranges. I'll now discuss the use of groupware and how it could be used to support organisations and their procedures.

Since the launch of computers the capability to accumulate, analyse and talk about data has greatly increased in efficiency. Today many business and other organisations thrive upon the info they utilize. A key aspect of any organisation is how data is maintained and shared between different organisational resources, for example different tiers of personnel. Groupware is permitting organisations to work well with the number of data they currently possess. The sharing of information internally and exterior stakeholders has been benefitted by a variety of tools. Many market sectors rely on showing information to external organisations and example where this is seen has been resource and demand. Companies with a required demand need to communicate their requirements to the suppliers to be able to meet up with the demands. An example industry where this exists is within supermarket chains. Asda a leading supermarket uses "electronic data interchange" systems to converse to its suppliers with great result, "send[ing] real time data in multiple platforms securely over the internet" (Turban, Leindner, Mclean, Wetherbe, 2008). Using its current stock levels to obtain necessary products. This software supports the cooperation between organisations bettering efficiency. This groupware system offers benefits over its manual comparative (such as mobile phone ordering). Most of the system is computerized removing the necessity for recruiting, but it also often much more effective with a decrease in enough time required, problem rates (human error removed) and often cost. Information posting has become a considerable portion of groupware due to the increasing use of e-enterprise and need for multiple stakeholders to share information. It could often be observed internally in organisations with one example being the sharing of documents through systems such as email accessories and drop pack systems.

Knowledge creation tools are a collection of groupware tools that can be used to support the learning and sharing of knowledge throughout an company. Knowledge can be grouped as tacit (Knowledge that is difficult to copy by verbalising it or writing it down) or as explicit. Groupware systems support both through cooperation by using a variety of structured and non-structured methods. Tools which offer this include; white-boarding, chat, talk groupings and other tools. Knowledge creation and showing is important throughout organisations. "The need of cooperation between geographically dispersed workgroups is a critical concern to global organizations: the best specialists to resolve a challenge do not usually work on the same floor. " (Carvalho, Rodrigo Baroni de & Ferreira, Marta Araujo Tavares, 2001). As this assertion suggest groupware to help creation of knowledge is currently fundamental due to needs of organisations to span a much bigger (often global) market.

Closely coupled to knowledge creation tools will be the groupware tool categorised as knowledge management systems. The systems main purpose is to control the "creation, catch, safe-keeping and dissemination of information. "(Maier, 2007) Due to the diversity of organizations many varying systems are currently available. Learning management systems such as Blackboard are ideal examples of groupware facilitating learning. Blackboard is a well known product found in over 2200 educational companies, its primary goal is manage course content but also provides tools for learning and cooperation between users. Through my very own connection with blackboard it significantly improves the capability to find relevant information to use towards jobs and examinations, using the web discussion boards you'll be able to perform peer to peer knowledge posting to aid my personal development. Analysis and interactive learning content is another feature present helping to increase individuals knowledge throughout universities. There are many other organizations utilizing a variety of software programs. Lotus notes (IBM) is an exemplory case of collaborative software which contains knowledge management, this technique is typically used throughout businesses and offers a variety of collaborative tools such as email and calendaring.

A collaborative task management tool is an application that facilitates a task throughout its lifecycle. Many groupware tools can be used to support a variety of projects. Projects have a higher rate of success if they're managed effectively. The ability for multiple associates to carry out work on a job from different geographical locations is greatly improved upon with the use of collaborative job management tools. As the internet has become a more powerful resource they have lead to the progress of tools such as sub-versioning. Throughout the software industry it is often feasible for programmers to use from different locations all carrying out modifications on the globally stored job.

Collaborative task management tools do bring concern. When projects are completed by non co-located teams they often work on the same data this may lead to data inconsistency throughout a task. Data inconsistency can often lead to inaccuracy and lack of integrity through information. Groupware commonly uses the methodology of having a central single data store. This may still lead to lack of integrity with multiple people changing the same information. Techniques such as locking can be applied and is utilized in packages such as repository development where documents are locked until these are updated by the person changing them. This does remove the problem of data inconsistency but reduces productivity, communication is essential to avoid such issues.

The future of Groupware

All disciplines of technology continue steadily to advance at amazing rates, I believe that groupware can be critical to large organisations. Enterprises are continuing to become increasingly more popular fulfilling a huge magnitude of services. As the rates of communication through computer continue steadily to increase (i. e. internet speeds) the ability to collaborate with organisations in multiple countries using more personal marketing can be available. Furthermore the cooperation achievable will improve, bringing down the limits of geographical dispersion and providing advertising much more similar to a face to face conversation.

Large organisations such as Microsoft and IBM are carrying on to focus development towards overall groupware alternatives such as Lotus records. As these organisations continue to develop reliable secure systems I believe the utilization of collaborative systems will increase throughout small to large work surroundings. The term groupware is hard to quantify, including small systems such as e-mail to large software programs, I believe solutions that incorporate a construction and many tools can be more readily available. These sophisticated alternatives will offer overall flexibility so that the procedures they operate and tasks they manage can change but still be supported, in the same way which humans are flexible to improve. With flexibility will need to come scalability of a system, organisations are constantly changing to remain relevant with in their market, groupware will need to be able to support the need for progress.

Organisations often consist of officially skilled IT employees capable of managing the inner and external systems but personnel do not always have strong complex abilities. If groupware is to become necessity for everyone organisations, the technological skills had a need to work with the program will need to be basic, this is something I really believe can be more present within current tools.

Today's world is now seriously encircled around cellular devices with millions of people using smart phones and other hand held devices to access the web and carry out many daily activities. With the movements away from workplace workers to people whom travel in their daily work life the demand for groupware systems that can be supported via a mobile platform to permit communication and collaboration whilst on the move. Groupware tools such as email can already be accessed via mobile device but I believe more multifunctional solutions such as lotus records will become more available via cellular devices. As with the move to mobile platforms mix platform may also be needed. I believe that this will be accomplished with a rise in web-based alternatives jogging on hosted systems much like groupware such as Google groups. The inescapable move towards cloud processing will continue to bring an increase in web-based tools with less need for local storage area and a rise in hosted data warehouses.

Groupware will continue steadily to develop but this brings the cost needed to secure systems. Large organisations with top-secret information or company hidden knowledge information will without doubt like all of those other Internet become a victim to cyber-crime. If security is not maintained at the forefront of programmers heads when producing groupware tools it might become a fairly easy focus on for cyber criminals exploiting the program because of their own profit. Tools like Text message and E-mail have already fallen sufferer with numerous scandals, the increase of overall groupware systems which include nearly all business processes can be a target, an example being the invasion of your payroll system.


Groupware as talked about within this article is hard to describe with a broad range of solutions being incorporated under the word. Although groupware is hard to define the software generally have common goals such as superior communication. Nearly all collaborative tools serves as a one of the next four; Knowledge management tools, Knowledge creation tools, Information writing tools and collaborative task management tools. Through the entire essay I have discovered some techniques used to classify different groupware tools, in my own opinion I believe for an company to consider full advantage of computer systems a variety of tools should be used. Within an environment where learning is expected a range of tools would be beneficial because of the way in which people learn in different ways.

The goal for all sorts of groupware is to improve collaboration and increase organisational efficiency.

The progress of e-enterprises has increased the need for groupware systems. I believe with the ongoing need for collaboration internally and externally for organisations to prosper, the use of groupware systems will observe such progress.

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