Chapter 19

GROUPWARE

Cortaga, Ma. Dianne T (BSCS2A)

What is groupware ?

Groupware is a term used to describe software products that are designed to facilitate
cooperation and teamwork among numerous users. it provides features and services
that allow users to collaborate on shared documents, projects, and tasks, as well as
communicate and coordinate their operations, and it can be synchronous or
asynchronous, which means that participants can collaborate in real time or at various
periods. It can also be collocated or dispersed, which means that participants operate in
the same physical area or from a distance.

The Time Space Matrix

The time/space matrix is a technique for categorizing communication methods based on

whether or not participants are working at the same time and in the same physical
location. Asynchronous communication occurs when people work at the same time,
while synchronous communication occurs when they work at different times. When
participants work in the same physical location, they are said to be co-located; when
they work in different locations, they are said to be dislocated.

What Interaction does a tool support?

Interactions supported by groupware tools are intended to enhance communication,

collaboration, and coordination among members of a group, with the ultimate goal of
enhancing efficiency and achieving shared objectives.

Computer Mediated Communication

 It allows group member to communicate with each other using a various digital
channels, like emails, instant messaging, video conferencing and online forums. It is also
used to share ideas and information .

Email and Bulletin Boards

Email and bulletin boards are examples of asynchronous and remote forms of
computer-mediated communication. They are widely used for both personal and
professional communication, and are considered to be the most successful groupware
tools. the recipients are typically listed in the "To:" field, and additional recipients may
be listed in the "Cc:" field. The main difference between these fields is that recipients
listed in the "To:" field are expected to take action or respond to the message, while
those listed in the "Cc:" field are simply being copied on the message for informational
purposes. The delivery of an email is identical for all recipients, but the social purpose of
the message may vary depending on the intended audience. For example, an email sent
to a group of coworkers may be more formal in tone and content than an email sent to
a friend or family member.Bulletin boards are online forums where users can post
messages and engage in discussions with others. Unlike email, bulletin board messages
are visible to all users and can be replied to by anyone. Bulletin boards are often used
for group collaboration or as a means of communication within an online community.

Email vs. Bulletin Boards

Email is a mode of communication where a message is sent from one person to another
using email address. On the other hand, a bulletin board is a platform where users can
post messages on a specific topic or category that can be viewed by others.Fan-out:In
email, the message is sent to a specific recipient or a group of recipients. In bulletin
boards, the message is posted on a topic or category that is available for anyone
interested in the topic to view. One-to-one communication:Email is a mode of one-to-
one communication where a message is sent from one person to another. On the other
hand, bulletin boards do not allow for one-to-one communication as the messages are
posted on a topic or category that can be viewed by multiple people.
One-to-many communication: Both email and bulletin boards support one-to-many
communication. In email, this is achieved through the use of distribution lists, where a
message is sent to a group of recipients. In bulletin boards, this is achieved through the
use of broadcast distribution, where a message is posted on a topic or category that can
be viewed by multiple people.Control: In email, the sender has control over who
receives the message, as it is sent to a specific recipient or group of recipients. In
bulletin boards, the administrator has control over the content posted on the bulletin
board, as they can moderate or delete messages. Recipients of bulletin boards have
control over which topics they subscribe to and which messages they choose to view.

Structured Message System

Asynchronous/remote: Like email, this structured message system is asynchronous,

which means that the sender and recipient do not have to be online at the same time to
communicate. Additionally, the system can be accessed remotely, which means that
users can send and receive messages from anywhere with an internet connection.

Super email: This system could be thought of as a "super email" because it has
additional features that go beyond the basic functionality of email. It allows for
structured messages that are organized into specific fields, which can be used for
filtering and sorting incoming messages.

Sender: The sender of the message fills in special fields that are part of the structured
message system. This could include information such as the subject, date, time,
recipient, and message content.

Recipient: The recipient of the message can filter and sort incoming messages based on
the contents of the fields. For example, they may be able to sort messages by date or by
sender. This can make it easier for the recipient to find and manage their messages.
Benefit for the recipient: The use of a structured message system can provide benefits
for both the sender and the recipient. For the sender, it can ensure that messages are
organized and contain all the necessary information. For the recipient, it can make it
easier to manage incoming messages and find the information they need more quickly.

txt is gr8

it is a phrase commonly used to express appreciation for a well written or well

composed message.

✓Instant messaging- is a real time communication method that enables two or more
users to exchange text message or multimedia files over the internet or a local network,
it often used as a form of collaborative communication to facilitate team coordination,
decision making and information sharing.

✓SMS(short message service) is a text messaging service that allows users to send and
receive short message, typically limited to 160 characters ober mobile networks, Sms in
groupware can be useful for quick, simple messaging that do not require complex
formating or attachments. For example team members use sms to coordinate meeting
times or share urgent updates on notifications.

Spam in Action

SMS-based system called SPAM to coordinate the activities of its staff in a hostel and
associated semi-independent living accommodation for former psychiatric patients.
Staff and patients can send SMS messages to a central number which are then displayed
on touchscreens in the staff offices. As staff spend a considerable amount of time off site
this is used extensively, for example when meetings over-run or people encounter traffic
delays. Also, they can leave messages without tying up the phone during busy times.

Web Conferences and Communication

web Conferences and communication allows people to connect with others remotely
and in real-time. This synchronous communication technology has evolved over time,
with advancements in both hardware and software. Early video conferencing technology
used Integrated Services Digital Network (ISDN) lines and video compression to transmit
video and audio signals between locations. However, with the widespread availability of
high-speed internet, webcams have become a common tool for video communication.
One of the biggest advantages of video communication is that it can often be cheaper
than face-to-face meetings, as it eliminates the need for travel and reduces
telecommunications costs. This can be particularly useful for companies with remote or
international teams, who need to communicate frequently but may not be able to meet
in person.

Video Issues

While video conferencing technology has certainly made remote communication more
convenient, it is true that it cannot fully replace face-to-face meetings. One reason is the
limitations of the video conferencing technology itself.As I mentioned, one of the
drawbacks of video conferencing is the small field of view, which can make it difficult to
see and interpret non-verbal cues from others. Additionally, the lack of reciprocity can
lead to awkward pauses or interruptions, which can interfere with effective
communication.Another issue with video conferencing is the lack of eye contact. This is
due to the fact that the camera is usually positioned above or to the side of the screen,
rather than directly in front of it. This can make it difficult to maintain eye contact,
which is an important aspect of interpersonal communication.One solution to the lack of
eye contact in video conferencing is the use of a video tunnel. A video tunnel is a device
that uses mirrors or cameras to reflect the image of the other person's eyes back to the
camera, giving the appearance of direct eye contact. While this can help to mitigate the
issue to some extent, it is not a perfect solution and may not be available or practical in
all situations.

Web Video

web video can be accessed by almost anyone with an internet connection and a basic
webcam.Webcams can be used for a variety of purposes, from simple face-to-face chats
with friends and family to more complex video conferencing sessions with colleagues or
clients. Some organizations also use permanent webcams to monitor locations or to
provide a live stream of events. One advantage of web video is that it can be used with
low bandwidth connections, allowing people in remote or underdeveloped areas to
communicate with others around the world. While low bandwidth can result in lower-
quality video and audio, it is usually still possible to communicate effectively using text
chat or even pictures.

Collaborative virtual environments(CVEs)

Collaborative Virtual Environment (CVE) is a computer-generated environment in which

users can interact with one another as if they were physically present in the same
location. These environments typically involve the use of avatars, or graphical
representations of the users, and can include both computer-generated and real-world
objects. One of the key features of a CVE is the ability to collaborate and work together
on projects or tasks, much like in a physical workspace. Users can communicate with
one another through text or voice chat, and can share files and other resources to help
complete their work.some cases, CVEs can be used to simulate real-world
environments, such as a classroom or office. Multi-User Domains(MUDs), are a type of
CVE that has been around since the early days of the internet. These environments
typically involve text-based interactions and can be either 2D or 3D in nature. Users are
represented as avatars, and can interact with one another in a variety of ways, such as
exploring virtual environments, playing games, or engaging in role-playing activities.

Internet Foyer

internet foyer is a virtual space designed to serve as an entry point or gateway to the
wider internet. This space typically features a large screen and camera, allowing users to
see and interact with the virtual world on the screen. In some cases, the internet foyer
may be designed to mirror a real-world foyer or lobby, creating a familiar and
welcoming environment for users. This can help to make the experience of entering the
virtual world more seamless and intuitive. virtual world itself is typically a
representation of the wider web, with various links and portals leading to different
websites, applications, and services.

Meeting and Decisions support systems

Argumentation tools • In this tools team members may use argumentation tools to
propose and defend their ideas during a discussion or debate. These tools can assist in
structuring and organizing arguments, making it easier for everyone to follow the
discourse and reach a conclusion.

Meeting rooms • meeting rooms elements such as whiteboards, video conferencing

equipment, and comfortable seating configurations can be created to enhance
cooperation and decision-making. A well-designed conference room can foster a more
productive and creative environment in which team members can collaborate.

Shared work surfaces •During a meeting, shared work surfaces, such as digital
whiteboards or traditional corkboards, can assist team members visualize and organize
ideas. These surfaces are useful for brainstorming, idea mapping, and visually
representing complex concepts or operations.

Meeting Rooms •Individual terminals, frequently recessed, could refer to computer

stations or other devices incorporated into conference room furniture, allowing
attendees to readily access digital resources throughout the discussion. during a
meeting, a large shared screen, often an electronic whiteboard, is an excellent tool for
visual collaboration. Participants can use this type of screen to share and annotate
documents, and other visual aids in real time. A popular seating layout for a shared
screen is U or C-shaped seats. This seating arrangement provides all participants with a
clear view of the screen and encourages attendees to have conversations face to face.

Shared Work Surfaces

In a synchronous distant situation, shared work surfaces refer to digital areas where
several users may interact and work together in real-time. This might be as basic as a
video conferencing platform that allows users to digitally meet and discuss projects.
Additional audio and video components, on the other hand, can be added to improve
social protocols and discussion. Screen-sharing features, for example, can be utilized to
show documents, presentations, or other visual assistance to the group. Participants can
draw or write on a shared canvas using whiteboard capability. Network delays are one
of the most serious problems with shared work surfaces in a distant location.
Participants might find it difficult to communicate effectively as a result, leading to
irritation and uncertainty. It can reduce these delays and ensure smooth collaboration,
it is critical to maintain a solid and reliable internet connection to improve the
cooperation experience, more special effects can be applied. Participants, for example,
can write directly on a huge video screen, however this can cause parallax and the
shadow of other participants' hands to appear on the screen. To create a more dynamic
and immersive workspace, electronic graphics can be combined with video and paper
representations.