web-tools presentation
lecture contents;
introduction
(Slide 1) It is a great pleasure to be able to speak to you on the fascinating topic of web-based tools for collaborative working. In this lecture I will discuss the key features of four of these tools, compare them, and assess their suitability for particular tasks. I will also provide you with a clear picture of what setting up an Instant Messenger program involves and discuss how it can be most effectively used for work collaboration. I hope that this presentation will provide enough information for you to make an informed decision on acquiring web-based tools for your own organisation.
the structure of the lecture
(Slide 2) Firstly, I will provide you with a brief definition of each of the four different web-based tools that I will be discussing in order to give you an initial idea about the purpose of each tool.
Secondly, I will give a comprehensive description of each tool by describing the three key features of each using illustrations to aid your understanding.
Thirdly, I will talk about the capabilities and limitations of each. I will then compare Instant Messenger with E-mail and Video conferencing with Web conferencing.
Fourthly, I will (then) consider how suitable the two different types of web-based tools are in different work collaboration contexts.
Fifthly, I will (then) provide an effective demonstration of the setup of Gaim (an Instant Messenger program) giving a full and accurate picture of what it entails.
Sixthly, I will ( then) show the use of Gaim as a tool for collaborative working – giving three examples of different ways that the tool can be used for different work purposes.
Seventhly and conclusively, I will attempt to answer the question: Is IM worth integrating into your organisations ICT solution?
definition
(Slide 3) Here I will provide a brief explanation of the four web-based tools that will be considered in this lecture.
(Slide 4) The first web-based tool that I will be describing is Instant Messenger. It is a tool used to allow text-based real-time communication between two or more different parties. For example, when one party sends an instant message the receiving party is instantly notified that he/she has a message and is shown its contents immediately.
(Slide 5) The second tool I will describe is e-mail. I will be attempting to focus more on one particular aspect of it : group e-mail also known as E-mailing lists. These lists are a special sort of usage of e-mail that allows the user the opportunity to distribute information quickly to many other users that are networked to him/her. This can be done either on a Local Area Network or over the World Wide Web.
(Slide 6) The third tool that we will be looking at is Web conferencing. This is used to hold group meetings or live presentations over the Internet. It makes use of many different Web technologies allowing the user to perform many different tasks.
(Slide 7) The forth web-based collaborative tool I will address is Video conferencing. This is a video and audio communication link between two or more sites via dedicated video equipment. This was very popular during the 1980’s and 1990’s but increasingly today, personal computers communicating over digital lines are being used for video conferencing.
instant messenger
(Slide 8) Now let us look at the three key features of Instant Messenger. Examples of this type of tool are Yahoo! Messenger, MSN, AIM, ICQ etc…
(Slide 9) As you can see , the first key feature of Instant Messenger is what is known as the ‘buddy list’. This list shows all the people who are able to contact you through the Instant messenger software. It does a selection of things; the name you can see is your buddy’s alias. An ‘alias’ is the screen name that represents the person online. The buddy list also shows the current status of the ‘buddy’ or contact. For instance, it shows whether the buddy is available for chat or if he/she is away from the computer, is idle - in other words not using the computer - or busy. The buddy list is the base of operations. It allows you to interact with your buddies. You can initiate a conversation by clicking on a buddy’s icon. It enables you to add new buddies to your contact list so you can interact with new people and it also allows you to sort your buddies into groups. If, for example you want to include each member of your department on your buddies list; you can split your list into the different groups/teams within your department. The ‘buddy list’ also provides many other useful tools depending on the software that your organisation chooses to implement.
(Slide 10) The second key feature of instant messenger is the use of one-to-one text-based conversations. This is in my opinion is the main advantage use of instant messenger because it allows for quick exchanges of information as well as facilitating real-time private conversations between friends, family and colleagues. It also shows the time each entry is made by logging the hour, minute and second it was received. This allows the user to look back on a conversation and see what time it took place. It also gives each user the ability to display a small photograph, an image (sometimes called an avatar) or an icon for the other chat participant to see. This facility also allows users to send files quickly to each other using the IM’s protocol. (It basically links the two users directly to each other by this means.) You can also gain more information about the person that you are talking to. Some instant messenger programs allow you to generate a profile about yourself – your name, age etc – and give permission for this information to be viewed by others. Users also have the option to block a would be ‘buddy’ from further converse if the conversation gets aggressive or offensive.
(Slide 11) The third main feature of Instant Messenger is the ‘chat-room’ or ‘conference’ feature. This creates rooms with more than two participants allowing full real-time text-based chat or discussion meetings. You are able to invite anybody from your buddies list into the chat room, and the others in the room can do the same. A good thing about this feature is that you are always aware of who is currently present in the room. It also generates a good basis for small group discussions and conversations allowing each user to convey their ideas and users to link to external websites and pages for referencing. It also provides workers and planners with the opportunity to brainstorm together quickly and quietly without leaving their workstations.
(Slide 12) I now want to discuss Electronic mail…
(Slide 13) The first key feature of an e-mail client is the inbox/outbox interface. This is the home of the email user. It is the interface through which all the user’s e-mails are sent and received. It is also used to compose new e-mails and read sent and received items. The user is able to structure and arrange his/her e-mails into different folders and sub-folders for a logical and convenient collection of information. The user is also able to open any email attachments from this feature.
(Slide 14) The second key feature of e-mail is the ability to store information about contacts in an electronic address book. The address book is easy to access and search allowing the user to store other relevant information about their contacts. Address books can also be saved and imported into more than one e-mail client on different workstations. So for instance, your organisation could have a generic address book pre-installed for every user. This would allow new employees to communicate more freely and successfully when they first start work for your organisation. You are also able to adjust the way in which you receive e-mail form each contact in your address book. For example, you can choose the preferred message format that you wish to receive from that particular individual.
(Slide 15) The third key feature of e-mail is the ability to create mailing lists. This is also known as ‘Group email’. This allows the user to address an email message to many individuals at the same time, enabling the widespread distribution of important correspondence. It also allows you to setup different groups and lists for effective in-house projects. For example, you could have all personnel working on a particular project on the same ‘list’ and through this ‘list’ you could discuss any issues that arise and inform each other on your current progress by submitting reports and other summaries.
web conferencing
(Slide 16) Now let’s look at the three key features of Web conferencing.
(Slide 17) The first key feature of Web conferencing is being able to interact in real-time with other people through audio communication. Typically Web conferencing is an extension of the voice medium. Most people still use this as their primary communication channel. The voice communication channel is usually over a voice conference or over the Internet using VoIP. VoIP is the acronym for Voice over Internet Protocol. It is the technology used to transmit voice conversations over a data network using the Internet Protocol. The data network may be the Internet or a corporate Intranet. It is normally used where text-based chat is too slow and is therefore a hindrance to effective work collaboration.
(Slide 18) The second main feature of Web conferencing is Web-based visuals. Alongside voice communication, web-based visuals provide the users with understanding enhancing tools. This feature can consist of some or all of the following aids. PowerPoint presentations which can be displayed through either web conferencing software or a web browser plug-in. Interactive on screen whiteboards can be used to draw diagrams or for brainstorming purposes. Web tours enable new users or trainees to become accustomed with a particular system; these are used by many training experts. Polls can also be generated about many subjects. For example, this tool can be used when evaluating a software revision or version. Using a Poll facility fellow programmers or testers can give a rating or compare a program with another revision written by someone else. This feature of the tool can benefit work collaboration greatly.
(Slide 19) The third key feature of Web conferencing is the ability to share documents and data. Through most web conferencing setups it is possible to share anything from files to allowing remote access to a computer. There is one very useful program currently available called Glance (http://www.glance.net/); it enables the user to share with another a real-time display of what is currently happening on the user’s visual display unit. To illustrate this, imagine that you’ve got a problem with a particular piece of software – an error keeps appearing or something – the IT support technicians could use this web conferencing feature to see your desktop and the problem, then they could gain access to your workstation remotely to fix it, saving yours and theirs time. Most web conferencing software also allows you to share spreadsheets, reports and even some databases. This is done by either application sharing or in-built display utilities.
video conferencing
(Slide 20) Finally, let’s look at the three key features of Video conferencing.
(Slide 21) The first main feature of Video conferencing is being able to actually see your correspondent. You can see each other through video equipment. This can be helpful in some work contexts but not all. This is mainly used for cross-company executive meetings and can also be used for job interviews where the interviewee or interviewers are separated by considerable distances. Here the persons involved would either use in-house video conference rooms or rent out local video links and connect up to each other in real-time. A good thing about this is that you can actually see who is present in the conference and you are always able to identify the person who is talking.
(Slide 22) The second key feature of Video conferencing is the being able to hear what the speaker is saying at the same time he or she is saying it. Sometimes there can be a slight delay or disruption but nowadays these problems have generally been ironed out. Video conferencing gives users the opportunity to hear each other in real-time and discuss important subjects and issues confidently and in confidence.
(Slide 23) The third key feature of Video conferencing is that it allows persons in different physical locations to interact. Video conferencing allows many meetings to take place that would otherwise have not been possible. It is a secure medium – data can be encrypted if required or dedicated lines can be used. This method of communication has been established for many years now so users or prospective customers can be assured that the meetings will be effective. This feature also provides the reassurance and protection some users need . This is why it is sometimes used by witnesses in courts of law to help deter witness intimidation and identification.
comparison
(Slide 24) I will now compare the capabilities and limitations of all the tools just described.
(Slide 25) Instant Messenger is great for quick exchanges of information but is very inefficient for long conversations. If all you require is a small amount of information or just wish to organise a meeting it is the most effective means but if the conversation is likely to be prolonged it may be wiser to pick up the phone to continue the discussion. For some people Instant messenger feels less intrusive than a phone call but the downside of this is that people may not pay full attention to you or can misinterpret or mistype a piece of information and users can be unintentionally mislead. Text-based chat cannot convey social cues and emotions as effectively as voice chat. Another negative point about IM is that the numerous different versions are available use slightly different technologies that are incompatible with one another. Overall, IM is an incredibly useful tool both for work and home use and I think that the positives definitely outweigh the negatives.
(Slide 26) Email is hugely useful but it does have problems, especially when relating to group discussion in a work collaboration context. It can be very hard to follow the history of a group discussion unless the user has a very well thought-out e-mail filling system in use. For instance, if at the beginning of a project you discussed and came to an agreement on a particular issue but later on in the course of production you begin to wonder why you are doing a particular task, it can be very hard to go back and see the way you came to your decision. This is because E-mail unlike a forum or newsgroup does not have any way to structure discussions. Another bad aspect of e-mail is that important messages can get lost or overlooked when downloaded alongside a heap of others. However, e-mail and especially group e-mail is very useful when sending a message to a multitude of workers because they need not all be online at the same time.
(Slide 27) Each tool is suitable for different tasks. For instance; E-mail is a far better medium for making an announcement to a large number of persons and IM is more apt for discussing and arranging matters with smaller groups quickly. However this will be discussed more fully in the next section of the presentation. Now I am going to compare some important characteristics of both IM and E-mail. Both E-mail and IM liberates users from geography, from ‘place’. You can communicate by these means from anywhere in the world with an Internet accessibility. However IM does not free the user from time. Unlike E-mail, you need to communicate in real-time. This gives IM immediacy although not necessarily efficiency. For example, we’ve all probably sat through a lecture or meeting where the contents was of total irrelevance to us either because we already fully understood its matter or simply because it was about a subject which was of no concern to us. With IM you may have to follow the entire conversation in real-time to extract the tiny bits of information that are relevant to you just to be polite but with e-mail you need not. You can skim or ignore e-mails that are not for you. This is because you have selective attention - you can zero in on the stuff that you need. The main difference between IM and E-mail is that the former is a real-time method of communication and the latter is asynchronous.
(Slide 28) Web conferencing is a very customisable platform allowing users to perform many of the tasks the other tools do. Web conferencing is basically an all-in-one solution. Because of this there is a wide variety of web conferencing services available. They range from free open-source tools to high-end and very powerful in-house creations. The more high-end, the more customisable they are and some large global or national organisations have paid out millions for similar systems. However the wide variety of different solutions does have a downside , since organisations are spoiled for choice and some solutions tend to over complicate matters and confuse the worker. With the more high-end systems, workers will need better training so that they may be used to greater effectiveness. On the other hand because Web conferencing is able to equip the organisation with many web-based visuals, instructors can make full use of these to help trainees learn more effectively.
(Slide 29) The benefits of Video conferencing are well known. These types of conferences can save both time and money. They can save the time that might have been spent going to mutual ground or to the other’s premises. In a business world where time equals money this often provides a viable alternative option and even more so when one considers that it does away with the need to cover the expenses of travelling, hiring meeting rooms, meals and overnight accommodation. However there are some problems with Video conferencing. High quality video is still fairly expensive. The initial outlay can be very high if you plan to procure your own private conference suite and low cost video that makes use of web-cams that currently have very poor quality resolutions. Another important thing to consider before suggesting the possibility of holding a video conference with a potential customer or partner is the fact that they may be put off doing business with you because you prefer not to ‘waste your time’ to come over and meet them in person. Some cultures may find the suggestion itself very offensive and you could frustrate or lose many deals in the process.
(Slide 30) Again like the previous two tools, I am going to compare the attributes of both Video and Web conferencing. Video and Web conferencing both have the ability to allow for both video and audio conferencing although each has different emphasis. Video conferencing has more emphasis on executive meetings and deals, and Web conferencing uses video and audio for more intimate collaboration. With Web conferencing the workers can share documents and data as they work alongside one another , while a Video conference’s focus is more suited to the planning and discussion side of collaboration. Web conferencing is a newer tool which in part stems from Video conferencing but adds new dimensions to it. It enables users to share different software applications while allowing them to fine tune different pieces of work allowing them to avoid input errors. However in video conferencing it is more likely that people will pay more attention to what is said, because you are more involved in the discussion side of things. Interestingly, it seems that nowadays people typically find that seeing other people’s faces is not as important as being able to share documents and data. The efficiency of each method of communication depends on a number of variables because they are not polar opposites and one integrates the main aspect of the other with a different emphasis. However a basic summary of the main difference between Web and Video conferencing is that with Web conferencing you are able to share applications and data as well as communicate whereas with Video conferencing you cannot.
suitability
(Slide 31) Now I will address the suitability of web-based collaborative working tools.
(Slide 32) In fact there are only really two types of web-based collaborative work tools. These are real-time and asynchronous. The term "real-time" means to occur immediately. It is the processing of information that returns a result so rapidly that the interaction appears to be instantaneous. "Asynchronous" is a common method of transmitting data where each piece of information is transmitted separately with no time synchronization between sending and receiving devices.
(Slide 33) Real-time web-based tools include Instant messenger, Web and Video conferencing. All these tools require two or more participants to be available at the same moment in time. Asynchronous tools include E-mail, Forums (Message-boards) and Newsgroups. These tools do not require everybody to be connected together at the same time. E-mail is a simple example of this - you write a message at your own convenience and the recipients reads the email at their own convenience.
(Slide 34) So what tool should be used for which particular task? Well it all depends on the number of co-workers and their involvement in the collaboration process. Either asynchronous or real-time web-based tools can be good for one-to-one situations (two workers working on the same task) or one-to-many situations (where one person is presenting information to a large audience). They can also both be good for few-to-few situations like small group meetings for example. However, if you have a situation that really requires many-to-many communication - you may have dozens, hundreds or thousands of workers that all need to be able to broadcast questions, announcements and comments to the entire group and receive replies from the entire group then asynchronous tools are really the only way of accomplishing that.
setting up Gaim
(Slide 35) Now I will give you a demonstration of the setup of an Instant messenger program called Gaim. Gaim is a free open-source IM client.
(Slide 36) The first task to carry out in the implementation of IM in the work place is to download the IM software (in this example Gaim) and any other software required to run it. So then, go to the Gaim website: http://gaim.sourceforge.net/ and navigate to the ‘Downloads’ section of it by clicking on the Downloads button on the right hand side of the page. Gaim is compatible with both Windows and Linux operating systems (the source code is also available if you wish to compile/build your own version). For this demonstration, we will be using the Windows version. Click on the link titled gaim-1.5.0.exe in the Windows section. This will automatically download both GTK+ (which is the graphical interface environment used to generate the GUI of Gaim) and Gaim itself to the destination of your choosing. Both are contained within the single executable file.
(Slide 37) When the download has completed you will then need to perform the installation of both (GTK+) and Gaim. First, navigate to the directory where you downloaded the Gaim executable file and open it. A new window will appear, select the language you wish to use throughout the whole of the installation process. Follow the instructions and continue through the wizard until you reach the stage for choosing which components to install. Under the ‘GTK+ Themes’ section select the ‘Wimp option’ and under ‘Spellchecking support’ tick the English box. Then continue to proceed through the installation wizard.
(Slide 38) When you reach the end of the installation process you will need to setup GNU Aspell. This is the spellchecker solution that comes with Gaim. It is also open source software and is available in many different languages. Follow the instructions and continue through the wizard until it invites you to choose the installation directory. Choose an appropriate place on the local computer, and install GNU Aspell there. When Aspell has finished installing the user will be notified that the installation of Gaim and GTK+ is complete. The workstation is now ready for work collaboration using an IM account.
(Slide 39) Now you need to enter you account details. Firstly, start up Gaim, and two other windows will appear automatically. On the window called ‘Add Account’ select the MSN Protocol and enter your current email address into the field named ‘Screen Name’ and enter the password. Then enter an Alias i.e. your first name. Then press save. This will save your account and you will now see it displayed in the window named ‘Accounts’. (You are able to have more than one account saved there.) Then press the ‘Sign On’ button in the Login window and your up and running. You are now able to communicate. Setup is complete. REPEAT THIS PROCESS ON ALL THE WORKSTATIONS YOU WANT TO USE FOR COLLABORATION.
using Gaim
(Slide 40) How Gaim is used for work collaboration. Including two different ways that tool can be used for different work purposes.
(Slide 41) To interact with co-workers you need to add them to your own personal buddy list. To do this, navigate to the ‘Buddy List’ and click Buddies > Add Buddy and a new window will appear. In this window you have to enter in the buddy’s details. First, enter the co-workers email address into the field titled: ‘Screen Name’. Then enter their alias (you are able to adjust this later if you wish) and select or create a new group for the buddy to be in. In the example shown I have called the group ‘Co-workers’. Then choose which of your accounts to save this information too and press the ‘Add’ button. You then need to wait for the buddy to accept your request, when he does you are then able to collaborate/communicate.
(Slide 42) IM is great for quick exchanges and is less intrusive than a phone call. Queries and questions can be answered quickly and quietly. All the user needs to do is start a conversation and type their message into the text box and click on the send button. The user should receive a response instantly – it is also possible for the user to be notified when the recipient has begun to type a reply. In the example shown, a co-worker is asking her boss how he would like a particular element in a spreadsheet displayed; she has also been proactive in asking about another matter at the same time. This is a standard example of the use of IM in a work collaboration context.
(Slide 43) IM is also very good for small group discussions and organisation. For more intimate work collaboration small groups can use the text-chat room facility to work alongside one another. This is done in Gaim by clicking Buddies > Join a Chat. This feature can also be used to allow all present to plan/review a project or arrange a meeting. Because IM liberates all users from ‘place’ they do not need in the same location to carry out these minor tasks. In the example shown, three co-workers are planning a disciplinary meeting. This also shows what the use of such a tool entails.
conclusion
(Slide 44) To conclude my lecture I will attempt to answer the question: Is IM worth implementing into your organisations ICT solution?
(Slide 45) Yes! Why? (1) The initial cost is practically non existent. Nearly all Instant Messenger services and solutions are completely free. The example tool I chose to demonstrate was open source software. If your organisation already has a local area network and internet connection there will be no extra cost, so it is more than worth while to download and install IM just the have the facility there even if it is not currently required. However I would go further and say that (2) IM harnesses the ability to multitask. This tool is able to increase your organisations productivity by helping workers make decisions faster and fostering better communications. According to some analysts IM is set to overtake E-mail as the predominant business communication method because of its real-time multi-tasking capabilities. Another reason to implement IM into your organisations ICT solution is because instant messaging has evolved into a business communications method from a consumer activity, the designer’s of this utility have made it very easy to use. (3) There is no need for training workers for this tool because all IM programs are designed to be intuitive. I hope that my presentation has been enlightening and beneficial in helping you come to an informed decision about web-based tools for collaborative working.
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