Collaborative tool workshop
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Transcript of Collaborative tool workshop
Collaborative Tool WorkshopDavid Gracia
My Background
Efficiency
Quality
Joy
What’s happening in the Internet?
Collaborative Tool WorkshopThe goal of this workshop is to provide students with an overview of the main online collaborative tools that
allow them to improve their communication to facilitate case discussion and project management
Session 1Online Surveys for Decision Making
Session 2
Video and Audio Conferencing
Online Meeting with Screen Sharing
Social Bookmarking
Session 3
Collaborative Project Management
Slides Sharing, Slide Casting and Screen Casting
Online Discussion Forums
*
(*) Advanced features for professional use
Online Document Sharing
Online Collaborative Wikis
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Sharing & Collaborating
What How WhenKick-Off Conference Call
Work Planification
Election of Group Speaker
Research about Collab Tools
Collaborative Business Case
Consolidation of Information
Preparation of the SlideCast
Online Discussion Forum
Online Meeting
Store all your documents online in the cloud instead of in one single device
Box
Synchronize your content seamlessly and access from any device
Share your documents with your collaborators, colleagues or clients
Have a secure back-up of all your content
Avoid attachments to emails and manage multiple versions of a document easily
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Document storage and selling
Create video calls with any of your team members to prepare the assignments
Skype
Organize audio conferences with as many people as you want
Chat and share files while you are in a video or audio conversation
Share screen with other team member to present or discuss about a document
Find back previous conversations to recover any specific data you miss
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Video and Audio Conferencing with Screen Sharing
SkypeBasic Functionalities
Create an account, add all your team members as Skype contacts and create a group including them all. Create a personal profile and configure your preferences.1Create an audio conference inviting all members of your team. Give a title to that conference.2Chat privately with some members of your team during the conference to discuss some topics off-line without interrupting the general conversation3Share your desktop with your team so that they can see your documents or you can conduct a guided demo of an application4Exchange files with your colleagues when needed during the conference.5
Revisit previous conversations.1Call some team members that are not connected to skype yet (coming late) establishing a call between Skype and their mobile phones.2Forward Skype to your mobile phone numbers to receive calls even when you are not online.3
Advanced Functionalities
Further information here
Plan the work with your team organizing who does what and when
Basecamp
Assign to-dos with deadlines and schedule project milestones
Communicate with your colleagues posting messages instead of sending messy e-mails
Identify bottle-necks and dependencies among inter-dependent tasks
Get an overview of what is due for the next days and weeks in a clear and intuitive way
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Collaborative Project Management
BasecampBasic Functionalities
Open an account and create a project to organize who does what and when.1Invite your team members to your projects so that you can build together a project plan.2Identify the key tasks of this project and structure them in to-dos and to-do lists (what).3Assign each to-do to a responsible (who) and assign a specific date (when).4Create milestones and assign them to the corresponding to-do lists. Monitor which milestones are upcoming, due in the next 15 days or completed in the “Milestone” tab.5
Synchronize your milestone calendar with your Google Calendar.1Write messages and comments in to-dos and milestones.2Get e-mail notifications or subscribe via RSS feeds. Get a daily report of your projecto progress.3
Advanced Functionalities
Further information here
Create online surveys in an easy and quick way using different kinds of questions
Surveymonkey
Send invitations automatically so that people can fill the survey online
Get results in real time and in an automatic way
Process the results filtering and segmenting by multiple variables
Gather information from your team members for democratic decision making1
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Online Surveys for Decision Making
SurveymonkeyBasic Functionalities
Create a survey using different types of predefined questions1Invite people to fill the survey online in an automatic way2Gather and manage results in real time3Segment and filter the results using multiple variables4Display results using graphs and download results for further processing5
Use predefined survey templates1Personalize the look & feel of your survey with corporate colors and logos2Share online the results of a survey3
Advanced Functionalities
Further information here
Keep track of interesting web pages you find during your research process
Delicious
Tag them to easily find them when needed using multiple tag for a single bookmark
Access to your bookmarks from any computer
Find relevant content using web pages tagged and categorized by other people
Connect to other people with similar interests and get notifications when they add new stuff
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Social Bookmarking
DeliciousBasic Functionalities
Create an account and install the add-on buttons in your navigation bar. Create a profile linking to your profiles in other networks.1Do some research and find 3-5 interesting web pages about the topic “collaborative tools” and bookmark them. Edit the title, add notes and tag them.2Use tag combinations to discover not only new relevant information on del.ici.ous but also people who share similar interests. Save those pages as your own bookmarks.3Create a network including all your team members and send an interesting page you are tagging to some of them.4Subscribe to tags of specific users to get updates about new web pages bookmarked by those people.5
Manage bundles of tags, subscriptions and networks to access to your information in a more efficient way.1Embed a del.ici.ous badge on your blog or personal page.2Share your bookmarks on Twitter.3
Advanced Functionalities
Further information here
Create, upload and edit documents, presentations, spreadsheets and drawings
Google Docs
Share and collaborate in real time with other team members
Safely store and organize your work and access from everywhere
Control who can access you documents and manage read/write permissions
Create a site to aggregate all the information of your team work
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Online Document Sharing
Google DocsBasic Functionalities
Create a new spreadsheet for preparing a business case of investing in new collaboration tool in a company or business school.1Share it with your whole team but allow only of your colleagues to edit the document with you.2Work with your colleague in the document in a collaborative way editing it in real time while you are chatting and discussing about it.3Archieve the document in the corresponding folder of this session and tag it so that you can easily find it later.4E-mail all the team members once you have the first version of the business case to discuss it with the whole group.5
Publish your document in the website you have for your team using either a link or a widget.1E-mail the document as an attachment or include the content of the document in the body of the e-mail.2Use advanced searching options for finding all your documents and see the revision history af any document (in the File menu) to recover a previous version.3
Advanced Functionalities
Further information here
Create and edit a wiki to prepare team assignments in a collaborative way
Wikispaces & IE Wiki
Manage access and permissions for every team member
Tag the entries and attached documents to easily find content
Get messages and notifications when changes are made in any entry
Recover previous versions and establish discussion around any topic in the wiki
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Online Collaborative Wikis
WikispacesBasic Functionalities
Open an account in wikispaces and create a profile linking to your linked-in or facebook profile.1Create a wiki and invite your team members allowing them to edit any page except the homepage.2Create a new page and link it from the home page. Edit that page giving format and attaching a document (as a link or widget).3Establish a discussion with a colleague about a given topic using the discussion tab of the corresponding page and getting notifications. Configure notifications of changes in a given page by e-mail & RSS.4Recover a previous version of a wiki page.5
Promote a member to organizer and then demote him back to member.1Get statistics of your wiki in general, at a page level and at a user level to get an idea of the contribution of each team member to each topic.2Get a pdf version of your wiki and print it out. See the revision history of a document (in the file menu) to recover a previous version. Embed your wiki in your blog using a badge and import a blog post.3
Advanced Functionalities
Further information here
Organize online meetings with your team members
Vyew & Adobe Connect
Share documents and allow other people to edit them in real team
Give online presentations or webinars walking through a presentation in a synchronous way
Share your desktop with your team members to conducted guided demos of applications
Leave content available to be accessed over time
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Online Meeting with Screen Sharing
VyewBasic Functionalities
Open an account and invite your team members to a pre-scheduled online meeting.1Import the content to be presented and discussed in the online meeting. Import the draft of the presentation, the spreadsheet with the business case and a screenshot.2Allow your colleagues to annotate and draw on the shared documents during the discussion.3Attach sticky notes (text or audio) to facilitate contextual discussions about the content of the presentation.4Change between synchronous to asynchronous modes depending on whether you are presenting or discussing the document.5
Share your desktop with your team members to enable a guided demo of an application.1Communicate with colleagues using integrated text, audio and video chat.2Leave content available to be accessed over time.3
Advanced Functionalities
Further information here
Share publicly your presentations to reach many global viewers
Slideshare
Share privately your documents with your colleagues for team collaboration
Publish slidecasts combining visual presentations with audio explanations
Connect to other people with similar interests to grow your professional network
Check out talks from events you missed and create your own events
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Slide Sharing, Slide Casting and Screen Casting
SlideshareBasic Functionalities
Upload and create a presentation, document or video and manage user permissions1Browse and look for relevant information sorting search results by different criteria2Favourite the best presentations to find them back and download them to your computer3Create a slidecast synchronizing the slides with the corresponding audio explanation4Join a group or plan an event in a specific date and location5
Create a branded channel aggregating all your content and measuring the sources of traffic to your channel1Embed a slideshow widget into your blog, website or social network profile2Upload videos with presentations you have conducted and link them from your linked-in account3
Advanced Functionalities
Further information here
Create online forums for preparing a case discussion or team assignment
Zoho Discussions & IE Discussion Board
Structure your forums into threads and sub-threads and manage permissions
Create your own topics and respond to those created by your colleagues
Follow a topic or an author and bookmark any topic of particular interest
Create a user profile and send private messages to specific colleagues
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Online Discussion Forums
Zoho DiscussionsBasic Functionalities
Open an account and invite your team members to the online forum.1Structure the online discussion creating threads and sub-threads for different topics.2Add new content by responding to a topic, commenting a response, attaching images an audio files.3Sort the posts by author, date, topic or read/unread to easily follow the conversation.4Print the unread posts or the whole discussion forum to work offline when needed.5
Get statistics of the activity in the online forum by topic or by author to assess individual contributions.1Use an integrated chat to discuss one-to-one or in group while writing your entries.2Get e-mails and notifications about changes in a given topic or by a given author.3
Advanced Functionalities
Further information here
SharePoint by Microsoft
Benchmarking
vs
vs
vs
vs
vs
Using Multiple Tools TogetherHolding an online meeting
For chat, video, audio, screen sharing
For online surveys and polls
For sharing documents and collaborating online
Organizing the work of the groupFor breaking down the assignment into small pieces
For wrapping up and assembling all the pieces
For providing additional sources of information
Increasing the audience of your presentationsSlidecasting your presentations to reach a larger audience
For spreading virally comments about your presentations
For doing online meetings with all the functionalities above
Efficiency
Quality
Joy
Collaborative Tool WorkshopDavid Gracia