Team working in Team working in distributed environmentsdistributed environments

M253 M253 Communicating, Communicating,

Cooperating & Cooperating & Collaborating on LineCollaborating on Line

Faculty of Computer Studies Faculty of Computer Studies Arab Open UniversityArab Open University

Kuwait BranchKuwait Branch

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COMMUNICATING

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COMMUNICATINGThe exchange of thoughts, The exchange of thoughts,

messages, or the like , as by speech, messages, or the like , as by speech, signals or writing.signals or writing.

To express oneself in such a way To express oneself in such a way that one is readily and clearly that one is readily and clearly

understood.understood.

If you can honestly achieve that If you can honestly achieve that goal, you are communicating. goal, you are communicating.

Communication is shared feelings / Communication is shared feelings / shared understanding.shared understanding.

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Methods of communication:Methods of communication:

Phone call, in-person.

Memo, fax ,e-email, letter, voice mail.

One Way:

Two Way:

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Means of Collaboration & Means of Collaboration & CooperatingCooperating

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What is Collaboration?What is Collaboration?

CollaborationCollaboration : :

Cooperative arrangement in which Cooperative arrangement in which two or more parties (which may or two or more parties (which may or

may not have previous relationship) may not have previous relationship) work together towards a common work together towards a common

goal.goal.

Collaboration in higher education: Collaboration in higher education: discussion boards gain a higher discussion boards gain a higher

knowledge of a topic from a diverse knowledge of a topic from a diverse group of people.group of people.

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Electronic Collaboration Tools:Electronic Collaboration Tools:

•ForumForum

•Wiki

•Instant messaging Instant messaging

•Video conferencesVideo conferences

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1.1.Forum is a place where people can start Forum is a place where people can start communication (in the form of threads) and communication (in the form of threads) and

reply to other people's threads. reply to other people's threads.

2.2.Forums helps us in many different ways to Forums helps us in many different ways to support the team communication and support the team communication and

develop collaboration.develop collaboration.

3.3.Forum allows users to post questions or Forum allows users to post questions or discussion topics and invite the respective discussion topics and invite the respective

community to react by reply to the original community to react by reply to the original message. message.

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The term Wiki refers to a collaborative

website that allows visitors to change

or add contents and it is easy for

anyone to contribute pages, and link

them together. As simple to edit as it is

to read, the wiki makes for the perfect

online collaboration tool.

WikWik

ii

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The most important characteristics:The most important characteristics:

1.1. If team member writes (a part of) a If team member writes (a part of) a document and circulates it to the rest of document and circulates it to the rest of

the team. They may then get back multiple the team. They may then get back multiple modifications to pull together into an modifications to pull together into an

updated version, which itself may then be updated version, which itself may then be re-circulated and re-modified more than re-circulated and re-modified more than

once.once.

2.2. The way in which the wiki is implemented The way in which the wiki is implemented means that only one person can edit a means that only one person can edit a

section of a wiki page at any given moment section of a wiki page at any given moment in time – only asynchronous working is in time – only asynchronous working is

possible. The system will lock the section possible. The system will lock the section automatically and not allow anyone else to automatically and not allow anyone else to

access it until the current editor has signed access it until the current editor has signed off and released that section of the page. off and released that section of the page.

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The major drawbacks: The major drawbacks:

By using the History tab at the top of By using the History tab at the top of the page we can found who did, what, the page we can found who did, what, when, in each wiki page’s history, but when, in each wiki page’s history, but it is not very easy to follow given the it is not very easy to follow given the potentially large number of changes potentially large number of changes

made to a page over time.made to a page over time.

If you do not go back and save the If you do not go back and save the work after previewing it, otherwise work after previewing it, otherwise

the system will just lose all your the system will just lose all your work, which can be very frustrating.work, which can be very frustrating.04/21/23 12Kwuait Branch

NotesNotes::

Only one person can edit a section of a wiki page at any Only one person can edit a section of a wiki page at any given moment in time – only asynchronous working is given moment in time – only asynchronous working is

possible. possible.

The system will lock the section automatically and not allow The system will lock the section automatically and not allow anyone else to access it until the current editor has signed anyone else to access it until the current editor has signed

off and released that section of the page.off and released that section of the page.

If you have any significant amount of text to add to a page, If you have any significant amount of text to add to a page, that you prepare your material offline and then cut-and-that you prepare your material offline and then cut-and-

paste it into the wiki page in a single access, rather than paste it into the wiki page in a single access, rather than staying online whilst you are thinking about what to add.staying online whilst you are thinking about what to add.

It easier to use the wiki comments facility for commenting It easier to use the wiki comments facility for commenting on the actual contents of each wiki page more directly.on the actual contents of each wiki page more directly.

When you have added content to a wiki page, the system When you have added content to a wiki page, the system lets you preview what you have done before you save it lets you preview what you have done before you save it

permanently.permanently.

You can delete work entered by other people.You can delete work entered by other people.

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SummarySummary

Forum and Wiki let you and your team Forum and Wiki let you and your team

communicate collaborate online. They are communicate collaborate online. They are

easy, efficient, and intuitive to use.easy, efficient, and intuitive to use.

Forums and Wikis can be used to facilitate Forums and Wikis can be used to facilitate

various online activities. various online activities.

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Forum/WikiForum/Wiki

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Instant messaging.Instant messaging.

Video conferences.Video conferences.

Audio conferences .Audio conferences .

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There are two key points while using, other communication tools..

Firstly, a summary of what you discuss, Firstly, a summary of what you discuss, agree, and create must be relayed back agree, and create must be relayed back to the forum or wiki so that everyone in to the forum or wiki so that everyone in

the team and your tutor, knows, or is the team and your tutor, knows, or is able to find out, what is going on. able to find out, what is going on.

Secondly, if your team is going to take Secondly, if your team is going to take some responsibility for identifying some responsibility for identifying

additional modes of communication and additional modes of communication and collaboration that the team can use, you collaboration that the team can use, you

must obtain team agreement about the must obtain team agreement about the use of such a tool.use of such a tool.04/21/23 17Kwuait Branch

Instant Messagi

ngIM

Is a form of real-time direct text-based Is a form of real-time direct text-based

communication between two or more people communication between two or more people

using Personal computer or other devices, using Personal computer or other devices,

along with shared software clients? The along with shared software clients? The

user's text is conveyed over a network, such user's text is conveyed over a network, such

as the Internet. as the Internet. 04/21/23 18Kwuait Branch

Advanced Instant MessagingAdvanced Instant Messaging

Allow enhanced modes of Allow enhanced modes of communication, such as live voice or communication, such as live voice or

Video calling. Video calling.

You can format your text, past in You can format your text, past in images.images.

In contrast meeting conducted by In contrast meeting conducted by instant messaging are more flexible instant messaging are more flexible

than face to face meetings.than face to face meetings.

You can accept or decline invitations to You can accept or decline invitations to join discussions & people have the join discussions & people have the

chance to leave discussion when they chance to leave discussion when they want.want.

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DisadvantageDisadvantages:s:

Is that instant messaging cannot do for Is that instant messaging cannot do for you decisions making and write the you decisions making and write the

minutes of the meeting. minutes of the meeting. Instant messaging is one way of Instant messaging is one way of

initiating a discussion about draft of a initiating a discussion about draft of a document that team is working ondocument that team is working on

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Netiquette Netiquette 1.1. Remember that you are talking to real people. Remember that you are talking to real people.

2.2. Try to keep your messages short. Try to keep your messages short.

3.3. Give your messages a descriptive Subject line. Give your messages a descriptive Subject line.

4.4. Summarize messages when replying to them. Summarize messages when replying to them.

5.5. Check the sender before quoting from private Check the sender before quoting from private email. email.

6.6. Credit other people’s work. Credit other people’s work.

7.7. Signal your emotions in messages. Signal your emotions in messages.

8.8. Avoid writing all in CAPITALS. Avoid writing all in CAPITALS.

9.9. Send your messages to the right place. Send your messages to the right place.

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