Web-based tools for Web-based tools for collaborative workingcollaborative working

The key features of four The key features of four tools, a comparison of each tools, a comparison of each and a demonstration of one.and a demonstration of one.

David HollandsDavid Hollands

The structure of the lectureThe structure of the lecture

1.1. Brief definition of each of the four different web-Brief definition of each of the four different web-based tools.based tools.

2.2. A description of the three key features of each.A description of the three key features of each.3.3. Comparison of the capabilities and limitations of Comparison of the capabilities and limitations of

both IM and E-mail and both Video and Web both IM and E-mail and both Video and Web conferencing.conferencing.

4.4. How suitable are the tools for particular tasks?How suitable are the tools for particular tasks?5.5. Demonstration of the setup of Gaim (Instant Demonstration of the setup of Gaim (Instant

messenger).messenger).6.6. The use of Gaim as a tool for collaborative working.The use of Gaim as a tool for collaborative working.7.7. Conclusion: Is IM worth integrating into your Conclusion: Is IM worth integrating into your

organisations ICT solution?organisations ICT solution?

DefinitionDefinitionBrief explanation of the four Brief explanation of the four web-based tools that will be web-based tools that will be

considered.considered.

Four web-based tools used Four web-based tools used for collaborative workingfor collaborative working

1. Instant messenger 1. Instant messenger is a web-based tool used to allow text-based real-time communication between two or more parties. When a person sends an IM the receiver is instantly notified that she/he has a message.

Four web-based tools used Four web-based tools used for collaborative workingfor collaborative working

2. Electronic mailing lists 2. Electronic mailing lists (Group e-mail) are a special usage of e-mail that allows for widespread distribution of information to many networked users. Whether it be over a small local area network or over the Internet.

Four web-based tools used Four web-based tools used for collaborative workingfor collaborative working

3. Web conferencing 3. Web conferencing is used to hold group meetings or live presentations over the Internet. This type of conferencing is defined as such because of its use of World Wide Web technologies.

Four web-based tools used Four web-based tools used for collaborative workingfor collaborative working

4. Video conferencing 4. Video conferencing is video and audio communication between two or more people via dedicated video equipment. But increasingly, personal computers communicating over digital lines are being used for video conferencing.

Instant MessengerInstant MessengerThree key features.Three key features.

Key features of:Key features of:Instant MessengerInstant Messenger

1. The first key feature of Instant 1. The first key feature of Instant messenger is the buddy list.messenger is the buddy list.

Shows the alias of buddy.

Shows current status of buddy.

Allows you to initiate a conversation.

Allows you to add new buddies to list.

Lets you sort buddies into groups.

Gives you access to other useful tools.

Key features of:Key features of:Instant MessengerInstant Messenger

2. The second key feature of IM is one-2. The second key feature of IM is one-to-one text-based conversations.to-one text-based conversations.

Real-time private conversation.

Shows the time of each entry.

Displays your buddy’s picture.

Allows you to send files quickly.

You can gain extra info about buddy.

You can block a buddy from further converse if necessary.

Key features of:Key features of:Instant MessengerInstant Messenger

3. The third key feature of IM is chat 3. The third key feature of IM is chat rooms with more than two rooms with more than two participants. participants. Full real-time text-based chat is

permitted.

You are able to invite anybody on your buddies list into the chat room.

You are always aware of who is currently in the room.

You can link to external web pages, share ideas and brainstorm as a group.

Electronic mailElectronic mailThree key features.Three key features.

Key features of:Key features of:Electronic mailElectronic mail

1. The first key feature of an e-mail 1. The first key feature of an e-mail client is the inbox/outbox interface.client is the inbox/outbox interface.

This interface is used to send and receive all the user’s e-mails.

It is also used to compose new e-mails and read sent items.

The user can organise all of his/her e-mails into different folders and sub-folders.

He/she can also open any attached files from here.

Key features of:Key features of:Electronic mailElectronic mail

2. The second key feature of e-mail is the 2. The second key feature of e-mail is the ability to store information about ability to store information about contacts in an address book.contacts in an address book.

Other relevant information about contacts can be stored.

Address books can be saved and imported into e-mail clients on different workstations.

You can adjust the way you receive e-mail from each contact. For instance, you can choose your preferred message format.

Key features of:Key features of:Electronic mailElectronic mail

3. The third key feature of e-mail is the 3. The third key feature of e-mail is the ability to create mailing lists.ability to create mailing lists.

This is also known as Group e-mail.

It allows the users to address an email message to many individuals at the same time.

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.

Web conferencingWeb conferencingThree key features.Three key features.

Key features of:Key features of:Web conferencingWeb conferencing

1. The first key feature of Web 1. The first key feature of Web conferencing is voice communication.conferencing is voice communication.

Typically Web conferencing is an extension of the voice medium.

The voice communication channel is usually over a voice conference or over the Internet using VoIP.

Normally used because text chat is too slow.

Key features of:Key features of:Web conferencingWeb conferencing

2. The second key feature of Web 2. The second key feature of Web conferencing is Web-based visuals.conferencing is Web-based visuals.

Web conferencing services use many different visual aids including:

PowerPoint presentations

Whiteboards

Web tours

Polling

Key features of:Key features of:Web conferencingWeb conferencing

3. The third key feature of Web 3. The third key feature of Web conferencing is the ability to share conferencing is the ability to share documents and data.documents and data.

You are able to share many different types of documents and data:

Spreadsheets

Reports

Databases

Application sharing

Video conferencingVideo conferencingThree key features.Three key features.

Key features of:Key features of:Video conferencingVideo conferencing

1. The first key feature of Video 1. The first key feature of Video conferencing is being able to conferencing is being able to seesee each other.each other.

You can actually see who is present in the conference.

You can always identify who is talking.

Key features of:Key features of:Video conferencingVideo conferencing

2. The second key feature of Video 2. The second key feature of Video conferencing is being able to conferencing is being able to hearhear what the speaker is saying.what the speaker is saying.

You can hear what the person on the screen is saying in real-time.

You are able to discuss important subjects confidently.

Key features of:Key features of:Video conferencingVideo conferencing

3. The third key feature of Video 3. The third key feature of Video conferencing is that it allows conferencing is that it allows persons in different physical persons in different physical locations to interact.locations to interact.

SecurelySecurely

EffectivelyEffectively

SafelySafely

ComparisonComparisonOf the capabilities and limitations.Of the capabilities and limitations.

Benefits of IMBenefits of IM

There are lots of different types and There are lots of different types and versions of IM (MSN, ICQ, AIM etc…)versions of IM (MSN, ICQ, AIM etc…)

IM is inefficient for long conversations.IM is inefficient for long conversations.

Problems with IMProblems with IM

Great for quick exchanges between co-Great for quick exchanges between co-workers.workers.

IM feels less intrusive than a phone IM feels less intrusive than a phone call.call.

Problems with E-mailProblems with E-mail Hard to follow the history of a group Hard to follow the history of a group

discussion.discussion. Messages get lost/overlooked when Messages get lost/overlooked when

downloaded alongside a heap of downloaded alongside a heap of others.others.

Benefits of E-mailBenefits of E-mail The sender and the recipient need The sender and the recipient need

not be online at the same time.not be online at the same time. Able to send the same message to a Able to send the same message to a

multitude of workers.multitude of workers.

IM vs. E-mailIM vs. E-mailIMIM

YesYes

NoNo

NoNo

YesYes

E-mailE-mail

YesYes

YesYes

YesYes

NoNo

Place Place independenceindependence

Time independenceTime independence Selective attentionSelective attention ImmediacyImmediacy

The difference between IM and E-mail is that the former is a real-time method of communication and the latter is asynchronous.

Benefits of Web conferencingBenefits of Web conferencing There is a wide variety of web There is a wide variety of web

conferencing services.conferencing services. Web-based visuals aid the individuals Web-based visuals aid the individuals

understanding of particular points.understanding of particular points.

Problems with Web Problems with Web conferencingconferencing

The wide variety of different tools The wide variety of different tools can confuse the worker.can confuse the worker.

The worker will need some training The worker will need some training to make its use worth while. to make its use worth while.

Benefits of Video conferencingBenefits of Video conferencing Saves time that might have been spent Saves time that might have been spent

travelling to a meeting venue.travelling to a meeting venue. The cost of travel, hiring meeting rooms The cost of travel, hiring meeting rooms

and overnight accommodation is reduced.and overnight accommodation is reduced.

Problems with Video Problems with Video conferencingconferencing

High quality video is fairly expensive.High quality video is fairly expensive. Low cost video is very poor quality.Low cost video is very poor quality. Potential clients may be put off because Potential clients may be put off because

you prefer not to meet them in person.you prefer not to meet them in person.

Video vs. Web conferencingVideo vs. Web conferencingVideoVideo

YesYes

NoNo

NoNo

??

WebWeb

YesYes

YesYes

YesYes

??

Video/AudioVideo/Audio Document sharingDocument sharing Application sharingApplication sharing Efficiency Efficiency

The main difference between Web and Video conferencing is that with Web conferencing you are able to share applications and data and with Video you are not.

SuitabilitySuitabilityOf collaborative working tools.Of collaborative working tools.

How suitable is each tool for How suitable is each tool for particular tasks?particular tasks?

Basically, there are only two types of Basically, there are only two types of web-based collaborative work tools:web-based collaborative work tools:

Real-timeReal-time

&&

AsynchronousAsynchronous

Real-time tools include:Real-time tools include:

IM, Web and Video conferencing.IM, Web and Video conferencing.

Asynchronous tools include:Asynchronous tools include:

E-mail, Forums and Newsgroups.E-mail, Forums and Newsgroups.

How suitable is each tool for How suitable is each tool for particular tasks?particular tasks?

How suitable is each tool for How suitable is each tool for particular tasks?particular tasks?

It depends on the amount of co-workers involved in collaboration.

AsynchronousAsynchronous Real-timeReal-time

One to One Yes Yes

One to Many Yes Yes

Few to Few Yes Yes

Many to Many Yes No

Setting up GaimSetting up GaimInstant messengerInstant messenger

Setting up GaimSetting up Gaim

First, you need to download First, you need to download Gaim and (GTK+).Gaim and (GTK+).

Go to: http://gaim.sourceforge.net/ and click on the DownloadsDownloads button on the right hand side of the page.

Click on the link titled gaim-gaim-1.5.0.exe1.5.0.exe in the WindowsWindows section.

This will download both GTK+GTK+ and GaimGaim to the destination of your choosing. They are both contained in single executable file.

Setting up GaimSetting up Gaim

Then, you need to install Gaim and Then, you need to install Gaim and (GTK+).(GTK+).

Navigate to the directory where you downloaded the Gaim executable file and open it. Then 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 GTK+ Themes select the Wimp option and under Spellchecking support tick the English box.

Then continue to proceed through the installation wizard.

Setting up GaimSetting up Gaim

Near the end of the installation process Near the end of the installation process you will need to setup GNU Aspell.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.

Install GNU Aspell in an appropriate place on your local computer.

When Aspell has finished installing you will be notified that the installation of Gaim and GTK+ is complete.

Setting up GaimSetting up Gaim

Now you need enter your account Now you need enter your account details.details.Start up Gaim, and two other windows will also appear.

On the window called ‘Add Account’ select the MSN Protocol and enter your email address and password.

Choose your Alias i.e. Your first name. Then press save. This saves your account and it is now displayed in the ‘Accounts’ window.

Then press the ‘Sign On’ button in the Login window and your up and running. Setup is complete.

Repeat this process on all the workstations you want to use for Repeat this process on all the workstations you want to use for collaboration.collaboration.

Using GaimUsing GaimFor collaborative working.For collaborative working.

Using GaimUsing Gaim

Adding co-workers to buddy list…Adding co-workers to buddy list…

• Enter the co-workers email address into the ‘Screen Name’ field.

• Then enter their Alias.

• Create/select a group to place the buddy in.

• Choose which account to use and press Add.

Using GaimUsing Gaim

IM is excellent for quick one-to-one IM is excellent for quick one-to-one exchanges of information…exchanges of information…

Queries and questions can be answered quietly and very quickly.

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.

Using GaimUsing Gaim

IM is also very good for small group IM is also very good for small group discussions and organisation…discussions and organisation…

Users can work alongside one another by inviting each other into a chat-room.

This is done in Gaim by clicking Buddies > Join a Chat.

In the example shown, three co-workers are planning a disciplinary meeting. This also shows what the use of such a tool entails.

ConclusionConclusionIs IM worth implementing into Is IM worth implementing into

your organisation’s ICT your organisation’s ICT solution?solution?

YES!YES!

Is IM worth implementing into Is IM worth implementing into your organisations ICT your organisations ICT

solution?solution?

Why???

The initial cost is practically non existent.

IM harnesses the ability to multitask.

No training is required.

Further reading…Further reading… Computer weekly article: SMS and IM Computer weekly article: SMS and IM

boost collaborative working - boost collaborative working - http://www.computerweekly.com/Articles/Article.asphttp://www.computerweekly.com/Articles/Article.aspx?liArticleID=212107x?liArticleID=212107

Copyright information…Copyright information… The screenshots of Gaim were generated by David The screenshots of Gaim were generated by David

Hollands. Since Gaim is open-source software, the Hollands. Since Gaim is open-source software, the author gives full permission for these images to be author gives full permission for these images to be reused.reused.

However this is not the case with any of the textual However this is not the case with any of the textual content which remains copyright of David Hollands content which remains copyright of David Hollands and must not be used without the author’s permission.and must not be used without the author’s permission.

E-mail me: david@hollands.gotadsl.co.ukE-mail me: david@hollands.gotadsl.co.uk