204100 IT & Modern Life 1

Department of Computer Science

Faculty of Science, Chiang Mai University

ClickOnline
to editCollaboration
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Assistant Prof. Dr. Wijak Srisujjalertwaja
Assistant Prof. Dr. Dussadee Praserttitipong
Translated by Associated Prof. Dr. Rattasit Sukhahuta

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Outline

1. Online Collaboration Concepts

2. Services That Support Online Collaboration
3. Preparing for Online Collaboration
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4. Online Collaboration Tools

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3.1 Essential Hardware for Online Collaboration

Webcam
Microphone

Speaker
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Firewall

3.1 Essential Hardware for Online Collaboration

For Online collaboration, the following hardware devices are recommended:
 Webcam: to send video signal
 Microphone: to send audio signal (sound)
 Speaker or Headphone: to play audio signal you have received
 (You can use a headset instead of microphone and headphone)
 Firewall: to keep network-connected computers connected secure. Firewall
controls communications between the internal network or the computer, and
the external network to ensure safe and reliable connection. Using firewall
can affect users' access to online collaboration tools

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3.2 Good Qualities of Online Collaboration Tools

Easy to Install & Use

Secure
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Fit Collaboration Goals

3.2 Good Qualities of Online Collaboration Tools

Before you choose an online collaboration tools for your team, such tools should have the
following qualities:
 It is easy to install and use
 It is secure
 It fits the goals of your team

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3.3 Factors to Consider when Choosing Online Collaboration

Tools
Size of Team

Number of Concurrent
Projects

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File Sharing Limits

Budgets & Costs

Ways Your Teams

Communicate

3.3 Factors to Consider when Choosing Online Collaboration Tools

The first important thing is to select suitable tools for the jobs. You should consider the
following factors.
 Size of Team & Number of Concurrent Projects: if your team only has 2 people,
emails might be enough. However, as number of team members and number of
projects going on in the same time increase, more tools will be need to make
collaborations more effective.
 File Sharing Limits: some tools can only share small document files or PDF files,
while others can share large multimedia files. Make sure that the tools can share the
file size and types you will use.
 Budgets & Costs: the tools should suitable with the budget:
 Some tools’ usage fee increase as the number of team members or storage
requirement increase
 Some fees may exceed budget
 Some tools may be free-of-charge to use, regardless of number of people or
file sizes, make it suitable for general use. But some tools with usage fee

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 may have capabilities that fit our projects more.
 Ways Your Teams Communicate

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3.3 Factors to Consider when Choosing Online Collaboration Tools
[cont.]
Same time Different time
Face-to-face interaction Continuous task
Same place

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Remote interaction Communication & coordination
Different place

3.3 Factors to Consider when Choosing Online Collaboration Tools [cont.]

Ways Your Teams Communicate: extra factors to consider are times and places:
• If the team is going to work together in the same place and at the same time,
the tools should help with face-to-face interaction and can provide presentation
on projectors or screens
• If the collaboration is going to be in the same place but at different time (working in
shifts, for example), the tools should support continuous task and provide ways for
team members to communicate without being at location. Examples: using physical
message boards to communicate announcement and work status
• If team members will be on different place, but can work together at the same time,
the tools should support remote interaction such as online meeting, online calendar
• Lastly, if team members will collaborate on different place and different time, the tools
should facilitate communication & coordination. Examples: email, online calendar
• Note that a tool can be used in many contexts.

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3.4 Setting Collaboration Protocols

Setting Basic Rules for

Communicating Project Types,
Status, and Messages

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Assigning Roles and Access
Rights

3.4 Setting Collaboration Protocols

After Online Collaboration Tools have been selected, the next thing a team should do is
setting protocols: how team members should communicate and work together, with following
important points
 Set Basic Rules for Communication: define a way to communicate project types,
status and messages for everyone in the team with as little room for
misunderstanding as possible. Examples: using color codes or symbols.
 Assigning Roles and Access Rights: for every team members. Such roles and
rights are: changing roles of members, changing project status, closing projects, for
example.

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3.5 Key Security Considerations

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Password Back up Content Turning Off Wifi/Bluetooth

3.5 Key Security Considerations

For online collaboration, these security measures should be considered
 Use Password or PIN: you should set password or personal identification number
(PIN) to important devices and files to restrict access to only team members that
should be using them
 Back up content: you should make copies of important files on different devices in
case of device loss or damage, these data can be restored
 Turning Off Wifi/Bluetooth: when you are not using Wifi/Bluetooth, you should turn
them off. These can prevent unauthorized access to your device.

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Outline

1. Online Collaboration Concepts

2. Services That Support Online Collaboration
3. Preparing for Online Collaboration
4. OnlineClick to edit
Collaboration Master title style
Tools

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4. Online Collaboration Tools

Online Calendars
Productivity Applications

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Social Media

Online Learning Environments

4. Online Collaboration Tools

 Online Storage Service
 Productivity Applications
 Online Meetings
 Social Media
 Online Calendars
 Online Learning Environments

These tools are usually used together. For example, in project management,
• Productivity applications are used to create works
• Communication tools are used to assign works to and follow-up on team members
• Exchanging ideas on social media, and
• Schedule a meeting with online calendar

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4.1 Productivity Applications

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4.1 Productivity Applications

Productivity applications are important tools to facilitate online (and offline)
collaborations. These include cloud (online) storage.

For cloud storage, users can store and manage files on the web in cloud servers.
Examples of cloud storages are Microsoft OneDrive, Google Drive, Apple iCloud, and
Dropbox

Productivity applications also include applications that support office works such as word
processing, spreadsheet, and presentation

Productivity applications allow users to work everywhere at any time, on any device with
various Oss. They (cloud storage) also facilitate real-time data sharing, with options for
user to track/revert changes with file history/version control

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4.1 Basic Features of Productivity Applications

Creating New Files/Folders

Uploading Files/Folders

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Downloading Files/Folders

Deleting Files/Folders

Granting Access to Others

4.1 Basic Features of Productivity Applications

• Beside each application specific purposes:
• Creating new files/folders
• Uploading files/folders
• Downloading files/folders
• Deleting files/folders
• Granting access of files/folders to others

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4.2 Online Meetings

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4.2 Online Meetings

The online meeting is an important tools to modern business, providing collaboration in form
of communications that members can see their faces. Examples: Zoom, Microsoft Team,
and Google Hangout.

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4.2 Basic Features of Online Meeting Applications

Scheduling a Sharing Screen
Meeting

Sending Meeting Sharing Files

Invitation

Turning Camera
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Chat Messages
On/Off

Turning
Microphone Recording Meeting
On/Off

4.2 Online Meetings

Basic features that online meeting applications should have:
 Scheduling a meeting, and canceling one
 Sending meeting invitation
 Turning camera on/off
 Turing microphone on/off
 Sharing/stop sharing screen
 Sharing files during the meeting
 Sending/receiving chat messages, where the sender can select which (or all)
attendants to send the message to
 Exchanging/presentation information in the form of digital whiteboard
 Recording meeting

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4.3 Online Calendars

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4.3 Online Calendars

Online collaboration tools in the form of online calendars provide ways for users to schedule
event (such as meeting) and communicate the schedules and related information of such
events among team members, increasing collaboration efficiency

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4.4 Social Media

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4.4 Social Media

Online collaboration tools in the form of social media can be used to facilitate
communication/data sharing/data and idea exchange between team members in online
communities and networks

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4.4 Social Media [cont.]

Social networks

Wikis

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Photo Sharing
Video Sharing

4.4 Social Media [cont.]

There are many types of online collaboration tools in the form of social media, such as:
 Social networks: are platforms for creating social networks for people with common
interests, backgrounds, or relationships. Examples: Facebook, LinkedIn
 Wikis: are websites that allow users can add, modify, or delete the contents
through web browser. Wikis usually use markup language or content modify
program
 Blogs: are online spaces for a person or group of people to share their daily
experiences or ideas. Examples: Twitter, Medium, Tumblr, and WordPress
 Photo Sharing such as Instagram and Pinterest
 Video Sharing such as YouTube, Facebook Live, Periscope, and Vimeo

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4.5 Online Learning Environments

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4.5 Online Learning Environments

Online collaboration tools in the form of online learning environments can facilitate virtual
classroom, which provides opportunities for teacher and students to interact like (or at least,
as close to) actual classroom (as possible)

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4.5 Basic Feature of Online Learning Environments

Scheduling Sharing Class
Classes/Activities Materials

Announcements Communication
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Hosting Class
Activities

4.5 Online Learning Environments

Basic Feature of Online Learning Environments (may need more than one tools):
 Sharing Class Materials
 Scheduling Classes/Activities
 Announcements
 Communication Channels
 Hosting Class Activities
 Assignment
 Quiz
 Chat

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