Professional Documents
Culture Documents
Chapter 6
Collaboration Tools
1. You are having lunch with a few of your coworkers when the discussion turns to the topic
of corporate blogs. One of your friends works in the IT group and reveals that she has just
completed an online poll of a random sample of 5 percent of the company’s employees in
which 73 percent responded “yes” when asked if they support the creation of a corporate
blog. Your friend is highly enthusiastic about the results and plans to approach her manager
that afternoon to recommend that she be allowed to spend up to 25 percent of her time over
the next two months implementing and promoting a corporate blog for your firm. What do
you say to your friend?
Students’ answers will vary. Some students may feel that the online poll may not be a
rational basis to create a corporate blog since it consisted of a random sample of 5 per cent
of the company’s employees. The high number of “yes” responses may be attributed to the
fact that the sample may have included people who already have personal blogs or are
familiar with blogs. Additionally, students’ responses to their friend may also be influenced
by the fact that organizations use corporate blogs externally for branding, marketing, or
public relations purposes. Often, it is the executives or public relations people who write
the posts with the goal of improving a firm’s public image and promoting its products and
services.
2. Your manager pulls you aside as you both are leaving a presentation by the marketing
director, and says, “I’m confused. Can you please explain the difference between a podcast,
a Web conference, a Webcast, and a Webinar?” What would you say?
Students’ answers will vary. However, students should mention that a podcast is a digital
media file distributed over the Internet using syndication feeds for playback on mobile
devices and personal computers. Users simply download a podcast to their computer and
then transfer it to a device for listening at their convenience.
Web conferencing is a way to conduct collaborative live meetings or presentations over the
Internet. In a Web conference, each participant sits at his or her own computer and is
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-2
Additionally, students may cite examples from the text or other sources to differentiate the
four terms.
3. Your manager, the CFO, is adamant—she wishes to put an end to the “Tower of Babel” as
she calls the plethora of collaboration tools employed across the company. She wants to
ensure there is improved communication security at the lowest possible total cost and plans
to recommend that the company outsource the management and support of all its
collaboration tools to a UC service provider. She has called a group of her direct reports
into a meeting where she explains her position. She now pauses and asks for input from the
group. What do you say?
Students’ answers will vary. However, students may mention that adoption of a UC
solution eliminates the need for multiple communications systems and vendors, which
leads to simpler communication processes and, in many cases, also substantially reduces
telecommunications, hardware, software, and support costs. Conversion to UC can also
make it easier to outsource the organization’s communications system to a third-party
service provider. An organization must recognize that moving from a collection of
collaboration tools (each of which might be “best-of-breed,” even if they are not well
integrated) to UC is a major change for its workers who may resist conversion from a set
of familiar tools; however, the payoff can be lower costs and eventually, improved
collaboration among workers.
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-3
projects ran much faster and more smoothly. Management of communications became
much simpler with just one supplier and one service-level agreement (SLA) to manage
rather than multiple SLAs controlling multiple technology platforms from different
vendors.
1. How would you define collaboration? How does the level of collaboration within an
organization impact its success? Describe an example of effective collaboration from your
own experience.
2. How would you differentiate between a Webcast and a Webinar? Describe a scenario in
which the use of a Webcast would be appropriate. Describe a scenario in which the use of a
Webinar would be appropriate.
3. Identify and briefly discuss three recommendations that should be followed when using a
corporate blog for branding, marketing, or public relations purposes.
The recommendations that should be followed when using a corporate blog for branding,
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-4
4. What are some potential legal and privacy issues that could arise when posting to a
corporate blog? Discuss how you are protected by the First Amendment when posting to a
corporate blog.
Students may cite the example of the Automobile Club of Southern California, which was
able to legally fire 27 workers for postings on MySpace about the weight and sexual
orientation of coworkers. Another example that can be cited is that of a blogger who was
sued for including a copyrighted photo in her blog without first obtaining permission from
the copyright holder.
Employees can also use their blogs to criticize corporate policies and decisions. The First
Amendment of the U.S. Constitution protects Americans’ rights to freedom of religion and
freedom of expression. This amendment provides protection from potential actions by the
federal government. It does not apply to actions that private companies or individuals may
take if what one says is untrue and damages the organization or individual.
5. What is the difference between IM and chat? What advantages do these services have over
the use of email? What potential legal and privacy issues are raised through the use of IM
and chat?
IM is less formal than email and is used primarily in a synchronous communications mode,
with both parties sending and receiving messages in real time. Because IM users need not
respond to incoming messages, IM is considered less intrusive than phone calls. Use of
Web-based IM raises the issue of unintended release of private or sensitive information. A
careless exchange over IM could result in an organization being accused of revealing
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-5
6. Which features of online project management software are most important to you in
managing a project? Describe specific capabilities that you think add the most value.
Students’ answers will vary. Students may mention that project managers need the right set
of tools to capture project status, identify outstanding tasks and team issues, create new
tasks and subtasks including dependencies, set dates and deadlines, distribute resources,
assign responsibilities, and notify team members of new assignments.
Students may suggest that online project management tools can also enable project
managers to create a shared workspace that becomes the one-stop resource for a project,
including information on project status and tools such as document libraries, collaboration
tools, calendars, address books, wikis, forums, and project surveys. These tools enable
real-time collaboration on project documents by team members and other stakeholders by
using versioning, document locking, audit trails, commenting, change notifications, and
more.
7. What sort of standards should be agreed upon before establishing a corporate wiki? Why
are such standards important?
In order to show the importance of such standards, students may mention how the
corporate wiki established by Morgan Stanley ensured that users always had access to the
most current information no what where they were.
Presence information provides users with the ability to see a colleague’s availability status
(out-of-office, busy, available, etc.). If an employee is unavailable, coworkers will know to
expect a delay in response to emails and/or instant messages, and calls to someone who is
unavailable can be automatically directed to another extension or to voicemail.
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-6
9. What is unified communications (UC)? What are its primary benefits? What issues can
arise in implementing a UC solution?
Unified communications (UC) is a communications system that fully integrates data, text,
voice, and video into a single solution that includes instant messaging, calendaring,
presence information, and video conferencing.
Adoption of a UC solution eliminates the need for multiple communications systems and
vendors, which leads to simpler communication processes and, in many cases, also
substantially reduces telecommunications, hardware, software, and support costs.
Conversion to UC can also make it easier to outsource the organization’s communications
system to a third-party service provider.
An organization must recognize that moving from a collection of collaboration tools (each
of which might be “best-of-breed,” even if they are not well integrated) to UC is a major
change for its workers who may resist conversion from a set of familiar tools; however, the
payoff can be lower costs and eventually, improved collaboration among workers. Some
UC vendors will install their equipment and software on your premises; some operate in
the cloud.
10. What is a shared workspace? How can it be used for collaboration? What standards or
guidelines need to be established before setting up a shared workspace for a project team
or work group?
A shared workspace is an area hosted by a Web server in which project members and
colleagues can share documents, models, photos, and other forms of information to keep
each other current on the status of projects or topics of common interest.
Before an organization begins using shared workspace software, it needs to plan for how
groups and project teams can best use it. The plan needs to include a set of classes and
naming conventions (taxonomy) for data to be stored; a decision on which features and
components of the software should be used and by whom; and the assignment and training
of a person to support each group of users.
Action Needed
1. You have been asked to draft a corporate usage policy regarding the use of instant
messaging. The policy should encourage the use of IM and chat while also providing
useful guidance to avoid potential problems. What would you say in the policy?
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-7
Students’ answers will vary. Students may mention the following steps to reduce risks
associated with IM:
• Create a policy that states who can use it, for what purposes, for what kinds of data,
and whether file attachments are allowed.
• Organizations must decide whether and how to archive conversations and for how
long.
• Companies must communicate how the policy will be monitored and enforced.
2. You are the newly appointed service manager for your organization’s presence information
service. The service was implemented three months ago, but it is not being used
effectively. Nearly 50 percent of employees do not understand how to use it, and most of
those who do stubbornly insist on communicating “not available” during working hours.
What can be done to make better use of this service?
Students’ answers will vary. The service manager could suggest training or sharing the
advantages of using the organization’s presence information service to the employees.
Also, a company policy could be drafted stating that an employee should not turn their
presence information to “not available” mode if the employee is present at work.
3. Posted on the internal human resources organization blog site is a message from the head
of the department saying, “I’ve been asked to work with the IT organization to empower
all our employees to create their own personal blogs as a way to improve openness and
communications within the firm. I would appreciate your input and ideas on this
initiative.” As a new member of your firm’s human resources organization, how would you
reply?
Students’ answers will vary. They might reply to the effect: “Interesting idea, it has its
benefits but also a number of potential issues. Let’s get together and talk about this.” At the
meeting, they might share examples of other companies that enabled employees to start
their own blogs at work. Some of the concerns that they may raise include:
• What problem or business opportunity is the organization trying to address by
enabling each employee to have their own personal blog?
• Is this really a good use of employee time? How will it affect their productivity and
morale?
• How will the organization handle disgruntled employees who raise personal issues
about how they have been treated?
Web-Based Case
1. Choose a small, local company or a large, multinational company in which you are
interested. Do research about this company to determine how it might use unified
communications (UC). Can you define any specific UC requirements for this firm? A large
number of technology companies, such as AT&T, Cisco, HP, IBM, Microsoft, and Unify,
are now offering UC product suites. Go online and research the UC products on the
market. Create a table comparing any three of these product suites. Which product suite
would you select for your company? Why? What sort of costs and risks would be involved
in implementing UC at this company?
Students’ answers will vary. They may choose any business and the UC requirements
would vary accordingly. UC product suites are based on the following factors:
• Cost of the UC
• Number of tools and/or applications available on the UC
• Software installed and located on premises or software accessed via cloud
• Ease of use for all employees
• Good consumer reviews
The types of costs involved could be the software purchase cost, the installation cost, the
equipment costs (if the software is to be located on the premises), the training cost, etc.
Risks regarding the functionality of the software could be minimized by having strict
service-level agreements (SLA). Other risks involve facing employees who resist the
conversion to a UC.
Case Study
Discussion Questions
1. What advantages do Sharepoint and similar products offer above and beyond the standard
project management tools?
Students’ answers will vary. Students may mention some of the following advantages.
First, Sharepoint offers a central repository for all reports, white papers, and other
information employees may need to access. Using K Connect, Kellogg employees can
read, listen to, or watch company news and find information about company policies and
procedures. Sharepoint also provides a single online portal for shared documents. Project
managers can establish individual project sites where team members can share documents,
manage tasks, and update project schedules. Multiple employees can work on a single
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-9
2. How does Sharepoint make use of emails and social media (its newsfeed)? What are the
advantages and disadvantages of relying on tools such as instant messaging or microblogs
versus group emails?
Students’ answers will vary. With Sharepoint, project managers can also create site
mailboxes so that all project-related emails filter directly into the mailbox, eliminating the
need for team members to search through crowded Inboxes to find project-related
correspondence. Coworkers can also communicate through newsfeed, a microblog that
allows users to exchange small elements of content such as short sentences, individual
images, or video links—all of which are easily searchable.
Instant Messaging is less formal than email and is used primarily in a synchronous
communications mode. Instant messaging is a great catalyst to encourage collaboration
with coworkers and business partners. It works across multiple time zones and
international borders and encourages employees to seek out other employees for help in
solving problems. Because IM users need not respond to incoming messages, IM is
considered less intrusive than phone calls. A major disadvantage of using IM is that the use
of Web-based IM raises the issue of unintended release of private or sensitive information.
A careless exchange over IM could result in an organization being accused of revealing
sensitive information on an unsecured channel, opening the company up to risks on several
fronts.
3. What legal and security risks might companies face when deploying Sharepoint?
Students’ answers will vary. Kellogg might face the security risk of K Connect getting
hacked and sensitive data being released on the Internet. There could also be an instance in
which an employee might share sensitive data on their personal blog or email or social
networking sites. Former employees who might have a grudge might also perform such
actions. There might also be instances of data loss or malware that affects the data stored.
Hence, data protection is vital. Legal risks could entail the settlement of disputes between
the organization and cloud vendor. It is vital for the organization to know which country’s
courts and laws apply in order to settle the dispute. There could be infringement of
intellectual property rights such as copyrights, trademarks, patents, trade secrets.
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
Information Technology For Managers 6-10
4. What additional software features would help improve collaboration within a company?
Students’ answers will vary. Students might suggest a number of techniques to improve
communication about projects and data protection. They might suggest tools that show
each member’s contribution toward a team project, reasons the cost of the project exceeded
the budget, and so on.
5. Kellogg’s IT department and business units worked closely with Infosys on customizing
the software and developing training for employees. Why was this key to the success of its
deployment?
Students’ answers will vary. However, students should mention that prior to working with
Infosys, Kellogg employees were using over 2000 different legacy applications, Web sites,
and database systems to communicate and collaborate. Infosys was hired to create a highly
scalable portal, called K Connect, with a single URL and sign-on system for all employees.
For Infosys to build K Connect, it had to know the details of how Kellogg operated. This
would help Infosys to build the system that met the organization’s business requirements.
Hence, Kellogg’s participation in customizing the software and developing training for
employees was key to the success of its deployment.
© 2016 Cengage Learning®. May not be scanned, copied, or duplicated, or posted to a publicly accessible website, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved
learning management system for classroom use.
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ovat vielä vanhaan tapaan rakennetut, näkyy lukuisten venäläisten
kauppiasten ja käsityöläisten nimikilpien joukossa myös sellaisia
kirjoituksia kuin: Bottier de Paris (pariisilainen suutari) ja Marchande
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on sellaista, ettei piintyneinkään takalistolainen voi olla epätietoinen
sen alkuperästä.
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Kauan ennen sitä aikaa, josta nyt on puhe, tuli Moreno eräänä
yönä jokseenkin myöhään kotiin iltakutsuista kenraalikuvernöörin
luota ja näki kaukaa autiolla kadulla, joka kulkee tataarilaiskaanin
entisen, nyt ruutimakasiiniksi muutetun palatsin ohi, naisolennon,
joka astui samaan suuntaan kuin hänkin. Oli talvi ja kylmä, lumi peitti
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Kun hän suuttui, tuli häneltä verta suusta, ja hänellä oli tuntikausia
tuskia. Annoin siis perään.
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