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Web-based tools for collaborative working The key features of four tools, a comparison of each and a demonstration of one. David Hollands.

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Presentation on theme: "Web-based tools for collaborative working The key features of four tools, a comparison of each and a demonstration of one. David Hollands."— Presentation transcript:

1 Web-based tools for collaborative working The key features of four tools, a comparison of each and a demonstration of one. David Hollands

2 The structure of the lecture 1.Brief definition of each of the four different web- based tools. 2.A description of the three key features of each. 3.Comparison of the capabilities and limitations of both IM and and both Video and Web conferencing. 4.How suitable are the tools for particular tasks? 5.Demonstration of the setup of Gaim (Instant messenger). 6.The use of Gaim as a tool for collaborative working. 7.Conclusion: Is IM worth integrating into your organisations ICT solution?

3 Definition Brief explanation of the four web-based tools that will be considered.

4 Four web-based tools used for 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.

5 Four web-based tools used for collaborative working 2. Electronic mailing lists 2. Electronic mailing lists (Group ) are a special usage of that allows for widespread distribution of information to many networked users. Whether it be over a small local area network or over the Internet.

6 Four web-based tools used for 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.

7 Four web-based tools used for 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.

8 Instant Messenger Three key features.

9 Key features of: Instant Messenger 1. The first key feature of Instant 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.

10 Key features of: Instant Messenger 2. The second key feature of IM is one- to-one text-based conversations. Real-time private conversation. Shows the time of each entry. Displays your buddys picture. Allows you to send files quickly. You can gain extra info about buddy. You can block a buddy from further converse if necessary.

11 Key features of: Instant Messenger 3. The third key feature of IM is chat rooms with more than two 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.

12 Electronic mail Three key features.

13 Key features of: Electronic mail 1. The first key feature of an client is the inbox/outbox interface. This interface is used to send and receive all the users e- mails. It is also used to compose new s and read sent items. The user can organise all of his/her s into different folders and sub-folders. He/she can also open any attached files from here.

14 Key features of: Electronic mail 2. The second key feature of is the ability to store information about contacts in an address book. Other relevant information about contacts can be stored. Address books can be saved and imported into clients on different workstations. You can adjust the way you receive from each contact. For instance, you can choose your preferred message format.

15 Key features of: Electronic mail 3. The third key feature of is the ability to create mailing lists. This is also known as Group e- mail. It allows the users to address an 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.

16 Web conferencing Three key features.

17 Key features of: Web conferencing 1. The first key feature of Web 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.

18 Key features of: Web conferencing 2. The second key feature of Web conferencing is Web-based visuals. Web conferencing services use many different visual aids including: PowerPoint presentations Whiteboards Web tours Polling

19 Key features of: Web conferencing 3. The third key feature of Web conferencing is the ability to share documents and data. You are able to share many different types of documents and data: Spreadsheets Reports Databases Application sharing

20 Video conferencing Three key features.

21 Key features of: Video conferencing 1. The first key feature of Video conferencing is being able to see each other. You can actually see who is present in the conference. You can always identify who is talking.

22 Key features of: Video conferencing 2. The second key feature of Video conferencing is being able to hear 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.

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

24 Comparison Of the capabilities and limitations.

25 Benefits of IM There are lots of different types and versions of IM (MSN, ICQ, AIM etc…) There are lots of different types and versions of IM (MSN, ICQ, AIM etc…) IM is inefficient for long conversations. IM is inefficient for long conversations. Problems with IM Great for quick exchanges between co- workers. Great for quick exchanges between co- workers. IM feels less intrusive than a phone call. IM feels less intrusive than a phone call.

26 Problems with Hard to follow the history of a group discussion. Hard to follow the history of a group discussion. Messages get lost/overlooked when downloaded alongside a heap of others. Messages get lost/overlooked when downloaded alongside a heap of others. Benefits of The sender and the recipient need not be online at the same time. The sender and the recipient need not be online at the same time. Able to send the same message to a multitude of workers. Able to send the same message to a multitude of workers.

27 IM vs. IMYesNoNoYes YesYesYesNo Place independence Place independence Time independence Time independence Selective attention Selective attention Immediacy Immediacy The difference between IM and is that the former is a real-time method of communication and the latter is asynchronous.

28 Benefits of Web conferencing There is a wide variety of web conferencing services. There is a wide variety of web conferencing services. Web-based visuals aid the individuals understanding of particular points. Web-based visuals aid the individuals understanding of particular points. Problems with Web conferencing The wide variety of different tools can confuse the worker. The wide variety of different tools can confuse the worker. The worker will need some training to make its use worth while. The worker will need some training to make its use worth while.

29 Benefits of Video conferencing Saves time that might have been spent travelling to a meeting venue. Saves time that might have been spent travelling to a meeting venue. The cost of travel, hiring meeting rooms and overnight accommodation is reduced. The cost of travel, hiring meeting rooms and overnight accommodation is reduced. Problems with Video conferencing 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 you prefer not to meet them in person. Potential clients may be put off because you prefer not to meet them in person.

30 Video vs. Web conferencing VideoYesNoNo?WebYesYesYes? Video/Audio Video/Audio Document sharing Document sharing Application sharing Application 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.

31 Suitability Of collaborative working tools.

32 How suitable is each tool for particular tasks? Basically, there are only two types of web-based collaborative work tools: Real-time&Asynchronous

33 Real-time tools include: IM, Web and Video conferencing. Asynchronous tools include: , Forums and Newsgroups. How suitable is each tool for particular tasks?

34 It depends on the amount of co-workers involved in collaboration. AsynchronousReal-time Asynchronous Real-time One to OneYesYes One to ManyYesYes Few to FewYesYes Many to ManyYesNo

35 Setting up Gaim Instant messenger

36 Setting up Gaim First, you need to download Gaim and (GTK+). Downloads Go to: and click on the Downloads button on the right hand side of the page.http://gaim.sourceforge.net/ gaim exe Windows Click on the link titled gaim exe in the Windows section. GTK+ Gaim This will download both GTK+ and Gaim to the destination of your choosing. They are both contained in single executable file.

37 Setting up Gaim Then, you need to install Gaim and (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.

38 Setting up Gaim Near the end of the installation process 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.

39 Setting up Gaim Now you need enter your account details. Start up Gaim, and two other windows will also appear. On the window called Add Account select the MSN Protocol and enter your 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 collaboration.

40 Using Gaim For collaborative working.

41 Using Gaim Adding co-workers to buddy list… Enter the co-workers 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.

42 Using Gaim IM is excellent for quick one-to-one 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.

43 Using Gaim IM is also very good for small group 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.

44 Conclusion Is IM worth implementing into your organisations ICT solution?

45 YES! Why??? The initial cost is practically non existent. IM harnesses the ability to multitask. No training is required.

46 Further reading… Computer weekly article: SMS and IM boost collaborative working - liArticleID= Computer weekly article: SMS and IM boost collaborative working - liArticleID= Copyright information… The screenshots of Gaim were generated by David Hollands. Since Gaim is open-source software, the author gives full permission for these images to be reused. The screenshots of Gaim were generated by David Hollands. Since Gaim is open-source software, the author gives full permission for these images to be reused. However this is not the case with any of the textual content which remains copyright of David Hollands and must not be used without the authors permission. However this is not the case with any of the textual content which remains copyright of David Hollands and must not be used without the authors permission. me: me:


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