1. “Electronic Meeting Systems to Support Group Work” J.F. Nunamaker Alan R. Dennis Joseph S. Valacich Douglas R. Vogel Joey F. George Communications of the ACM, 34.7, July 1991

2. Authors Jay Nunamaker Jay Nunamaker Jay Nunamaker Jay Nunamaker then: head of MIS Dept at Arizona & Prof. of CS then: head of MIS Dept at Arizona & Prof. of CS now: Still at Ariz. Dir. of Center for Management of Information now: Still at Ariz. Dir. of Center for Management of Information Alan Dennis Alan Dennis Alan Dennis Alan Dennis then: Ph.D. student in MIS then: Ph.D. student in MIS now: Chair of MIS at U. Indiana now: Chair of MIS at U. Indiana Joseph Valacich Joseph Valacich Joseph Valacich Joseph Valacich then: Assistant Prof. of IS at U. Indiana then: Assistant Prof. of IS at U. Indiana now: MIS Prof at. Wash. U. now: MIS Prof at. Wash. U. Doug Vogel Doug Vogel Doug Vogel Doug Vogel then: Assistant Prof. of MIS at Arizona then: Assistant Prof. of MIS at Arizona now: Chair of IS at City University of Hong Kong now: Chair of IS at City University of Hong Kong Joey George Joey George Joey George Joey George then: assistant Prof. of MIS at Arizona then: assistant Prof. of MIS at Arizona now: name Prof at Florida State now: name Prof at Florida State

3. What it’s all about? People at U. Arizona worked on making meetings and decision making better. People at U. Arizona worked on making meetings and decision making better. They chose the term EMS (Electronic Meeting System) for meeting environments with computers in them. They chose the term EMS (Electronic Meeting System) for meeting environments with computers in them. Many groups and corporations have installed sites in conjunction with these researchers, much research has been produced. This paper’s a summary. Many groups and corporations have installed sites in conjunction with these researchers, much research has been produced. This paper’s a summary. The short and pithy summary: they found that managers and participants liked EMS better, that 88% of participants found them more effective, that 100% of objectives were met. The short and pithy summary: they found that managers and participants liked EMS better, that 88% of participants found them more effective, that 100% of objectives were met. Computers in the meeting room == the bees knees.

4. The Four Mechanisms Process Support Process Support infrastructure that facilitates member communications infrastructure that facilitates member communications Process Structure Process Structure rules that direct the pattern, timing, or content of communications rules that direct the pattern, timing, or content of communications Task Structure Task Structure techniques, rules, or models for analyzing task-related information techniques, rules, or models for analyzing task-related information Task Support Task Support information and computing infrastructure for task-related activities information and computing infrastructure for task-related activities

5. Process Support most important Other three also have benefits, listed in article. Other three also have benefits, listed in article. Various Group Process Gains and Losses listed in Table 1. Various Group Process Gains and Losses listed in Table 1. Group Memory Group Memory comments recorded comments recorded if participant takes a breather can catch up easily if participant takes a breather can catch up easily can be filtered/sorted to reduce information overload can be filtered/sorted to reduce information overload Anonymity Anonymity reduce pressure to conform and evaluation apprehension reduce pressure to conform and evaluation apprehension may also increase free ridership – but not so much of a problem in same-place may also increase free ridership – but not so much of a problem in same-place Parallel Communications Parallel Communications reduction in air-time fragmentation reduction in air-time fragmentation Domination may be reduced Domination may be reduced May increase information overload but may be offset by synergy and further stimulation May increase information overload but may be offset by synergy and further stimulation

6. U. Arizona’s GroupSystems EMS Deal with larger groups than most research (10-20 people) because larger groups have greater need for process structure & support Deal with larger groups than most research (10-20 people) because larger groups have greater need for process structure & support General system design: General system design: EMS Meeting Room EMS Meeting Room Meeting Facilitation Meeting Facilitation Software Toolkit Software Toolkit Process involves a meeting leader/facilitator (may not be part of team itself) Process involves a meeting leader/facilitator (may not be part of team itself) Rather than specific task orientation, set of tools created for generic group activities – mix and match. Rather than specific task orientation, set of tools created for generic group activities – mix and match. GroupSystems tools developed organically and not through software lifecycle model or rapid prototyping. GroupSystems tools developed organically and not through software lifecycle model or rapid prototyping. concept from earlier theory concept from earlier theory developed and tested within research group developed and tested within research group initial version incomplete tested to find additional functions initial version incomplete tested to find additional functions

7. Tools Session Manager (SM) Session Manager (SM) questionnaire (pre-session) questionnaire (pre-session) agenda tool for agenda development agenda tool for agenda development during meeting – control menu, starts all tools during meeting – control menu, starts all tools also during meeting facilitator can assign tasks to individuals also during meeting facilitator can assign tasks to individuals post-session storage of organization memory post-session storage of organization memory Group Interaction – 3 styles of process support Group Interaction – 3 styles of process support chauffeured – only one person uses EMS (public display screen) chauffeured – only one person uses EMS (public display screen) supported – each member has computer. Parallel, anonymous communication. Mix of verbal and electronic interaction supported – each member has computer. Parallel, anonymous communication. Mix of verbal and electronic interaction interactive – electronic communication over parallel, anonymous medium used almost exclusively. interactive – electronic communication over parallel, anonymous medium used almost exclusively.

8. Tools for Idea formation/organization Electronic Brainstorming (EBS) Electronic Brainstorming (EBS) enter separate discussions across random file/topics enter separate discussions across random file/topics Electronic Discussion System (EDS) Electronic Discussion System (EDS) like EBS but can allow central file of comments like EBS but can allow central file of comments Topic Commenter (TC) Topic Commenter (TC) interactive style, high task structure, comments collected from individuals like cards interactive style, high task structure, comments collected from individuals like cards Group Outliner (GO) Group Outliner (GO) hierarchically structured cards but otherwise like TC hierarchically structured cards but otherwise like TC Idea Organizer (IO) / Issue Analyzer (IA) Idea Organizer (IO) / Issue Analyzer (IA) create list of ideas sent to group create list of ideas sent to group Alternative Evaluator (AE) / Group Questionnaire / Group Matrix Alternative Evaluator (AE) / Group Questionnaire / Group Matrix voting systems, consensus-building tools voting systems, consensus-building tools Also tools for organizational memory and so on and so on and so on and so on… Also tools for organizational memory and so on and so on and so on and so on…

9. Lessons from Practice 1/2 Anonymity: more critical responses (particularly if non-proximal), also enhanced performance, larger groups may be somewhat anonymous in and of themselves. Anonymity: more critical responses (particularly if non-proximal), also enhanced performance, larger groups may be somewhat anonymous in and of themselves. Group Size: without EMS processes get inefficient with size. Interactive style may not be best unless large group. Chauffeured better than non-EMS. More interactivity enhances experience. Group Size: without EMS processes get inefficient with size. Interactive style may not be best unless large group. Chauffeured better than non-EMS. More interactivity enhances experience.

10. Lessons 2/2 Type of Activity: ambiguity (no info, no way to interpret it), uncertainty (framework for interpreting, but no data), equivocality (multiple interpretations). Ability of group to get consensus important, interactive best for uncertainty (idea generation) Type of Activity: ambiguity (no info, no way to interpret it), uncertainty (framework for interpreting, but no data), equivocality (multiple interpretations). Ability of group to get consensus important, interactive best for uncertainty (idea generation) Group Member Proximity: presence of others affects performance. Proximate groups more satisfied even when producing same number of results. More humor and fun when proximal, less task-focused. Group Member Proximity: presence of others affects performance. Proximate groups more satisfied even when producing same number of results. More humor and fun when proximal, less task-focused. Evaluative Tone: non-judgmental atmosphere good for idea exchange. Anonymous critical tone best and highest quatlity, but less satisfied. Evaluative Tone: non-judgmental atmosphere good for idea exchange. Anonymous critical tone best and highest quatlity, but less satisfied.