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PRH!Consulting,!Inc.

                                                                             leveraging!know"how!for!performance!™




                              Web!based"Collaboration"Tools
                                 Teamwork"via"the"Web


                                            Pete"Hybert            Dottie"Soelke
                     PRH!Consulting,!Inc.   principal"consultant   senior"consultant
                                            PRH"Consulting"Inc.    Soelke"Consulting"Inc.
                                                                   Member"of"the"PRH"Consulting"Network




                                                                                                          20!Danada Square!West,!#102
Chicago!eLearning!&!Technology!Showcase                                                                   Wheaton,!IL!60189
August!2009                                                                                               phone: 630.682.1649
                                                                                                          web: www.prhconsulting.com
Before"we"get"started…


In"the"spirit"of"the"conference"theme,"we"are"trying"some"new"(for"us)"technology"for"
this"presentation.

Live"Streaming"Video http://www.prhconsulting.com/resources/PRH106_Ustream.htm


                                                                                               Case!sensitive              Underscore


Twitter:"Include"#webcollab to"post

                                                                                                              Tweets!may!be!
                                                                                                              displayed!on!screen!at!
                                                                                                              the!end!of!the!session.




                                                                                                                                        1
   PRH Consulting, Inc.    Web!based"Collaboration"Tools—Teamwork"via"the"Web
                          ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Table!of!Contents

                  !      Session!Overview/Objectives
                  !      Introductions
                  !      The!Concept!of!Collaboration
                  !      Drivers
                  !      Evolution
                  !      Collaborative!Web!Tools!Matrix
                  !      Wrap"up
                  !      Q&A

                                                                                                                      2
  PRH Consulting, Inc.             Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                  ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Session"Objectives

Objectives:               Identify"tools"that"will"help"teams"work"productively"in"a"
                          virtual"environment:
                           !Project"management
                           !Deliverables"development"(e.g.,"presentations"and"
                            documents)
                           !Working"and"informational"meetings
                           !Synchronous"and"asynchronous"events
                           !Group"learning
                           !Networking
                              – Professional
                              – Social


                                                                                                                      3
   PRH Consulting, Inc.            Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                  ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Introductions

                              !   Worked"in"the"human"performance"improvement"industry"since"1984; external"consultant"
                                  since"1989
                              !   Authored"more"than"thirty"articles"on"a"variety"of"HPT!related"topics
                              !   Presented"multiple"times"at"ISPI,"CISPI"(Chicago"Chapter"of"ISPI),"ASQ,"and"ASTD"
                              !   Served"as"a"volunteer
                                    ! ISPI"Chicago"Chapter"Past!President
                                    ! ISPI"Awards"Committee"Chair
                                    ! ISPI"Nominations"Committee"Chair
     Pete!Hybert              !   CPT"since"2003,"Lifetime"ISPI"Member"since"2007
 www.prhconsulting.com



                              !   Worked"in"the"HPT"industry"since"1986;"external"consultant"since 1993
                              !   Authored/"co!authored"more"than"ten"articles
                              !   Presented"multiple"times"at"ISPI,"CISPI"(Chicago"chapter"ISPI),"and"the"NorthWest Network
                              !   Served"as"a"volunteer
                                    ! ISPI"Awards"Redesign"Project
                                    ! ISPI"Nominations"Committee"(2"years)
                                    ! ISPI"Awards"of"Excellence"Committee
    Dottie!Soelke                   ! CISPI"VP"of"Publications"and"Programs"Committee"Member
www.soelkeconsulting.com      !   CPT"since"2003


                                                                                                                              4
       PRH Consulting, Inc.               Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                         ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
The"Concept"of"Collaboration

Definition:""Two"or"more"people"who"work"together"to"…
   ! Plan
   ! Make"decisions
   ! Solve"problems
   ! Generate"ideas
   ! Develop"content"or"information




                                                                                                              5
   PRH Consulting, Inc.    Web!based"Collaboration"Tools—Teamwork"via"the"Web
                          ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Organization"Drivers

What"is"it"that"drives"our"organizations"to"distance"collaboration,"virtual"
teamwork,"etc.?
   ! Reduce"travel"costs
   ! Reduce"time"off"the"job"(for"e.g.,"travel"time)
   ! Multi!location"companies
   ! Distributed"expertise


This"is"the"way"we"work"now!
   ! Home"office/"virtual"office
   ! No"conference"room
   ! Ad"hoc"meetings
                                                                                                              6
   PRH Consulting, Inc.    Web!based"Collaboration"Tools—Teamwork"via"the"Web
                          ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Web"Collaboration"Tools"Evolution

Problems"we"had"to"solve"in"the"beginning"…
   ! Working"across"companies"and"firewalls"was"challenging
                 ! Difficult"to"connect"to"the"outside"world
                 ! Difficult"to"load"client"applications"or"“plug!ins”
   ! There"weren’t"many"tools"out"there
   ! Participants"didn’t"know"how"to"use"the"tools
   ! Technical"issues"were"common




                                                                                                                     7
   PRH Consulting, Inc.           Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                 ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Web"Collaboration"Tools"Evolution

New"problems"…
  ! Multi!tasking
  ! Random"access"(web"conferencing)
  ! Participants"can"only"see"the"display"area"(one"screen"or"canvas at"a"
    time)
  ! Input"limitations"– functions"only"as"quickly"as"your"microprocessor
  ! Electronic"communications"are"different"than"face!to!face"
    communications




                                                                                                             8
  PRH Consulting, Inc.    Web!based"Collaboration"Tools—Teamwork"via"the"Web
                         ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Orientation"to"Web"Collaboration"Tools"Matrix

  ! Categories"across"the"top
                !    Calendar/Schedule
                !    File"Sharing"&"Storage
                !    Online"Meetings                                                              August 19, 2009 | Roosevelt University




                !    Project"Management
                                                                                                             Peter R. Hybert                           Dottie A. Soelke
  ! Functions"and"tasks"down"the"right!                                                                                                   Present
    hand"and"left!hand"sides
                                                                                                            Web-Based Collaboration Tools
                !    Meeting"Coordination                                                                                     Teamwork Via the Web

                !    Document"Management
                !    Project"Management                                                                  Overview

                !    Presentation"(synchronous)"Sharing                                                   The cost of travel means teams
                                                                                                          that are not co-located must rely
                                                                                                          on collaborating via the web. All
                                                                                                          too often, this sounds better than it
                                                                                                                                                  We’ve been climbing this learning
                                                                                                                                                  curve for several years…maybe
                                                                                                                                                  you have too. Let’s discuss the pros
                                                                                                                                                  and cons of several web tools and
                                                                                                          works. You can waste a lot of your      how they can help your distributed
                                                                                                          team’s time just trying to operate      work team be productive virtually.

  ! General"comments"at"the"bottom                                                                        your chosen web tools.




                ! Costs                                                                                         PRH Consulting Inc.

                ! Limitations                                                                                                                                             Soelke Consulting, Inc.




                ! Etc.

                                                                                                                                                                                                    9
  PRH Consulting, Inc.            Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                 ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Orientation"to"Web"Collaboration"Tools"Matrix

                          Categories!(in!                                             Applications!
                          the!yellow!bar)                                             and!Providers




  Functions!(in!                                                                                                   URLs
  the!grey!bars)




Tasks!(under!
Functions)



                                                                                                                          10
   PRH Consulting, Inc.         Web!based"Collaboration"Tools—Teamwork"via"the"Web
                               ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
Calendar/Scheduling"Tools

  ! Key"tasks
                !    Import"contact"lists                                                                                                   CATEGORY C A L E N D A R / S C H E D U L E
                                                                                                                                                  Name Meeting Wizard

                                                                                                                                                     URL www.meetingwizard.com
                                                                                                                                                                                                                         Google Calendar

                                                                                                                                                                                                                         http://www.google.com/calendar/render/




                !
                                                                                                                     Capability/ Functionality
                                                                                                                     Meeting Coordination




                     Propose"meeting"date"choices
                                                                                                                     Import contact lists                Y (from a variety of sources including Outlook)                 N
                                                                                                                     Propose meeting date                Y                                                               N
                                                                                                                     choices
                                                                                                                     Sends automated results of          Y                                                               N
                                                                                                                     meeting date voting
                                                                                                                     Select meeting date                 Allows voting                                                   Y
                                                                                                                     Send out invitations                Y                                                               Y




                !
                                                                                                                     Confirms attendance                 Y                                                               N




                     Send"automated"results"of"meeting"date"voting
                                                                                                                     Send out automated                  Y                                                               Y (only to calendar owner)
                                                                                                                     reminders
                                                                                                                     Document Management
                                                                                                                     Post documents for shared           N                                                               N
                                                                                                                     review
                                                                                                                     Edit documents on-line              N                                                               N
                                                                                                                     (multiple users)




                !
                                                                                                                     Version control                     N                                                               N




                     Select"meeting"date                                                                             File/folder management
                                                                                                                     Project Management
                                                                                                                     Post calendar
                                                                                                                     Post Actions/Tasks
                                                                                                                     Track issues
                                                                                                                     Time tracking
                                                                                                                                                         N

                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                                                                                         N

                                                                                                                                                                                                                         N
                                                                                                                                                                                                                         N
                                                                                                                                                                                                                         N
                                                                                                                                                                                                                         N




                !
                                                                                                                     Resource allocation                 N                                                               N
                                                                                                                     Presentation (Synchronous)




                     Send"out"invitations                                                                                                                                    Page!2
                                                                                                                     Sharing
                                                                                                                     Share presentation                  N                                                               N
                                                                                                                     Share file (.xls, .doc, .mpp,       N
                                                                                                                     etc.)
                                                                                                                     Share desktop                       N                                                               N
                                                                                                                     Share application (remote           N                                                               N
                                                                                                                     access)




                !
                                                                                                                     Real-time co-editing and            N
                                                                                                                     remote control




                     Confirm"attendance                                                                              Browser sharing
                                                                                                                     Participant chat
                                                                                                                     Participant hand-raising
                                                                                                                     Audio conferencing
                                                                                                                     Video conferencing
                                                                                                                     Meeting recording
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                         N
                                                                                                                                                                                                                         N
                                                                                                                                                                                                                         N
                                                                                                                                                                                                                         N

                                                                                                                                                                                                                         N




                !
                                                                                                                     Whiteboard/ annotation              N
                                                                                                                     tools




                     Send"out"automated"reminders
                                                                                                                     Polling                             N
                                                                                                                     General
                                                                                                                     Cost                                Free                                                            Free




                                                                                                                     "Plug-in" required                  N                                                               N
                                                                                                                     Limitations: # users                50 participants                                                 N




  ! Applications"and"providers
                                                                                                                     Limitations: Storage                none (unlimited # of meetings)                                  Y--7+ gigs...plenty

                                                                                                                     Sync/Ability to work offline        N                                                               Syncs with Outlook
                                                                                                                                                                                                                         Can set up to work offline with Google Gears

                                                                                                                     Comment                             • Sponsored by GoToMeeting                                      • Simple, intuitive, easy to use
                                                                                                                                                         • Recipients of meeting requests do not need to be registered   •Can easily embed calendars in web pages
                                                                                                                                                         with Meeting Wizard




                !
                                                                                                                                                         • Doesn't pretend to be anything but a meeting scheduler




                     Meeting"Wizard
                !    Google"Calendar
                !    TimeBridge
                !    … and"more


                                                                                                                                                                                                                                                                        11
  PRH Consulting, Inc.            Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                 ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
File"Sharing"and"Storage

  ! Key"tasks
                 !    Post"documents"for"shared"review                                                                FILE    SHARING & STORAGE

                                                                                                                      MS Sharepoint (File/ Project Sites)

                                                                                                                      http://www.microsoft.com/sharepoint/default.mspx
                                                                                                                                                                         Google Docs

                                                                                                                                                                         https://www.google.com/
                                                                                                                                                                         (select MORE select DOCUMENTS)
                                                                                                                                                                                                                  The Filing Room

                                                                                                                                                                                                                  http://thefilingroom.com/
                                                                                                                                                                                                                                                            CATEGORY
                                                                                                                                                                                                                                                            Name

                                                                                                                                                                                                                                                            URL

                                                                                                                                                                                                                                                                   Capability/ Functionality




                 !
                                                                                                                                                                                                                                                            Meeting Coordination




                      Edit"documents"online"(multiple"users)
                                                                                                                      See "Live Meeting" column                          N                                        N                                         Import contact lists
                                                                                                                      N                                                  N                                        N                                         Propose meeting date choices

                                                                                                                      N                                                  N                                        N                                         Sends automated results of
                                                                                                                                                                                                                                                            meeting date voting
                                                                                                                      N                                                  N                                        N                                         Select meeting date
                                                                                                                      N                                                  N                                        N                                         Send out invitations




                 !
                                                                                                                      N                                                                                           N                                         Confirms attendance
                                                                                                                      N                                                  N                                        N                                         Send out automated reminders




                      Version"control                                                                                 Y using "check in/check out"

                                                                                                                      Y
                                                                                                                                                                         Y

                                                                                                                                                                         Y
                                                                                                                                                                                                                  Y

                                                                                                                                                                                                                  N
                                                                                                                                                                                                                                                            Document Management
                                                                                                                                                                                                                                                            Post documents for shared
                                                                                                                                                                                                                                                            review
                                                                                                                                                                                                                                                            Edit documents on-line
                                                                                                                                                                                                                                                            (multiple users)
                                                                                                                      Y                                                  Relies on editors/ access control        Relies on editors/ access control;        Version control




                 !
                                                                                                                                                                                                                  Can get notifications of changes




                      File/"folder"management
                                                                                                                      Y                                                  Y (folders apply to individual users)    Y (folders apply to all users)            File/folder management
                                                                                                                                                                                                                                                            Project Management
                                                                                                                      Y (can sync with Outlook)                          N                                        N                                         Post calendar
                                                                                                                      Y                                                  N                                        N                                         Post Actions/Tasks
                                                                                                                      Y                                                  N                                        N                                         Track issues
                                                                                                                      N                                                  N                                        N                                         Time tracking
                                                                                                                                                                         N                                        N                                         Resource allocation
                                                                                                                                                                                                                                                            Presentation (Synchronous)




                                                                                                                                                                                Page!3
                                                                                                                                                                                                                                                            Sharing
                                                                                                                      See "LiveMeeting"                                  Y                                        As a file                                 Share presentation
                                                                                                                      Y                                                                                                                                     Share file (.xls, .doc, .mpp, etc.)




  ! Applications"and"providers                                                                                        See "LiveMeeting"
                                                                                                                      See "LiveMeeting"

                                                                                                                      See "LiveMeeting"

                                                                                                                      See "LiveMeeting"
                                                                                                                      See "LiveMeeting"
                                                                                                                                                                         N
                                                                                                                                                                         N




                                                                                                                                                                         N
                                                                                                                                                                         N
                                                                                                                                                                                                                  N
                                                                                                                                                                                                                  N




                                                                                                                                                                                                                  N
                                                                                                                                                                                                                  N
                                                                                                                                                                                                                                                            Share desktop
                                                                                                                                                                                                                                                            Share application (remote
                                                                                                                                                                                                                                                            access)
                                                                                                                                                                                                                                                            Real-time co-editing and
                                                                                                                                                                                                                                                            remote control
                                                                                                                                                                                                                                                            Browser sharing
                                                                                                                                                                                                                                                            Participant chat




                 !
                                                                                                                      See "LiveMeeting"                                  N                                        N                                         Participant hand-raising
                                                                                                                      See "LiveMeeting"                                  N                                        N                                         Audio conferencing




                      Microsoft"Sharepoint                                                                            See "LiveMeeting"
                                                                                                                      See "LiveMeeting"
                                                                                                                      See "LiveMeeting"

                                                                                                                      See "LiveMeeting"
                                                                                                                                                                         N
                                                                                                                                                                         N
                                                                                                                                                                         Y (Can start documents)

                                                                                                                                                                         N
                                                                                                                                                                                                                  N
                                                                                                                                                                                                                  N
                                                                                                                                                                                                                  N

                                                                                                                                                                                                                  N
                                                                                                                                                                                                                                                            Video conferencing
                                                                                                                                                                                                                                                            Meeting recording
                                                                                                                                                                                                                                                            Whiteboard/ annotation tools

                                                                                                                                                                                                                                                            Polling
                                                                                                                                                                                                                                                            General




                 !
                                                                                                                      Cost varies depending on # users and               Free                                     Low cost--$5 per month for 1 GB           Cost
                                                                                                                      package




                      Google"Docs
                                                                                                                      - Live meeting alone, 5 licenses =
                                                                                                                      $36.50/mo
                                                                                                                      Can get full suite for $75/mo
                                                                                                                      Y (can use with only web app however)              N                                        N                                       "Plug-in" required
                                                                                                                                                                         N                                        Max 10 users with minimum purchase; can Limitations: # users
                                                                                                                                                                                                                  purchase additional users if needed
                                                                                                                      Y--5 gig per site (Additional available)           Y--500K per document, plus up to 2MB per 1 gig minimum purchase; can purchase    Limitations: Storage




                 !
                                                                                                                                                                         embedded image                           additional space if needed




                      The"Filing"Room
                                                                                                                      N                                                  Y--with Google Desktop                   N                                       Sync/Ability to work offline



                                                                                                                      • One of the most confusing admin                  • Launches a new window everytime you • Basic--can be difficult to move files      Comment
                                                                                                                      websites/ processes I've ever used                 click something                       around (e.g., must empty folders before
                                                                                                                                                                                                               deleting the folder)




                 !    … and"more




                                                                                                                                                                                                                                                                                                  12
   PRH Consulting, Inc.            Web!based"Collaboration"Tools—Teamwork"via"the"Web
                                  ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
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Hybert 1 Web Collab

  • 1. PRH!Consulting,!Inc. leveraging!know"how!for!performance!™ Web!based"Collaboration"Tools Teamwork"via"the"Web Pete"Hybert Dottie"Soelke PRH!Consulting,!Inc. principal"consultant senior"consultant PRH"Consulting"Inc. Soelke"Consulting"Inc. Member"of"the"PRH"Consulting"Network 20!Danada Square!West,!#102 Chicago!eLearning!&!Technology!Showcase Wheaton,!IL!60189 August!2009 phone: 630.682.1649 web: www.prhconsulting.com
  • 2. Before"we"get"started… In"the"spirit"of"the"conference"theme,"we"are"trying"some"new"(for"us)"technology"for" this"presentation. Live"Streaming"Video http://www.prhconsulting.com/resources/PRH106_Ustream.htm Case!sensitive Underscore Twitter:"Include"#webcollab to"post Tweets!may!be! displayed!on!screen!at! the!end!of!the!session. 1 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 3. Table!of!Contents ! Session!Overview/Objectives ! Introductions ! The!Concept!of!Collaboration ! Drivers ! Evolution ! Collaborative!Web!Tools!Matrix ! Wrap"up ! Q&A 2 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 4. Session"Objectives Objectives: Identify"tools"that"will"help"teams"work"productively"in"a" virtual"environment: !Project"management !Deliverables"development"(e.g.,"presentations"and" documents) !Working"and"informational"meetings !Synchronous"and"asynchronous"events !Group"learning !Networking – Professional – Social 3 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 5. Introductions ! Worked"in"the"human"performance"improvement"industry"since"1984; external"consultant" since"1989 ! Authored"more"than"thirty"articles"on"a"variety"of"HPT!related"topics ! Presented"multiple"times"at"ISPI,"CISPI"(Chicago"Chapter"of"ISPI),"ASQ,"and"ASTD" ! Served"as"a"volunteer ! ISPI"Chicago"Chapter"Past!President ! ISPI"Awards"Committee"Chair ! ISPI"Nominations"Committee"Chair Pete!Hybert ! CPT"since"2003,"Lifetime"ISPI"Member"since"2007 www.prhconsulting.com ! Worked"in"the"HPT"industry"since"1986;"external"consultant"since 1993 ! Authored/"co!authored"more"than"ten"articles ! Presented"multiple"times"at"ISPI,"CISPI"(Chicago"chapter"ISPI),"and"the"NorthWest Network ! Served"as"a"volunteer ! ISPI"Awards"Redesign"Project ! ISPI"Nominations"Committee"(2"years) ! ISPI"Awards"of"Excellence"Committee Dottie!Soelke ! CISPI"VP"of"Publications"and"Programs"Committee"Member www.soelkeconsulting.com ! CPT"since"2003 4 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 6. The"Concept"of"Collaboration Definition:""Two"or"more"people"who"work"together"to"… ! Plan ! Make"decisions ! Solve"problems ! Generate"ideas ! Develop"content"or"information 5 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 7. Organization"Drivers What"is"it"that"drives"our"organizations"to"distance"collaboration,"virtual" teamwork,"etc.? ! Reduce"travel"costs ! Reduce"time"off"the"job"(for"e.g.,"travel"time) ! Multi!location"companies ! Distributed"expertise This"is"the"way"we"work"now! ! Home"office/"virtual"office ! No"conference"room ! Ad"hoc"meetings 6 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 8. Web"Collaboration"Tools"Evolution Problems"we"had"to"solve"in"the"beginning"… ! Working"across"companies"and"firewalls"was"challenging ! Difficult"to"connect"to"the"outside"world ! Difficult"to"load"client"applications"or"“plug!ins” ! There"weren’t"many"tools"out"there ! Participants"didn’t"know"how"to"use"the"tools ! Technical"issues"were"common 7 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 9. Web"Collaboration"Tools"Evolution New"problems"… ! Multi!tasking ! Random"access"(web"conferencing) ! Participants"can"only"see"the"display"area"(one"screen"or"canvas at"a" time) ! Input"limitations"– functions"only"as"quickly"as"your"microprocessor ! Electronic"communications"are"different"than"face!to!face" communications 8 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 10. Orientation"to"Web"Collaboration"Tools"Matrix ! Categories"across"the"top ! Calendar/Schedule ! File"Sharing"&"Storage ! Online"Meetings August 19, 2009 | Roosevelt University ! Project"Management Peter R. Hybert Dottie A. Soelke ! Functions"and"tasks"down"the"right! Present hand"and"left!hand"sides Web-Based Collaboration Tools ! Meeting"Coordination Teamwork Via the Web ! Document"Management ! Project"Management Overview ! Presentation"(synchronous)"Sharing The cost of travel means teams that are not co-located must rely on collaborating via the web. All too often, this sounds better than it We’ve been climbing this learning curve for several years…maybe you have too. Let’s discuss the pros and cons of several web tools and works. You can waste a lot of your how they can help your distributed team’s time just trying to operate work team be productive virtually. ! General"comments"at"the"bottom your chosen web tools. ! Costs PRH Consulting Inc. ! Limitations Soelke Consulting, Inc. ! Etc. 9 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 11. Orientation"to"Web"Collaboration"Tools"Matrix Categories!(in! Applications! the!yellow!bar) and!Providers Functions!(in! URLs the!grey!bars) Tasks!(under! Functions) 10 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 12. Calendar/Scheduling"Tools ! Key"tasks ! Import"contact"lists CATEGORY C A L E N D A R / S C H E D U L E Name Meeting Wizard URL www.meetingwizard.com Google Calendar http://www.google.com/calendar/render/ ! Capability/ Functionality Meeting Coordination Propose"meeting"date"choices Import contact lists Y (from a variety of sources including Outlook) N Propose meeting date Y N choices Sends automated results of Y N meeting date voting Select meeting date Allows voting Y Send out invitations Y Y ! Confirms attendance Y N Send"automated"results"of"meeting"date"voting Send out automated Y Y (only to calendar owner) reminders Document Management Post documents for shared N N review Edit documents on-line N N (multiple users) ! Version control N N Select"meeting"date File/folder management Project Management Post calendar Post Actions/Tasks Track issues Time tracking N N N N N N N N N N ! Resource allocation N N Presentation (Synchronous) Send"out"invitations Page!2 Sharing Share presentation N N Share file (.xls, .doc, .mpp, N etc.) Share desktop N N Share application (remote N N access) ! Real-time co-editing and N remote control Confirm"attendance Browser sharing Participant chat Participant hand-raising Audio conferencing Video conferencing Meeting recording N N N N N N N N N N ! Whiteboard/ annotation N tools Send"out"automated"reminders Polling N General Cost Free Free "Plug-in" required N N Limitations: # users 50 participants N ! Applications"and"providers Limitations: Storage none (unlimited # of meetings) Y--7+ gigs...plenty Sync/Ability to work offline N Syncs with Outlook Can set up to work offline with Google Gears Comment • Sponsored by GoToMeeting • Simple, intuitive, easy to use • Recipients of meeting requests do not need to be registered •Can easily embed calendars in web pages with Meeting Wizard ! • Doesn't pretend to be anything but a meeting scheduler Meeting"Wizard ! Google"Calendar ! TimeBridge ! … and"more 11 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL
  • 13. File"Sharing"and"Storage ! Key"tasks ! Post"documents"for"shared"review FILE SHARING & STORAGE MS Sharepoint (File/ Project Sites) http://www.microsoft.com/sharepoint/default.mspx Google Docs https://www.google.com/ (select MORE select DOCUMENTS) The Filing Room http://thefilingroom.com/ CATEGORY Name URL Capability/ Functionality ! Meeting Coordination Edit"documents"online"(multiple"users) See "Live Meeting" column N N Import contact lists N N N Propose meeting date choices N N N Sends automated results of meeting date voting N N N Select meeting date N N N Send out invitations ! N N Confirms attendance N N N Send out automated reminders Version"control Y using "check in/check out" Y Y Y Y N Document Management Post documents for shared review Edit documents on-line (multiple users) Y Relies on editors/ access control Relies on editors/ access control; Version control ! Can get notifications of changes File/"folder"management Y Y (folders apply to individual users) Y (folders apply to all users) File/folder management Project Management Y (can sync with Outlook) N N Post calendar Y N N Post Actions/Tasks Y N N Track issues N N N Time tracking N N Resource allocation Presentation (Synchronous) Page!3 Sharing See "LiveMeeting" Y As a file Share presentation Y Share file (.xls, .doc, .mpp, etc.) ! Applications"and"providers See "LiveMeeting" See "LiveMeeting" See "LiveMeeting" See "LiveMeeting" See "LiveMeeting" N N N N N N N N Share desktop Share application (remote access) Real-time co-editing and remote control Browser sharing Participant chat ! See "LiveMeeting" N N Participant hand-raising See "LiveMeeting" N N Audio conferencing Microsoft"Sharepoint See "LiveMeeting" See "LiveMeeting" See "LiveMeeting" See "LiveMeeting" N N Y (Can start documents) N N N N N Video conferencing Meeting recording Whiteboard/ annotation tools Polling General ! Cost varies depending on # users and Free Low cost--$5 per month for 1 GB Cost package Google"Docs - Live meeting alone, 5 licenses = $36.50/mo Can get full suite for $75/mo Y (can use with only web app however) N N "Plug-in" required N Max 10 users with minimum purchase; can Limitations: # users purchase additional users if needed Y--5 gig per site (Additional available) Y--500K per document, plus up to 2MB per 1 gig minimum purchase; can purchase Limitations: Storage ! embedded image additional space if needed The"Filing"Room N Y--with Google Desktop N Sync/Ability to work offline • One of the most confusing admin • Launches a new window everytime you • Basic--can be difficult to move files Comment websites/ processes I've ever used click something around (e.g., must empty folders before deleting the folder) ! … and"more 12 PRH Consulting, Inc. Web!based"Collaboration"Tools—Teamwork"via"the"Web ©2009!PRH!Consulting,!Inc.,!Wheaton!IL!and!Soelke!Consulting,!Inc.,!Naperville!IL