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Groupware: Software for Collaborative Computing

Groupware is software that helps people work collaboratively. The many components of "true" groupware are discussed. Applications for Mac and PC are briefly reviewed. This paper has legacy value as it reflects conditions as of June 1989.

Groupware: Software for Collaborative Computing What is groupware? Groupware is software that helps people work collaboratively. Business work teams, special interest groups, trade associations, or any other group of people who plan and manage projects together can benefit from groupware. Unfortunately, at present, groupware is more marketing hyperbole than reality. If you were to make up the ideal list of tools to facilitate collaborative work what would be on your list? Mine would start with the basic e-mail features common to users of mainframes and local area networks: bulletins, messages, conferences and real-time chatting. I would also include scheduling, polling, joint authoring, and project tracking, as well as internal tracking of the documents created by each of these features. Good groupware should also allow those in physically remote parts of the company (a different floor or an office across town or across the country) and those without computers to share as much as possible in what goes on within the groupware environment. Bulletins are short pieces of information, like memos or announcements, that are meant for everyone. What a bulletin is posted it shows up on every user's screen. When you want everyone to know something, but you're not interested in a reply, you use a bulletin. Messages are like memos or letters that are meant for private circulation. Whoever creates the message can restrict who sees it. And replies are only seen by the original sender. When you want one or more people to know, and you want a reply, but you want to restrict who reads the information, you use a message. Conferences are like meetings or telephone conference calls. Like messages, the circulation is restricted to a group of individuals who have been invited to participate. But unlike messages, the responses of each individual can be seen by every other individual. This means the thread of participants' conversations are seen together like they would be heard in a face-to-face roundtable discussion. When you want to call a group together to discuss a particular topic, and you want to restrict who "attends," you use a conference. Both messages and conferences are "asynchronous." That is, the individuals concerned can participate at a time convenient to them. It is not necessary that they all be together at any place or time. Real-time chatting is like an impromptu face-to-face meeting, but it doesn't require that you make everybody gather around one desk, or go to a meeting room. Instead, you all use your computers to talk with each other over the local area network or using your mainframe. Unlike conferencing, chatting takes place with all parties concerned talking to each other at the same time. Scheduling allows coordination of both space and people. With scheduling, you know what meeting rooms are available when. You also know each individual's schedule and you can allow the computer to select meeting or appointment times that are convenient to each party concern. "Focus on Software: Groupware: Software for Collaborative Computing" by Claude Whitmyer. The Office, June, 1989. Page 1 Groupware: Software for Collaborative Computing Polling is the use of the computer for voting and questionnaire circulation. It allows simple yes/no answers or the answers to simple open-ended questions to be gathered and tabulated without bringing the individuals together. It can allow ongoing issues to be handled rapidly and efficiently. Joint authoring makes it possible for more than one person to work on a memo, report or any other document, while the computer tracks who made what revisions on what dates. This way, originals and changes are easy to evaluate and it is not necessary to make any paper printouts of the document can tell the final version is completed. Project tracking allows time and resources to be matched to people available. It also allows monitoring of how a project is proceeding. It uses the other functions of electronic mail, scheduling and polling to keep projects on track. Document tracking lets users archive and retrieve old messages, conferences, bulletins, calendars, documents, or projects, and such, including multiple versions.. Sharing with physically remote users and with non-computer users is essential to the success of any work group that is not entirely on the local area network. WHAT'S AVAILABLE Is there a commercially available software package for PCs that has all of these features? Not yet, but some are getting close. Let's talk about CE Software's Quickmail for the Macintosh as an example of this kind of software. Quickmail has bulletins, messaging, conferencing and chatting all built into the core program. It allows documents to be attached to messages when they are sent, facilitating joint authoring. It provides sorting and message filing, and allows you to send or forward messages. It also provides a "printer bridge" and a "telecom bridge" which allows users not on the local area network or without a computer to be included in the circulation of electronic mail. It lacks the remaining features, but with a simple addition of a project tracking program like MacProject, a scheduling program, such as Imagine Software's Perfect Timing, and Mainstay's Markup you have them all but polling and true document version tracking. That is the good news. The bad news is, of course, that these only run on the Macintosh. You may be able to piece together a system like this for the PC in the next year or so as programs come to market. But fully integrated, true groupware packages are probably a couple of years off. The ideal would be if some standards were introduced that let any computer, anywhere, plug into a telecommunications network and access all of these features. This is a bit of science fiction currently but it is probably going to happen in the coming decade. "Focus on Software: Groupware: Software for Collaborative Computing" by Claude Whitmyer. The Office, June, 1989. Page 2