Collaborative tool workshop

Collaborative Tool Workshop
David Gracia

What’s happening in the Internet?

Collaborative Tool Workshop
The goal of this workshop is to provide students with an overview of the main online collaborative tools that
allow them to improve their communication to facilitate case discussion and project management

1 Video and Audio Conferencing *

Session 1 2 Collaborative Project Management

3 Online Surveys for Decision Making

4 Social Bookmarking

Session 2 5 Online Document Sharing

6 Online Collaborative Wikis

7 Online Meeting with Screen Sharing

Session 3 8 Slides Sharing, Slide Casting and Screen Casting

9 Online Discussion Forums

(*) Advanced features for professional use

Sharing & Collaborating
What How When
Kick-Off Conference Call

Work Planification

Election of Group Speaker

Research about Collab Tools

Collaborative Business Case

Consolidation of Information

Online Meeting

Preparation of the SlideCast

Online Discussion Forum

Box
Document storage and selling

Store all your documents online in the cloud
1 instead of in one single device

Synchronize your content seamlessly and
2 access from any device

Share your documents with your
3 collaborators, colleagues or clients

4 Have a secure back-up of all your content

Avoid attachments to emails and manage
5 multiple versions of a document easily

Skype
Video and Audio Conferencing with Screen Sharing

Create video calls with any of your team
1 members to prepare the assignments

Organize audio conferences with as many
2 people as you want

Chat and share files while you are in a video or
3 audio conversation

Share screen with other team member to
4 present or discuss about a document

Find back previous conversations to recover
5 any specific data you miss

Skype
Basic Functionalities
Create an account, add all your team members as Skype contacts and create a group including them all.
1 Create a personal profile and configure your preferences.

2 Create an audio conference inviting all members of your team. Give a title to that conference.

Chat privately with some members of your team during the conference to discuss some topics off-line
3 without interrupting the general conversation
Share your desktop with your team so that they can see your documents or you can conduct a guided
4 demo of an application

5 Exchange files with your colleagues when needed during the conference.

Advanced Functionalities
1 Revisit previous conversations.

Call some team members that are not connected to skype yet (coming late) establishing a call between
2 Skype and their mobile phones.

3 Forward Skype to your mobile phone numbers to receive calls even when you are not online.

Further information here

Basecamp
Collaborative Project Management

Plan the work with your team organizing who
1 does what and when

Assign to-dos with deadlines and schedule
2 project milestones

Communicate with your colleagues posting
3 messages instead of sending messy e-mails

Identify bottle-necks and dependencies among
4 inter-dependent tasks

Get an overview of what is due for the next
5 days and weeks in a clear and intuitive way

Basecamp
1 Open an account and create a project to organize who does what and when.

2 Invite your team members to your projects so that you can build together a project plan.

3 Identify the key tasks of this project and structure them in to-dos and to-do lists (what).

4 Assign each to-do to a responsible (who) and assign a specific date (when).

Create milestones and assign them to the corresponding to-do lists. Monitor which milestones are
5 upcoming, due in the next 15 days or completed in the “Milestone” tab.

1 Synchronize your milestone calendar with your Google Calendar.

2 Write messages and comments in to-dos and milestones.

3 Get e-mail notifications or subscribe via RSS feeds. Get a daily report of your projecto progress.


Surveymonkey
Online Surveys for Decision Making

Gather information from your team members
1 for democratic decision making

Send invitations automatically so that people
2 can fill the survey online

Get results in real time and in an automatic
3 way

Process the results filtering and segmenting by
4 multiple variables

Create online surveys in an easy and quick way
5 using different kinds of questions

Surveymonkey
1 Create a survey using different types of predefined questions

2 Invite people to fill the survey online in an automatic way

3 Gather and manage results in real time

4 Segment and filter the results using multiple variables

5 Display results using graphs and download results for further processing

1 Use predefined survey templates

2 Personalize the look & feel of your survey with corporate colors and logos

3 Share online the results of a survey


Delicious
Social Bookmarking

Keep track of interesting web pages you find
1 during your research process

Tag them to easily find them when needed
2 using multiple tag for a single bookmark

3 Access to your bookmarks from any computer

Find relevant content using web pages tagged
4 and categorized by other people

Connect to other people with similar interests
5 and get notifications when they add new stuff

Delicious
Create an account and install the add-on buttons in your navigation bar. Create a profile linking to your
1 profiles in other networks.
Do some research and find 3-5 interesting web pages about the topic “collaborative tools” and
2 bookmark them. Edit the title, add notes and tag them.
Use tag combinations to discover not only new relevant information on del.ici.ous but also people who
3 share similar interests. Save those pages as your own bookmarks.
Create a network including all your team members and send an interesting page you are tagging to
4 some of them.

5 Subscribe to tags of specific users to get updates about new web pages bookmarked by those people.

Manage bundles of tags, subscriptions and networks to access to your information in a more efficient
1 way.

2 Embed a del.ici.ous badge on your blog or personal page.

3 Share your bookmarks on Twitter.


Google Docs
Online Document Sharing

Create, upload and edit
1 documents, presentations, spreadsheets and
drawings

Share and collaborate in real time with other
2 team members

Safely store and organize your work and access
3 from everywhere

Control who can access you documents and
4 manage read/write permissions

Create a site to aggregate all the information
5 of your team work

Google Docs
Create a new spreadsheet for preparing a business case of investing in new collaboration tool in a
1 company or business school.

2 Share it with your whole team but allow only of your colleagues to edit the document with you.

Work with your colleague in the document in a collaborative way editing it in real time while you are
3 chatting and discussing about it.
Archieve the document in the corresponding folder of this session and tag it so that you can easily find
4 it later.
E-mail all the team members once you have the first version of the business case to discuss it with the
5 whole group.

1 Publish your document in the website you have for your team using either a link or a widget.

E-mail the document as an attachment or include the content of the document in the body of the e-
2 mail.
Use advanced searching options for finding all your documents and see the revision history af any
3 document (in the File menu) to recover a previous version.


Wikispaces & IE Wiki
Online Collaborative Wikis

Create and edit a wiki to prepare team
1 assignments in a collaborative way

Manage access and permissions for every
2 team member

Tag the entries and attached documents to
3 easily find content

Get messages and notifications when changes
4 are made in any entry

Recover previous versions and establish
5 discussion around any topic in the wiki

Wikispaces
1 Open an account in wikispaces and create a profile linking to your linked-in or facebook profile.

2 Create a wiki and invite your team members allowing them to edit any page except the homepage.

Create a new page and link it from the home page. Edit that page giving format and attaching a
3 document (as a link or widget).
Establish a discussion with a colleague about a given topic using the discussion tab of the corresponding
4 page and getting notifications. Configure notifications of changes in a given page by e-mail & RSS.

5 Recover a previous version of a wiki page.

1 Promote a member to organizer and then demote him back to member.

Get statistics of your wiki in general, at a page level and at a user level to get an idea of the contribution
2 of each team member to each topic.
Get a pdf version of your wiki and print it out. See the revision history of a document (in the file menu)
3 to recover a previous version. Embed your wiki in your blog using a badge and import a blog post.


Vyew & Adobe Connect
Online Meeting with Screen Sharing

Organize online meetings with your team
1 members

Share documents and allow other people to
2 edit them in real team

Give online presentations or webinars walking
3 through a presentation in a synchronous way

Share your desktop with your team members
4 to conducted guided demos of applications

Leave content available to be accessed over
5 time

Vyew
1 Open an account and invite your team members to a pre-scheduled online meeting.

Import the content to be presented and discussed in the online meeting. Import the draft of the
2 presentation, the spreadsheet with the business case and a screenshot.

3 Allow your colleagues to annotate and draw on the shared documents during the discussion.

Attach sticky notes (text or audio) to facilitate contextual discussions about the content of the
4 presentation.
Change between synchronous to asynchronous modes depending on whether you are presenting or
5 discussing the document.

1 Share your desktop with your team members to enable a guided demo of an application.

2 Communicate with colleagues using integrated text, audio and video chat.

3 Leave content available to be accessed over time.


Slideshare
Slide Sharing, Slide Casting and Screen Casting

Share publicly your presentations to reach
1 many global viewers

Share privately your documents with your
2 colleagues for team collaboration

Publish slidecasts combining visual
3 presentations with audio explanations

Connect to other people with similar interests
4 to grow your professional network

Check out talks from events you missed and
5 create your own events

Slideshare
1 Upload and create a presentation, document or video and manage user permissions

2 Browse and look for relevant information sorting search results by different criteria

3 Favourite the best presentations to find them back and download them to your computer

4 Create a slidecast synchronizing the slides with the corresponding audio explanation

5 Join a group or plan an event in a specific date and location

Create a branded channel aggregating all your content and measuring the sources of traffic to your
1 channel

2 Embed a slideshow widget into your blog, website or social network profile

3 Upload videos with presentations you have conducted and link them from your linked-in account


Zoho Discussions & IE Discussion Board
Online Discussion Forums

Create online forums for preparing a case
1 discussion or team assignment

Structure your forums into threads and sub-
2 threads and manage permissions

Create your own topics and respond to those
3 created by your colleagues

Follow a topic or an author and bookmark any
4 topic of particular interest

Create a user profile and send private
5 messages to specific colleagues

Zoho Discussions
1 Open an account and invite your team members to the online forum.

2 Structure the online discussion creating threads and sub-threads for different topics.

3 Add new content by responding to a topic, commenting a response, attaching images an audio files.

4 Sort the posts by author, date, topic or read/unread to easily follow the conversation.

5 Print the unread posts or the whole discussion forum to work offline when needed.

1 Get statistics of the activity in the online forum by topic or by author to assess individual contributions.

2 Use an integrated chat to discuss one-to-one or in group while writing your entries.

3 Get e-mails and notifications about changes in a given topic or by a given author.


Benchmarking

vs

vs

vs

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Using Multiple Tools Together
Holding an online meeting
For chat, video, audio, screen sharing

For online surveys and polls

For sharing documents and collaborating online

For doing online meetings with all the functionalities above

Organizing the work of the group
For breaking down the assignment into small pieces

For wrapping up and assembling all the pieces

For providing additional sources of information

Increasing the audience of your presentations
Slidecasting your presentations to reach a larger audience

For spreading virally comments about your presentations

Collaborative tool workshop

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