ISYS 363 SFSU – Fall 2013 – Section 1 Penguins

1. Collaboration Tools
SFSU ISYS 363 – Fall 2013 – Section 1
Penguins

2. Introduction
 Why use collaboration tools?
 To allow coworkers or classmates to communicate and
collaborate efficiently, despite:
 Having different schedules
 Being in different geographical locations
 Using different platforms/devices (PC, Mac, smartphone, tablet)
 Market leaders include:
 Google Drive, Microsoft SkyDrive, Dropbox, Box.net,
Evernote, Skype, and Whatsapp

3. Introduction
 Criteria to consider for all collaboration tools:
 Cost: free or paid subscription
 Accessibility: PC, Mac, web, smartphone, tablet
 Criteria for document sharing tools:
 Storage space
 Document editing and collaboration capabilities
 Criteria for communication tools
 Messaging capabilities
 Audio/video conferencing
 File sharing features

4. Whatsapp
Pros:
 Mobile messaging app accessible
on multiple devices
 Works across platforms
 Capable of sending multimedia
messages, including images,
videos, and sound clips
 Extra features include location
sharing and group messaging
 No international messaging fees
Cons:
 Free trial lasts one year, after that
there is a $0.99/year fee
 Whatsapp is a SaaS type
application; potential bugs or
malfunctions are dealt with through
updates put out online and do not
always meet individual needs
 Inability to create anonymous or
secondary accounts. App uses you
phone number, which means
anybody who has it is able to
contact you

5. Skype
Pros:
 One of the cheapest services
available that offers unlimited
minutes
 Easy to set up
 Offers call waiting, voicemail, call
forwarding, and call transfer
 You can either keep you number
or choose any area code you
want
 Accessible across platforms: PC,
Mac, smartphones
Cons:
 Multi-party conference calling
can be unreliable. One-on-one
works better
 Connecting Skype to your
meetings room’s AV system can
be complicated, and extra
technology is expensive (i.e.
camera)
 No adapter for regular phone.
Can only be used on computer
or mobile device

6. SkyDrive
Pros:
 Offers 7 GB of free storage
 Files can be easily shared
between people and on social
networks
 Allows you to edit Office
documents in your web browser.
Multiple users can edit a
document simultaneously
 Apps are available for Windows,
Windows Phone, Mac OS X,
iOS, and Android, or you can use
your browser
Cons:
 Security and privacy. Uploading
your files to the ‘cloud’ can result
in unauthorized users gaining
access to your data
 SkyDrive doesn’t have
sophisticated security tools, such
as document permissions and
password protection
 Can’t upload single files larger
than 2 GB

7. Google Drive
Pros:
 15 GB of storage
 The home of Google Docs
 Free Software as a Service
 Create and edit documents
online while collaborating in
real time with other users
 Compatible with Word, Excel,
and PowerPoint
 Easily integrates with user’s
Gmail account
Cons:
 Data security issues in the
‘cloud’. May be unsuitable for
use by government or
commercial organizations
 Individual documents may not
exceed 10 GB. To be converted
to Google format, document
must be no larger than 2 GB
 Some people are concerned
about giving one company
complete power over our digital
life (email, calendar, contacts,
documents, etc.)

8. Dropbox
Pros:
 Features limited and
unlimited sharing space
depending on plan
 Accessibility; desktop apps
available for PC and Mac,
mobile apps available for all
major smartphones, and
accessible through your web
browser
 Ease of use; very simple
interface
Cons:
 Free version only offers 2 GB
of storage space, which is
less compared to other
services
 Will automatically sync all
files, which may use up data
quickly on mobile devices
 Not suitable for real-time
document editing
collaboration

9. Conclusion
 Winner
 Google Drive
 The majority of the group already has an account with Google
 Google Docs is a great, free alternative to the Microsoft Office
suite for creating documents, spreadsheets and presentations
 Google Drive offers 15 GB of free storage, which is more than
double what Microsoft SkyDrive offers

10. Sources
 Dropbox Tour. https://www.dropbox.com/tour
 Google Stores, Syncs, Edits in the Cloud.
http://online.wsj.com/article/SB10001424052702303459004577362111867730108.h
tml
 Overview of Google Drive. https://support.google.com/drive/answer/2424384?hl=en
 Pros and Cons of Using Skype. http://www.etgroup.ca/pros-and-cons-using-skype-
business-video-conferencing-calls
 SkyDrive. http://windows.microsoft.com/en-us/skydrive/download
 What is Skype? http://www.skype.com/en/what-is-skype/
 Whatsapp. http://www.whatsapp.com/