Organizations create and use teams, partnerships, and alliances to:
- Undertake new initiatives
- Address both minor and major problems
- Capitalize on significant opportunities
- Organizations create teams, partnerships, and alliances both internally with employees and externally with other organizations
➣ Collaboration system – supports the work of teams by facilitating the sharing and flow of information.
Organizations form alliances and partnerships with other organizations based on their core competency.
- Core competency – an organization’s key strength, a business function that it does better than any of its competitors
- Core competency strategy – organization chooses to focus specifically on its core competency and forms partnerships with other organizations to handle nonstrategic business processes
Information technology can make a business partnership easier to establish and manage.
- Information partnership – occurs when two or more organizations cooperate by integrating their IT systems, thereby providing customers with the best of what each can offer
- The Internet has dramatically increased the ease and availability for IT-enabled organizational alliances and partnerships
⏩ Collaboration Systems
Collaboration solves specific business tasks such as telecommuting, online meetings, deploying applications, and remote project and sales management.
Collaboration system – an IT-based set of tools that supports the work of teams by facilitating the sharing and flow of information.
Two categories of collaboration :
- Unstructured collaboration (information collaboration) - includes document exchange, shared whiteboards, discussion forums, and e-mail
- Structured collaboration (process collaboration) - involves shared participation in business processes such as workflow in which knowledge is hardcoded as rules
Collaboration systems include:
- Knowledge management systems
- Content management systems
- Workflow management systems
- Groupware systems
⏩Knowledge Management Systems
➣Knowledge management (KM) – involves capturing, classifying, evaluating, retrieving, and sharing information assets in a way that provides context for effective decisions and actions
➣Knowledge management system – supports the capturing and use of an organization’s “know-how”
➣Intellectual and knowledge-based assets fall into two categories:
- Explicit knowledge – consists of anything that can be documented, archived, and codified, often with the help of IT
- Tacit knowledge - knowledge contained in people’s heads
The following are two best practices for transferring or recreating tacit knowledge :
- Shadowing – less experienced staff observe more experienced staff to learn how their more experienced counterparts approach their work
- Joint problem solving – a novice and expert work together on a project
➣Reasons why organizations launch knowledge management programs
⏩ KM Technologies
Knowledge management systems include:
- Knowledge repositories (databases)
- Expertise tools
- E-learning applications
- Discussion and chat technologies
- Search and data mining tools
⏩ KM and Social Networking
➣Finding out how information flows through an organization.
➣Social Networking Analysis (SNA) – a process of mapping a group’s contacts (whether personal or professional) to identify who knows whom and who works with whom.
➣SNA provides a clear picture of how employees and divisions work together and can help identify key experts.
⏩ Content Management
Content management system (CMS) – provides tools to manage the creation, storage, editing, and publication of information in a collaborative environment.
CMS marketplace includes:
- Document management system (DMS)
- Digital asset management system (DAM)
- Web content management system (WCM)
➢Document management system (DMS)
Supports the electronic capturing, storage, distribution, archival, and accessing of documents.
➢Digital asset management system (DAM)
Similar to DMS, generally works with binary rather than text files, such as multimedia files types.
➢Web content management system (WCM).
Adds an additional layer to document and digital asset management that enables publishing content both to intranets and to public Web sites.
⏩ Content management system vendor overview
⏩ Working Wikis
- Wikis - Web-based tools that make it easy for users to add, remove, and change online content
- Business wikis - collaborative Web pages that allow users to edit documents, share ideas, or monitor the status of a project
⏩ Workflow Management Systems
➣Work activities can be performed in series or in parallel that involves people and automated computer systems.
➣Workflow – defines all the steps or business rules, from beginning to end, required for a business process
➣ Workflow management system – facilitates the automation and management of business processes and controls the movement of work through the business process
➣Messaging-based workflow system – sends work assignments through an e-mail system
➣Database-based workflow system – stores documents in a central location and automatically asks the team members to access the document when it is their turn to edit the document
⏩ Groupware Systems
➣ Groupware – software that supports team interaction and dynamics including calendaring, scheduling, and videoconferencing.
➢ Groupware technologies
VIDEOCONFERENCING
Videoconference - a set of interactive telecommunication technologies that allow two or more locations to interact via two-way video and audio transmissions simultaneously.
WEB CONFERENCING
Web conferencing - blends audio, video, and document-sharing technologies to create virtual meeting rooms where people “gather” at a password-protected Web site.
INSTANT MESSAGING
E-mail is the dominant form of collaboration application, but real-time collaboration tools like instant messaging are creating a new communication dynamic.
Instant messaging - type of communications service that enables someone to create a kind of private chat room with another individual to communicate in real-time over the Internet.
Instant messaging application
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