Online Collaboration Tools

In this section you will explore different online collaboration tools, meet your team, and pick a project. First, let's look at some of the decisions your team will face working together online.

File Naming Conventions

Although not the most exciting topic, following standard conventions in naming your files can save your team future headaches. Naming conventions are especially important if you are working on different systems, such as, Mac, PC and/or UNIX.

Extensions

Always include the extension (.xxx) to identify the file type and the application. If your system doesn't automatically already add the extension, then reset this option in your system.

Filenames

The filename itself should be short and descriptive, without any special characters, such as, spaces or slashes. As a quick exercise in file names, see if you can figure out what the following files should contain:

	
	X1000.pdf
	ConceptRev2.pdf

	Image007.jpg
	FishPhoto7.jpg

	Index.html
	Welcome.html

In all these examples, the second name in the pair should have given you a better idea of the file contents. As you can imagine, descriptive file names will save you time in the long run.

Decisions, decisions

Basic Applications — Which applications to use?

In choosing applications, look for special editing features, such as tracking any changes made. This feature allows users to view the file both without and without edits, and then to accept or reject, various edits. Any features that identify contributions by different team members are also useful. Two applications that include these kinds of features are the newer versions of Microsoft Word, and the latest full version of Adobe Acrobat.

Attachments — Which file type(s) to send?

All team members will need to open and read the same file types. For example, if you are going to share word processing documents, all team members must be able to use the version and file type (i.e. Microsoft Word '98 for Mac versus Word 2000 for PCs). Possibly you'll have a team member who can't read Word (.doc) files. In this case, you may have to exchange file in Rich Text File (.rtf) format, which is readable by all word processors.

Compression — Do you need to optimize up and download times?

Identifying Contributions — Who did what?

In any collaboration, at some point you'll need to identify who contributed what. Whatever your team decides is fine as long as it works for you. To get you started, here are some possible methods to use:

• Each member produces their own version or section which is later combined into one final copy
• Each team member makes changes and notes in a different color font or drawing tool.
• Use the "track changes" feature.

Pop-up comments or notes, which identify the team member's contribution, can be very useful.

Version and Editorial Control — Who has the latest copy?

This issue can be a real thorn in the side of any team. Frequently, several versions of the same document can be floating around, each containing different sets of changes. Each team needs to decide in what order changes will be made, how to accept or reject changes, and how different versions will be handled. There are probably as many methods as existing teams; however, here are some suggestions:

1. Senior Editor - Appoint one person to be in charge of both version and editorial control. Each team member submits sections or suggested revisions to the editor, who then formulates the next version. If your team decides to adopt this method, consider rotating the job of Senior Editor so that each person gets to experience this role.
2. Round Robin - One member does the initial draft, then passes it to the next member, who makes changes, then passes it to the next member, etc. The last person then makes final decisions as to the next version.

Interaction Ground Rules — How fast should you respond to each other?

Again, whatever works for your team is fine. In your decision process, you might want to answer:

• How often to check your email?
• How fast to respond to your team members' emails?

Collaboration Tools

The tools now available over the Internet are still primitive. With current line speeds, most rely heavily on text and images, just like the text you are reading right now. As broadband becomes more widespread, the teamwork tools will improve. Some people already have access to higher speeds at their workplace, or at home in special test neighborhoods. Faster networks will allow voice, animations, and video. So teams can see and hear each other, as well as share work materials. For now, we will only discuss the tools commonly available to the students taking this course.

All these tools use either synchronous (at the same time) or asynchronous communications (at different times). The following table should help you understand this distinction as applied to online teamwork:

Email — The most widespread of all the tools.

Forums (Threaded Discussions) — Available for your team to use in this online class.

Chat — Available for your team to use in this online class.

Phone Conference Calls — A useful, although "unoffical" online tool.

White Board — Although available, it may be unreliable.

Video Conferences — Coming soon on a broadband network near you.

Comparison of Online Collaboration Tools

*Depends on system/software.

** Depends on service charges and long distance rates.