opensourcewebsolution

What is groupware?

Groupware is software that facilitates a group of people working within the same system or application, no matter where they happen to be. Such groupware applications are commonly email, newsgroups, and chat.

Some experts divide groupware into three categories: communication tools, conferencing tools, and collaborative management tools. Communication tools include email, FAX, and voice mail. Conferencing tools include data, voice, and video conferencing; and message boards and chat rooms. Collaborative management tools include electronic calendars, project management systems, and workflow systems.

Other experts divide groupware into two categories related to time and two other categories related to place. When employees are using an application at the same time, it is synchronous groupware; workers using the same application at different times, however, are using asynchronous groupware. The place-related categories are collocated, groupware that is used by people in the same place; and distance, groupware that is used by people in different places.

Businesses use groupware for a variety of reasons. One primary reason is to bypass the traditional problem of having employees in different places who need to work on the same application. By logging in to a network or intranet server, employees in different places can access the same application and benefit from the various perspectives and opinions of others. This functionality is a primary facet of telecommuting. If you can log in to the company server from anywhere, then you don't need to be in the office in order to access certain groupware.

Telecommuting can save on travel costs for both companies and employees. It can also enable real-time communication when it would otherwise be impossible. This communication can foster a greater understanding of the targets and goals of a business's projects, through group discussion of each step along the way to achieving those targets and goals.

Another use for groupware is group problem-solving. Many times, some employees see things differently from other employees. If they are all working within the same application framework, they can solve problems collectively, saving the company time and money. Without groupware, such real-time cooperation would not be possible.

Benefits of Groupware:

One primary way businesses can increase their competitiveness is by using software tools that help to streamline business processes and make work more efficient. Groupware applications are one example of a type of software application that can affect real change in work efficiency and effectiveness. Businesses would be wise to understand the true benefits of groupware tools, and their direct affect on the bottom line. Let us look at some of the real advantages of groupware applications.

• Groupware helps increase efficiency -- The idea behind groupware is to provide one central point of access to critical information. Each individual member of a group has access to all of the information pertinent to their tasks in the group project. Redundant work is eliminated, less time is spent searching for data, and more time is spent working on required tasks.
• Groupware stimulates creativity -- When collaboration is enabled, one of the resulting benefits is creativity. Ideas can be easily shared, and individuals can build off one another. With open communication, each member of the group can share new ideas and add valuable insight that can only benefit the project as a whole.
• Groupware provides structure -- Workgroups need structure to succeed. Every member needs to know what is expected of them, and what is expected of the other group members. This builds a level of accountability into the group. It also provides direction as to what the ultimate project goals are, and how everyone fits into the bigger picture. The provision of one central resource point and the improvement of communication channels are two concrete ways groupware provides critical structure to a work group. Another way is by facilitating project management with scheduling and tracking tools that are usually built right into groupware applications.
• Groupware helps define and enforce a process -- By implementing groupware, you are establishing a means to enforce a process for how information is to flow. Documentation is serialized and records are kept on who is responsible for any changes that are made. Communication procedures can be established at the outset, and easily monitored for compliance. This helps ensure all group members are properly performing their specific tasks, and everyone is contributing as agreed upon at the project outset.