In my last article I discussed what Web Collaboration software is and why it is important to teams.
This article looks at the common features offered by collaboration software and their potential use in small, medium and large business settings.
Dashboard
The dashboard is the main landing page when logging into the collaborative application and usually shows alerts, new messages and sometimes tracks changes made to documents since the last login.
Team Workspace
The team workspace is generally a web page with links to or snapshots of the various tools available to the team members. One team member is the administrator for the workspace with the ability to add tools and invite new members.
Some applications have a personal workspace, accessible only by the user and used for personal information, files and notes.
Public vs. Private
Nearly all application allow marking information on the workspace for private (team members only) or public view. Some applications allow the design of a page for public access. Why allow public access? Vendor information, publicity or general company information.
Online Status
Not vital, but very useable, is an at-a-glance view of which team members are online. Usually this is offered as part of an instant messaging feature.
Calendar
The calendar offers a comprehensive view of task deadlines, milestones, and meetings. Some application allow synchronization of calendar entries to and from the user’s personal desktop program, like Outlook.
Task Lists
Only a few applications integrate task lists into a more advanced project management system, with Gantt Charts and advanced tracking. Obviously you’ll pay more for these kinds of applications. Usually tasks lists are very similar to what you would use in Outlook, with better applications allowing teams to sort by goal and team member assignment.
Notes
Notes features differ from application to application. In some they are free-form and can be attached to documents. In other applications they are use more to record meeting notes or as agendas. I like the ability to attach a note to a document, but prefer using a full word processing program for meeting notes or agendas.
Forums
An integral part of all collaborative software applications, forums allow threaded discussions among team members. When setting up a workgroup it should be clear what kinds of discussions should occur via the forums rather than email. Keeping discussion in the forums allows the group’s thought processes to be documented and saved.
File Management
Most applications save all files in one area, by folder, similar to how personal computers store files. Latitude is given in how the folder system is set up, so some thought should be given to organization at the onset of the project. I usually prefer to organize by milestone and then by task. File Management is an area that offers many additional features including:
· Version tracking – Some applications save changes to a document during a session as a whole new document, identified by date. This works well, because users can always go back to an earlier version if needed. Who made the changes is also recorded and some applications record who has accessed a document as well – even when no changes were made.
· Change tracking – Tracking what has changed within a document is delegated to the documents innate program. For example, users need to turn on Tracking in Word or Excel to be able to see exactly what has changed.
· Check Out – There should be some system inherent within the application for users to note that they are working on a file. When they are finished with the file it is marked “Checked In”
· Description – I really like being able to add a description to a document , in addition to the document name. When working with multiple iterations of similar documents, a description is a must.
· Separate Image Gallery – Separate handling of graphics and photographs in a gallery is very useful. If the graphics are used within documents, it makes it easy to choose the correct one. It is also useful to document “real world” steps – such as design models or mockups.
Nearly all collaborative application programs have the features mentioned above in common. Where applications differ are in the additional features that are offered. The next article will cover some of these extra features.
