KM:  Collaborative Work Systems ("CWS")

Technology and Techniques

Technology is all around us and has enabled firms and individuals to work more efficiently, to work faster and to communicate with individuals all over the world.  We have come a long way since the use of simply a fax machine to send and receive documents.  With the use of today's technology we now have capabilities for sending/receiving e-mail; desktop videoconferencing; text messaging; creating websites - intranet, extranets, blogs, wikis, etc.; groupware applications; calendaring; creating databases; knowledge maps; e-learning technologies; knowledge portals and more.  The image below lists some of the features of collaborative technologies (image from Economist Intelligence Unit, Collaboration Transforming the way business works).  More information about some of these technologies and the various software applications is detailed in the paragraphs that follow also.

Practically any software that allows two or more people to convene will be beneficial to CWS.  Also with the invention of real time communication software like instant messenger and videoconferencing, CWS can be composed of participants from all over the world.  Microsoft Live Meetingä enables a meet via the Internet using videoconferencing and the telephone simultaneously.  In addition, the software capabilities allow for a user to have access to a whiteboard, and make online presentation with software like Microsoft ("MS") PowerPoint.  Another software available is Lotus Notes; it has a component called Domino, a collaborative tool and instant message application designed expressly to allow collaboration in real time.

Besides the most well-known social interaction websites, knowledge sharing databases and MS applications such as MySpace, Wikipedia and Office Suites, there are literally dozens of Collaboration Software packages designed to support collaborative work systems.  Some of these package include the following (where the application name is underlined, click to go to its website):

• ActiveCollab, a Web-based collaboration and project management software;
• AroundMe, combines social networking tools with forums, document libraries, calendars and blogs (this is a free software suite);
• Brane, embeds discussion throughout the team workspace so that discussions take place in the context of relevant documents and project management information;
• BrightSuite, features both asynchronous collaborative tools (forums, calendars, scheduling) and real-time tools (conferencing, instant messaging);
• Collanos Workplace, is a project management solution that integrates all project-related content (including images, music, video) in a single workspace, with real-time discussions, instant notification of updates to all team members; a screenshot of an Active Workspace appears below (Note: You can take a tour of the software on the company's website.);
  
  
  
  
• Facilitate.com, is an environment for collaborative group work, with real-time chat, asynchronous discussions, surveying, and brainstorming tools;
• FoxSuite, is a comprehensive suite of applications with customizable modules for document/project/data management and sharing, web site creation, blogs, wiki board, web-based polling/charting/meetings;
• Knowledge Forum, is an electronic group workspace designed to facilitate building “community knowledge," allowing users to view the knowledge base from different perspectives;
• Lextranet, a suite of we-based tools that includes a host of advanced features for reviewing documents, managing transcripts, sharing case materials, tracking discovery productions, processing evidence, organizing case files, archiving data, and streamlining collaboration;
• OpenGoo, is an open source web office; offers complete customization in creating and collaborating on projects, presentations, spreadsheets and more; also allows for information to be published using wikis, portals and groups, forums and blogs and much more (image from OpenGoo); and

Teamspace,  virtual team rooms including message boards, chats, calendar, team administration, file sharing, project management, idea generation and evaluation; the image to the left demonstrates Teamspace's concept (image from Teamspace).

The available technologies and software applications could prove to be quite useful for CWS.  While these technologies/applications provide means and methods for storing, sharing and distributing knowledge, "there is little consensus on the most-effective ways to use technology to facilitate collaboration."¹  There are non-technology methods for the sharing and management of knowledge and CWS that include mentoring programs, CoP, water cooler and the like.  Refer to the Types of CWS page for more non-technology methods.

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