Web-enhanced collaboration

We have entered a new era of cyberspace where collaboration technology will dramatically help to share ideas. With a minimum of a 56K modem you can start to participate.

For example, Procter and Gamble currently use a business system built on Lotus Notes to connect over 93 000 employees. They provide employees with a host of resources from the latest product knowledge, competitor advertising, market news and virtual meetings on the latest hot topic.

Like many people, my first exposure to web-enhanced collaboration was Yahoo . There you can join a discussion group , enter chat rooms or create your own discussion space for people to join in, either by open choice or restricted invitation . As I have found out, this service is one of many and there are numerous providers, some with far more advanced features and services. If you are lucky enough to be part of a community or business, you may have access to far more elaborate net meetings and collaboration applications that everyone can use and share at a higher level of intimacy and interaction. How is this for a list: videoconferencing, Internet directories, application and desktop sharing, chat, visual tools such as mind mapping and whiteboarding? Examples of collaborative technology include WebEx, Telepost, Placeware, Help Meeting, Evoke, Web-4M and NetMeetings. Take a moment to visit http:// netconference.about.com for extensive listings, resources and ideas.

Of course, having access to such web technology is no panacea. You need to learn how to use the innovations smartly. Such services can vary tremendously in price and quality but, without a doubt, web conferencing and collaboration by the net can save travel time, help meet deadlines and connect you to a range of people in a variety of locations. In saying this, you will need to ensure that people have the right software, platforms and access before proceeding.

It is amazing how quickly you learn when you experiment with new technology. Here are some tips that came from my involvement in a recent text-based chat session on an e-learning course:

Set up five minutes beforehand and ensure you have managed your time so you can concentrate on the proceedings .
If you have more than three people involved, make sure you appoint a moderator.
The moderator is normally the person who calls the meeting.
Keep the sessions short (twenty to thirty minutes).
Set up a formal agenda after consultation prior to the event.
If you have a question for the whole group or an individual keep it short and to the point. (Again different software has different options and choices.)
If you have to leave, let people know and, likewise, when you return advise them accordingly .
Keep to strict time frames and allow some time upfront to socialize and bond.
Make sure you follow up the meeting with action plans and outcomes .