1. Collaborative Tool Workshop
David Gracia

2. My Background

3. Efficiency

4. Quality

5. Joy

6. What’s happening in the Internet?

7. Collaborative Tool Workshop
The goal of this workshop is to provide students with an overview of the main online collaborative tools that
allow them to improve their communication to facilitate case discussion and project management
1 Video and Audio Conferencing *
Session 1 2 Collaborative Project Management
3 Online Surveys for Decision Making
4 Social Bookmarking
Session 2 5 Online Document Sharing
6 Online Collaborative Wikis
7 Online Meeting with Screen Sharing
Session 3 8 Slides Sharing, Slide Casting and Screen Casting
9 Online Discussion Forums
(*) Advanced features for professional use

8. Sharing & Collaborating
What How When
Kick-Off Conference Call
Work Planification
Election of Group Speaker
Research about Collab Tools
Collaborative Business Case
Consolidation of Information
Online Meeting
Preparation of the SlideCast
Online Discussion Forum

9. Box
Document storage and selling
Store all your documents online in the cloud
1 instead of in one single device
Synchronize your content seamlessly and
2 access from any device
Share your documents with your
3 collaborators, colleagues or clients
4 Have a secure back-up of all your content
Avoid attachments to emails and manage
5 multiple versions of a document easily

10. Skype
Video and Audio Conferencing with Screen Sharing
Create video calls with any of your team
1 members to prepare the assignments
Organize audio conferences with as many
2 people as you want
Chat and share files while you are in a video or
3 audio conversation
Share screen with other team member to
4 present or discuss about a document
Find back previous conversations to recover
5 any specific data you miss

11. Skype
Basic Functionalities
Create an account, add all your team members as Skype contacts and create a group including them all.
1 Create a personal profile and configure your preferences.
2 Create an audio conference inviting all members of your team. Give a title to that conference.
Chat privately with some members of your team during the conference to discuss some topics off-line
3 without interrupting the general conversation
Share your desktop with your team so that they can see your documents or you can conduct a guided
4 demo of an application
5 Exchange files with your colleagues when needed during the conference.
Advanced Functionalities
1 Revisit previous conversations.
Call some team members that are not connected to skype yet (coming late) establishing a call between
2 Skype and their mobile phones.
3 Forward Skype to your mobile phone numbers to receive calls even when you are not online.
Further information here

12. Basecamp
Collaborative Project Management
Plan the work with your team organizing who
1 does what and when
Assign to-dos with deadlines and schedule
2 project milestones
Communicate with your colleagues posting
3 messages instead of sending messy e-mails
Identify bottle-necks and dependencies among
4 inter-dependent tasks
Get an overview of what is due for the next
5 days and weeks in a clear and intuitive way

13. Basecamp
Basic Functionalities
1 Open an account and create a project to organize who does what and when.
2 Invite your team members to your projects so that you can build together a project plan.
3 Identify the key tasks of this project and structure them in to-dos and to-do lists (what).
4 Assign each to-do to a responsible (who) and assign a specific date (when).
Create milestones and assign them to the corresponding to-do lists. Monitor which milestones are
5 upcoming, due in the next 15 days or completed in the “Milestone” tab.
Advanced Functionalities
1 Synchronize your milestone calendar with your Google Calendar.
2 Write messages and comments in to-dos and milestones.
3 Get e-mail notifications or subscribe via RSS feeds. Get a daily report of your projecto progress.
Further information here

14. Surveymonkey
Online Surveys for Decision Making
Gather information from your team members
1 for democratic decision making
Send invitations automatically so that people
2 can fill the survey online
Get results in real time and in an automatic
3 way
Process the results filtering and segmenting by
4 multiple variables
Create online surveys in an easy and quick way
5 using different kinds of questions

15. Surveymonkey
Basic Functionalities
1 Create a survey using different types of predefined questions
2 Invite people to fill the survey online in an automatic way
3 Gather and manage results in real time
4 Segment and filter the results using multiple variables
5 Display results using graphs and download results for further processing
Advanced Functionalities
1 Use predefined survey templates
2 Personalize the look & feel of your survey with corporate colors and logos
3 Share online the results of a survey
Further information here

16. Delicious
Social Bookmarking
Keep track of interesting web pages you find
1 during your research process
Tag them to easily find them when needed
2 using multiple tag for a single bookmark
3 Access to your bookmarks from any computer
Find relevant content using web pages tagged
4 and categorized by other people
Connect to other people with similar interests
5 and get notifications when they add new stuff

17. Delicious
Basic Functionalities
Create an account and install the add-on buttons in your navigation bar. Create a profile linking to your
1 profiles in other networks.
Do some research and find 3-5 interesting web pages about the topic “collaborative tools” and
2 bookmark them. Edit the title, add notes and tag them.
Use tag combinations to discover not only new relevant information on del.ici.ous but also people who
3 share similar interests. Save those pages as your own bookmarks.
Create a network including all your team members and send an interesting page you are tagging to
4 some of them.
5 Subscribe to tags of specific users to get updates about new web pages bookmarked by those people.
Advanced Functionalities
Manage bundles of tags, subscriptions and networks to access to your information in a more efficient
1 way.
2 Embed a del.ici.ous badge on your blog or personal page.
3 Share your bookmarks on Twitter.
Further information here

18. Google Docs
Online Document Sharing
Create, upload and edit
1 documents, presentations, spreadsheets and
drawings
Share and collaborate in real time with other
2 team members
Safely store and organize your work and access
3 from everywhere
Control who can access you documents and
4 manage read/write permissions
Create a site to aggregate all the information
5 of your team work

19. Google Docs
Basic Functionalities
Create a new spreadsheet for preparing a business case of investing in new collaboration tool in a
1 company or business school.
2 Share it with your whole team but allow only of your colleagues to edit the document with you.
Work with your colleague in the document in a collaborative way editing it in real time while you are
3 chatting and discussing about it.
Archieve the document in the corresponding folder of this session and tag it so that you can easily find
4 it later.
E-mail all the team members once you have the first version of the business case to discuss it with the
5 whole group.
Advanced Functionalities
1 Publish your document in the website you have for your team using either a link or a widget.
E-mail the document as an attachment or include the content of the document in the body of the e-
2 mail.
Use advanced searching options for finding all your documents and see the revision history af any
3 document (in the File menu) to recover a previous version.
Further information here

20. Wikispaces & IE Wiki
Online Collaborative Wikis
Create and edit a wiki to prepare team
1 assignments in a collaborative way
Manage access and permissions for every
2 team member
Tag the entries and attached documents to
3 easily find content
Get messages and notifications when changes
4 are made in any entry
Recover previous versions and establish
5 discussion around any topic in the wiki

21. Wikispaces
Basic Functionalities
1 Open an account in wikispaces and create a profile linking to your linked-in or facebook profile.
2 Create a wiki and invite your team members allowing them to edit any page except the homepage.
Create a new page and link it from the home page. Edit that page giving format and attaching a
3 document (as a link or widget).
Establish a discussion with a colleague about a given topic using the discussion tab of the corresponding
4 page and getting notifications. Configure notifications of changes in a given page by e-mail & RSS.
5 Recover a previous version of a wiki page.
Advanced Functionalities
1 Promote a member to organizer and then demote him back to member.
Get statistics of your wiki in general, at a page level and at a user level to get an idea of the contribution
2 of each team member to each topic.
Get a pdf version of your wiki and print it out. See the revision history of a document (in the file menu)
3 to recover a previous version. Embed your wiki in your blog using a badge and import a blog post.
Further information here

22. Vyew & Adobe Connect
Online Meeting with Screen Sharing
Organize online meetings with your team
1 members
Share documents and allow other people to
2 edit them in real team
Give online presentations or webinars walking
3 through a presentation in a synchronous way
Share your desktop with your team members
4 to conducted guided demos of applications
Leave content available to be accessed over
5 time

23. Vyew
Basic Functionalities
1 Open an account and invite your team members to a pre-scheduled online meeting.
Import the content to be presented and discussed in the online meeting. Import the draft of the
2 presentation, the spreadsheet with the business case and a screenshot.
3 Allow your colleagues to annotate and draw on the shared documents during the discussion.
Attach sticky notes (text or audio) to facilitate contextual discussions about the content of the
4 presentation.
Change between synchronous to asynchronous modes depending on whether you are presenting or
5 discussing the document.
Advanced Functionalities
1 Share your desktop with your team members to enable a guided demo of an application.
2 Communicate with colleagues using integrated text, audio and video chat.
3 Leave content available to be accessed over time.
Further information here

24. Slideshare
Slide Sharing, Slide Casting and Screen Casting
Share publicly your presentations to reach
1 many global viewers
Share privately your documents with your
2 colleagues for team collaboration
Publish slidecasts combining visual
3 presentations with audio explanations
Connect to other people with similar interests
4 to grow your professional network
Check out talks from events you missed and
5 create your own events

25. Slideshare
Basic Functionalities
1 Upload and create a presentation, document or video and manage user permissions
2 Browse and look for relevant information sorting search results by different criteria
3 Favourite the best presentations to find them back and download them to your computer
4 Create a slidecast synchronizing the slides with the corresponding audio explanation
5 Join a group or plan an event in a specific date and location
Advanced Functionalities
Create a branded channel aggregating all your content and measuring the sources of traffic to your
1 channel
2 Embed a slideshow widget into your blog, website or social network profile
3 Upload videos with presentations you have conducted and link them from your linked-in account
Further information here

26. Zoho Discussions & IE Discussion Board
Online Discussion Forums
Create online forums for preparing a case
1 discussion or team assignment
Structure your forums into threads and sub-
2 threads and manage permissions
Create your own topics and respond to those
3 created by your colleagues
Follow a topic or an author and bookmark any
4 topic of particular interest
Create a user profile and send private
5 messages to specific colleagues

27. Zoho Discussions
Basic Functionalities
1 Open an account and invite your team members to the online forum.
2 Structure the online discussion creating threads and sub-threads for different topics.
3 Add new content by responding to a topic, commenting a response, attaching images an audio files.
4 Sort the posts by author, date, topic or read/unread to easily follow the conversation.
5 Print the unread posts or the whole discussion forum to work offline when needed.
Advanced Functionalities
1 Get statistics of the activity in the online forum by topic or by author to assess individual contributions.
2 Use an integrated chat to discuss one-to-one or in group while writing your entries.
3 Get e-mails and notifications about changes in a given topic or by a given author.
Further information here

28. SharePoint by Microsoft

29. Benchmarking
vs
vs
vs
vs
vs

30. Using Multiple Tools Together
Holding an online meeting
For chat, video, audio, screen sharing
For online surveys and polls
For sharing documents and collaborating online
For doing online meetings with all the functionalities above
Organizing the work of the group
For breaking down the assignment into small pieces
For wrapping up and assembling all the pieces
For providing additional sources of information
Increasing the audience of your presentations
Slidecasting your presentations to reach a larger audience
For spreading virally comments about your presentations

31. Efficiency

32. Quality

33. Joy

34. Collaborative Tool Workshop
David Gracia