Transcript Chapter 14: Technology and Virtual Groups

Working in Groups: 5th edition
Isa N. Engleberg
Prince George’s Community College
Dianna R. Wynn
Nash Community College
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Chapter 14:
Technology and
Virtual Groups
Virtual Groups
Rely on technology to
communicate, often across
time, distance, and
organizational boundaries
Virtual Groups Best Practices
Adequate resources
 Information technology & support
 Electronic communication skills
training
 Remote coordination skills training
 Members who are role models

FTF versus CMC
 FTF
= Face-to-face group
meetings
 CMC = Groups working in a
computer-mediated
communication
environment
Media Richness Theory
The more communication
channels you use, the
better your chances are
for success when
communicating with
others.
PowerPoint Quiz
Face-to-face groups are often more
successful than virtual groups
because members can:
a)see
and respond instantly to feedback.
b)use nonverbal communication to clarify
messages.
c)use a natural speaking style.
d)convey personal feelings and emotions.
e)do all of the above.
Media Synchronicity Theory
The key to using media
effectively is to match
media capabilities to the
communication processes
required to perform the
task.
Synchronous Communication
Electronic communication that occurs
simultaneously in real time
Advantages



Allows the group to
work as a cohesive
unit
Can promote
synergy
Spontaneous and
dynamic
Disadvantages


Lag time in typing
may slow responses
Messages may be
out of sequence
Asynchronous Communication
Electronic communication that does not
occur simultaneously or in real time
Advantages


More time to
compose
responses
Facilitates
document review
and editing
Disadvantages


Lacks spontaneity
Linear rather than
interactive
Dialectics of Virtual Groups
Conformity ↔ Nonconformity
Virtual groups may experience both
strong agreement and fruitful risk
taking.
Conflict ↔ Cohesion
Virtual groups may encourage both
constructive conflict and genuine
cohesion (while avoiding groupthink).
Audioconference
Uses voice-only media to
communicate
 Conference
calls
(teleconferences)
 Computer-based voice links
Audioconferences
Advantages




Easy to set up and
use
Can be used to
share information
and discuss issues
______________
______________
Disadvantages




Can reduce group
cohesiveness
Difficult to share and
edit documents
_______________
_______________
Audioconference Guidelines




Limit participation to five or fewer
members.
Distribute an agenda and other
documents in advance.
Take attendance and make
introductions.
Keep comments short and clear.
Audioconference Guidelines




Identify yourself by name when
speaking.
Inform the group when “signing off.”
Summarize the discussion and next
steps.
Distribute meeting minutes ASAP.
Videoconference
 Uses
both oral and visual
communication
 Must balance the high cost of
technology against the cost of
face-to-face meetings
Videoconferences
Advantages





Combines sight and
sound
Closely simulates
face-to-face meeting
Can save travel and
lodging costs
________________
________________
Disadvantages





Requires expensive
equipment and staff
Members may feel
apprehensive
Difficult to set up
________________
________________
Videoconference Guidelines





Brief members about the system.
Distribute an agenda and documents in
advance.
Look directly at the camera when
speaking.
Use the microphone discreetly.
Dress appropriately.
Textconference
Uses a computer keyboard or
keypad to communicate and
collaborate with group members
 Can be combined with audio- or
videoconferencing

Textconference Guidelines





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Plan the session carefully.
Make sure everyone has similar technology.
Appoint a facilitator or moderator.
Limit group size.
Monitor participation.
Don’t get sidetracked by irrelevant
conversations.
Summarize the meeting.
Electronic Meeting System
(EMS)


Combines specialized software and
hardware
Includes several capabilities:




Generating ideas and brainstorming
Grouping and analyzing issues
Creating and editing documents
Voting
Electronic Meeting Systems
Advantages




Most versatile
technology
Good for
brainstorming;
displaying data;
debating, evaluating
________________
________________
Disadvantages




Expensive
May require time and
travel to an EMS site
_________________
_________________
EMS Guidelines





Make sure all systems are compatible.
Make sure software and shared files
are accessible.
Develop a clear agenda and technical
instructions.
Decide if any input will be anonymous.
Rotate task functions.
PowerPoint Quiz
For an electronic meeting you
should determine . . .
a)why
you are meeting.
b)when you should meet.
c)what materials you need before or
during the meeting.
d)who should be included.
e)all of the above.
Collaborative Presentation
Technology



Projects an idea or graphic onto a
screen, wall, or whiteboard
Allows both face-to-face and/or virtual
participation
Allows members to work on the same
document or drawing simultaneously
Asynchronous Groupware


Groupware: Computer-mediated
methods and tools designed to support
group collaboration
Common asynchronous groupware:
 Email
 Bulletin boards
Email Discussions
Advantages





Easy to use and
inexpensive
Can discuss ideas,
plans, and share
information
________________
_
________________
_
________________
_
Disadvantages





Easy to misinterpret
Easy to ignore
Difficult to debate
complex issues
_______________
_______________
Email Discussion Guidelines







Make sure everyone knows what is
expected.
Confirm that your email was received.
Develop a common system for editing
documents.
Provide training for members unfamiliar
with email features.
________________________________________.
________________________________________.
________________________________________.
PowerPoint Quiz
An email discussion is an example
of
a) parallel communication.
b) serial communication.
c) synchronous communication.
d) asynchronous
communication.
e) All of the above.
Are You An Internet Addict?

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Do you feel a strong need to use the Internet
frequently?
Do you feel restless, moody, or irritable when
forced to cut down or stop Internet use?
Do you stay online longer than you originally
intended?
Do you lie about or conceal the amount of
time you spend on the Internet?
Do you use the Internet to escape problems
or relieve anxiety?
Bulletin Boards
Bulletin Boards - an asynchronous, textbased communication medium in which
messages are sent to everyone on the
bulletin board
Threaded Discussion - a series of email
messages about a specific issue
posted on a bulletin board
Bulletin Board Guidelines




Determine whether the bulletin board
will be moderated or will post all
messages.
Organize your thoughts before you
contribute.
Avoid highly critical responses.
Don’t use bulletin board space for
private conversations.
The Digital Divide

Digital Divide - inequalities in access
to, distribution of, and use of information
technology between two or more
populations

The digital divide results in inequalities
related to:



Age
Gender
Socioeconomic factors
Group Diversity and the
Digital Divide

Older members may lack computer skills and
not contribute to and benefit from online
interactions.

Girls consistently rate themselves
significantly lower on computer ability than
boys do.

Urban households earning more than
$75,000 are much more likely to have home
Internet access than rural and low-income
households.
Barquin‘s Ten Commandments
of Computer Ethics
Thou shalt . . .
1.
not use a computer to harm other people.
2.
not interfere with other people's computer work.
3.
not snoop around in other people's computer files.
4.
not use a computer to steal.
5.
not use a computer to bear false witness.
not copy or use proprietary software for which you
have not paid.
6.
Barquin‘s Ten Commandments
of Computer Ethics
Thou shalt . . .
7. not use other people's computers without
authorization or proper compensation.
8. not appropriate other people's intellectual
output.
9. Consider the social consequences of the
programs you write or systems you design.
10. use a computer in ways that insure
consideration and respect for others.
Ramon C. Barquin, “In Pursuit of a Ten Commandments of Computer Ethics