Technologies and Challenges Associated With Team Collaboration

¶ … Technology Type

Specialized Training Required

Specialized Equipment Needed

Globally Accessibility

Workflow Types best Suited for the Technology

Task Complexity Best Suited for the Technology

Synchronicity of the Technology

Core Advantages of the Technology

Limitations of the Technology

Video Conferencing

Computer, internet access, video camera, microphone, and speakers

Accessible

This technology is best suited for conducting meetings with people who are geographically dispersed (Kear, Chetwynd, Williams, & Donelan, 2012), allowing them to communicate as if they were sitting next to one another. Video conferencing allows for the transmission of information in more than one way, which ensures people receive the information much better.

Mid complexity

Asynchronous

Improves communication because it allows participants to view non-verbal communication of the other participants (Denstadli, Julsrud, & Hjorthol, 2012). Restores many visual cues that would not be visible with audio conferencing or e-mail. Using video conferencing productivity is increased, because it eliminates the long conference calls. Document sharing and group collaboration is greatly increased. It reduces the need for people to travel to different locations in order to hold meetings and discussions, which reduces the travel expenditure of a company.

Video conferencing facilities and equipment can be expensive and everyone who will be attending the meeting would need the requisite hardware and software. For a reliable and uninterrupted meeting, there is need for a fast and reliable internet connection. There is potential for a slight delay between responses even with a fast internet connection. If a participant has any hardware breakdowns, they would not manage to attend or participate in the meeting. With people in different time zones across the world, some participants would be forced to stay up all night in order to attend the meeting or discussion. In board room, the camera might not be able to see all the parts of the room. Therefore, some people might not be easily seen at the meeting.

Instant Messaging

None

Internet access, computer, mobile phone,

Accessible

Best suited for quick responses to a question. Allows for private communications between colleagues irrespective of geographical location. Instant messaging allows for an efficient and effective communication providing immediate receipt and reply.

Low

Asynchronous

Allows for real-time communication between two or more people located in any part of the world and they do not have to pay for international long distance charges. This is a saving to the company because long distance calls are quite expensive. Instant messaging is a convenient and time saving technology because it does not distract the employee. If it were a phone call, they would have to stop what they are doing to answer the call. Colleagues can also exchange information in real-time at the comfort of their desk. Colleagues can easily share files during an instant chat session. Instant messaging reduces the expenses required for conducting a video conference. Useful for customer support because an employee can respond to multiple customers at the same time regardless of their geographic location.

Since instant messaging is immediate, an employee does not have time to review or reflect upon the message before they send, unlike an e-mail where one can review a draft before sending. Most instant messaging applications are free, which means the providers will send popup windows and advertisements to each person making it less appealing for organization, but to avoid the advertisements one can purchase a premium service. If one does not setup their instant messaging client carefully, they might receive messages for anyone. It eliminates the face-to-face experience that people have when communicating with each other (Pearce, Thogersen-Ntoumani, & Duda, 2014). One is never sure of whom they are speaking to through instant messaging, which can be dangerous.

Discussion forums

None

Computer, mobile phone, internet access

Accessible

Discussion forums are mainly suited for questions or discussions that require lengthy input from various people (Stewart & Abidi, 2012). One person would initiate a thread or topic that requires multiple input or ideas from people. Discussion forums are a good way for interaction between computer software and hardware developers because it allows one to post a question and include the troublesome code for other within the forum to view and respond. The technology is best suited for conversations that do not require immediate responses.

Low

Asynchronous

Discussion forums create a discussion environment since they save any information posted on a specific information for other to reference in the future, thus allowing people to have quality discussions as they would have time to think and research the topic. There is no need for formal writing in discussion forums, which allows people to speak openly. Private discussion forums ensure that only the authorized individuals can view and comment on a topic, which would be beneficial for an organization. Unlike email, discussion forums allow colleagues to criticize and offer suggestions openly to other colleagues. This in turn ensures that the responses provided are thoroughly researched. There is no limitation to whom can respond to a discussion forum, which allows junior employees to offer suggestions in an open environment. There is a broad array of responses in discussion forums.