Virtual Collaboration: Tools and Technologies - Essay Example

Virtual collaboration: tools and technologies Virtual Collaboration: Tools and Technologies Affiliation March Table of Contents Introduction 3 Virtual Collaboration 3 Types of virtual technologies 6 Impact of Virtual collaboration technologies on global business structures 9 Business Benefits 10 Conclusion 15 References 16 Introduction The evolution of information and communication technologies (ICTs) has offered prospects for employees having offices in geographically isolated areas to share, communicate, and collaborate on projects to attain widespread business objectives. However, a lot of researches on computer-supported business work and computer-mediated communication suggested that the extensive deployment of information and communication technology for supporting joint work is mostly dependent on the corporate strategy that encourages trust amongst parties (Biuk-Aghai, 2003; Biuk-Aghai & Simoff, 2004). Virtual collaboration is the act of working mutually from different locations with limitations of time, space and organization. Additionally, this way of collaboration is supported by modern information technology (Hossain & Wigand, 2004). This paper presents a detailed analysis of the virtual collaboration. The aim of this research is to discuss and investigate some of main aspects of the virtual collaboration technology, its working, and the analysis of virtual collaboration for corporate use. This research will also outline the potential benefits of the virtual collaboration. Virtual Collaboration The utilization of digital tools and technologies that allow or facilitate corporations or individuals to collaboratively prepare, plan, create, control, and research services, products and new IT and electronic commerce applications, is acknowledged as virtual collaboration or electronic collaboration. However, the virtual collaboration can include non-commerce activities, but the term nomally acknowledged as collaborative commerce, since it engages collaboration among business associates, partners and stakeholders. Additionally, the virtual collaboration also refers to the utilization of ICT (information and communication technologies) to support the business cooperative interface among various parties concerned to business operations. It is assessed that virtual organization is an important requirement for making sure of an extensive level of virtual collaboration. As a result, the sustainability and development of virtual collaboration can be directed to achieve frequent business objectives. This, in order, will make sure the connection between organization structure, ICT and geographical dispersion (Darlagiannis & Georganas, 2000; Turban, Leidner, McLean, & Wetherbe, 2005, p. 146; Qiu, Tay, & Wu, 2009). Additionally, the example of virtual collaboration would be a corporation that is communicating electronically with a merchant that designs whole product or a piece of product for the corporation. Furthermore, the virtual collaboration involves information sharing, communication, and collaborative planning carried out electronically using tools and techniques for instance groupware applications and especially developed electronic commerce collaboration tools (Turban, Leidner, McLean, & Wetherbe, 2005, p. 146). Virtual collaboration is a collection of dealings with considerable enhancements in firm’s performance. Additinally, the key advantages of virtual collaboration include increased returns, decreased expenditure, and better customer relationship management. However, these advantages are achieved through less stockouts, less inventory all through the supply chain, less exception-processing, lesser material costs, greater sales volume, and better competitive edge (Turban, Leidner, McLean, & Wetherbe, 2005, p. 146; Kahai, Carroll, & Jestice, 2004). According to a survey of Deloitte Consulting, more than 70 percent of the organizations maintaining virtual collaborative environment are earning more than those who do not conduct virtual collaboration. In addition, in this survey, some of the key strategic advantages reported are rapid delivery, an augment in flexibility, and enhanced customer service (Turban, Leidner, McLean, & Wetherbe, 2005, p. 146). According to Biuk-Aghai (2003), the virtual collaboration helps a lot of people to work together on numerous ideas, projects or topics in both asynchronous and synchronous time. However, the real meaning of virtual collaboration technology is sharing (sharing of data, information or some ideas). Thus, virtual collaboration is used for producing an environment to share data, information, and ideas that are linked to infinite themes. Additionally, the virtual collaboration hits into a worldwide network of intelligence. One of main themes in the scanario of virtual collaboration that can be widely seen today is the open virtual collaboration, which is foundational on the assumptions of living systems as well as comprises ideas like that chaos, self-organization and emergence (Biuk-Aghai, Patterns of Virtual Collaboration, 2003) & (Darlagiannis & Georganas, 2000). Major organizations are moving rapidly to recognize the advantages of virtual collaboration. For instance, Marriott International, which is the world’s leading hospitality organization, began with an online booklet and then established a collaboration system that connects companies, partners, franchisees, dealers, and clients or customers, all over the world. In the same way, a real estate franchiser RE/MAX makes use of a virtual collaboration platform to enhance collaboration and communications among its countrywide set-up of independently owned real estate offices, suppliers and sales partners (Turban, Leidner, McLean, & Wetherbe, 2005, p. 149). Darlagiannis & Georganas (2000) stated that virtual collaboration is more and more seen as a control concept intended for recognizing the relationship between organization structure, ICT, and geographically dispersed business teams working to attain common business objective. Additionally, it spotlights on the significance of information and knowledge to produce value intended for organizations (Darlagiannis & Georganas, 2000; Narayan, Waugh, Zhang, Bafna, & Bowman, 2005). Hossain & Wigand (2004) stated that the virtual collaboration technology was initiated with the arrival of video conferencing technologies on web/internet. Sincem through this technology two or more people are able to working jointly to achieve a common business objective without utilization of face to face communication. Additionallty, some of the other examples of virtual collaboration encompass video conferencing, audio conferencing, or computer mediated contact. However, with the arrival of web 2.0 the communication and interactive capacities of virtual collaboration received a great deal broader meaning, facilitating the complete spectrum of behaviors and activities that are necessary for two or more people to approach jointly to achieve common goal or complete assigned tasks (Hossain & Wigand, 2004). Types of virtual technologies Sukaviriya & Pingali (2003) stated that virtual collaboration technology refers to the supportive tool among people utilizing technology arbitration to diminish the physical distances. Virtual collaboration can take place in the course of brainstorming; shared learning; co-design; problem-solving; simulations, modeling as well as professional association upholding (Sukaviriya & Pingali, 2003). There are different types of these technologies however they are basically divided into groupware of three types relying upon the level of collaboration. These three types of collaboration technology are (Carstensen & Schmidt, 1999): Conferencing tools Communication tools Collaborative management (Co-ordination) tools Conferencing refers to a technology that offers facility of interactive work that is performed jointly to achieve a common goal. Voting and Brainstorming are some instances of this collaboration technology (Carstensen & Schmidt, 1999). Video conferencing, which is also acknowledged as teleconferencing, is the application of television video and sound technology as well as computers to help people in diverse regions to see, hear, and conversation with one another (Hutchinson & Sawyer, 2000, p. 7.35). Communication tools are used for the exchange of information and IM Chat and phone call discussion are the examples of this type of collaboration technology (Carstensen & Schmidt, 1999). Co-ordination refers to complicated mutually dependent work in the direction of a common objective. A high-quality metaphor intended for recognizing this is to think regarding a sports team in that everybody has to play very well at the correct time in addition to regulate their play to the unfolding circumstances, however everybody tries to perform something special, but the overall aim is to help the team to win the match. Thus, that is complex interdependent effort in the direction of a shared objective. In addition, new tools of project management and web based work places are examples of this technology. Some of main virtual collaboration tools are: (Carstensen & Schmidt, 1999) Synchronous conferencing Web publishing Asynchronous conferencing Voice mail E-mail Faxing Revision control Wikis McHaney & Hai-Jew (2009) outlined that vitural collaboration technology involves leaning channel communications that engages utilization of electronic mailing lists and email systems. However, there can be additional complex technologies like that web 2.0 and social networking systems simile to blogs, wikis and video logs. Additionally, these environments mainly share social simulations, long-term work and designed spaces. However, the mixed reality spaces that unites virtual and real-world and information can also be employed for collaborations. In addition, these entail systems like that tabletop systems that project images onto walls and tabletops, or else have incorporated touch-sensitive screens in business working tables (McHaney & Hai-Jew, 2009). Some kinds of specially developed spaces can as well be utilized for particular kinds of virtual collaborations that can be changed and customized according to a particular business or personal needs. However, the above stated technologies are frequently employed for a range of diverse collaboration categories. Additionally, the collaborative technologies utilized in virtual collaborations require attaining a variety of jobs. These technologies require signifying group co-presences and individual presences. In addition, there have to be methods to communicate generally synchronously and asynchronously. There require being means to work together around visuals and texts. As well, there should be some kind of business and organizational decision-making structures. Furthermore, a lot of systems as well offer the facilities of management of projects, by offering services such as role definitions, budgets, grant reporting. Also, a number of systems facilitate critique and annotation (McHaney & Hai-Jew, 2009). Impact of Virtual collaboration technologies on global business structures This section is about the detailed analysis of the impact that has established by the virtual collaboration technologies on global business structures. According to a world well known collaborative technology company “Cisco” sponsored report that is created by the economist intelligence unit 1 about the collaborative technology efficiency, in present globalized marketplace, with distributed business functions, and huge and complex supply chains the old business practices like that traditonal procedures, physical working, business cultures, as well as organizational structure are melting away. However, the accomplishment in this fast-transforming business environment will rely upon the capability intended for frequent innovation as well as ever-increasing business agility (Cisco Systems, Inc., 2010). The new business models encompasses worldwide, virtual, networked as well as mobile technologies. Consistently, in all places communications technologies support globalized virtual collaboration in a lot of manners. The virtual communication technologies facilitate organizations to renovate their corporation procedures as well as team-building, for instance; todays confront is to implement the similar modern spirit to a novel set of environmental corporation essentials (Hossain & Wigand, 2004). Business Benefits Sukaviriya & Pingali (2003) stated that it is simple to determine the financial influence of transformation in business and technology procedures with the help of new collaboration technology. Coming sections outline the benefits of new collaboration technologies on global business. Figure 1- Collaboration facilitates in main Technology, Business, as well as Environmental Imperatives [Source: (Cisco Systems, Inc., 2010)] Access Everywhere, Anytime for Everyone Modern collaboration technologies offer business workers to make use of a combination of video, voice, mobility network, data applications, and devices in conference rooms, offices, airports, hotels, vehicles as well as warehouses. In addition, the new collaboration technologies based communications help businesses to work together in real time, with the flexibility to formulate the suitable shape of communication that is accessible everywhere, any time since, everybody is connected using some kind of device, media, or operating system (Sukaviriya & Pingali, 2003). Offering better business and Project Teams Trust The collaboration technologies offer richer forms of communications for an additional natural environment as well as facility to incorporate trust and understanding. Thus, by implementing the right visual tools in business place as well as making them simple to utilize facilitate culturally diverse teams to link more rapidly (Sukaviriya & Pingali, 2003). Less Travel Cost: Less Business Journeys The uses of virtual collaboration technologies engage no or less business travel costs those could be extremely high in case of international businesses. Since, the business travels are an important activity of corporate managers. This comprises international and national trips intended for high-level sales conferences, meetings, live exchanges and group training. Here also technology presents methods to reduce require for physical presence, with no loss of the human contact that remains an important fraction of carrying out business activities successfully (Sukaviriya & Pingali, 2003). Better Use of Office Space Through the utilization of the collaboration technologies the main advantage attained is the potential cuts in both costs through better use of the office space are substantial. Since, the collaboration technology presents integrated management of managing tasks beyond an IP network to take full advantage of energy competence inside the building. The advanced collaboration technologies and unified communications help staff to access data and people, irrespective of location. In this scenario, personal "empires" of business office space could be transformed into joint and collaborative "team space" in unity by altering corporation requirements and reducing the entire amount of space essential (Sukaviriya & Pingali, 2003). Mobility Decreasing the office space through collaboration technology frequently entails a better mobility among workers, whether they are functioning at on the road, client building, or moving from one locality to another on a huge campus. Thus, the availability of the workforce mobility could be approached through the similar energy-saving objectives. Since, these technology platforms are intended to improve collaboration, allowing businesses to unite technologies in a manner that it could attain better performance beside their environmental objectives (Sukaviriya & Pingali, 2003). Virtual Technologies for Organizational Leaders This section will discuss the applications of collaboration technologies for organizational leaders. The aim of this section is outline the functionalities of collaboration technologies that should be available in these virtual technologies. Ribbons & Hornblower (1999) stated that new collaboration technology-based and active learning jobs lend themselves effectively to produce enthusiasm, engage team members, and promote joint working. In addition, collaboration technology allows project manager or team leader to work efficiently, manage team effectively, and offer his team or company members a more supportive environment (Ribbons & Hornblower, 1998) Crisis response is one of main area of management for the business manager or corporate leader. In this scenario Hansberger, Tate, & Moon (2010) state that crises response situations necessitate teamwork across a lot of different organizations with special training, backgrounds, goals and procedures. However, new collaboration technology offers collaborative and visualization tools and a net-centric protocol that offers distributed shared working or activities all through the diverse set of organizations usually concerned in crisis response. Thus, in this scenario the new collaboration technology offers power to business leader through Net-centric protocol that is linked with Tuckman’s storming, forming, performing and norming collaboration model and how people collaborate and communicate throughout social networks. Additionally, the collaboration technology encompasses a number of exclusive capabilities and deals with challenges of dispersed collaboration inside a virtual environment like that virtual attendance, trust, virtual activity awareness and asynchronous planning. The main functionality of the collaboration technology is availability of visualization tools developed and available for business leads support in a number of business functions for distributed teamwork (Hansberger, Tate, & Moon, 2010; Davison & Vreede, 2001). A business leader can also use a dynamic network visualization tool that helps present information in the course of crisis response regarding organizations, interest members, areas of expertise, projects as well as geographical areas of interest. Since, it helps business members discover as well as explore other associates for required expertise for probable collaboration efforts. In addition, the utilization of concept maps is as well being employed like a visualization method to offer a centralized viewpoint on the developing plan without magnificent centralization of the development procedure (Hansberger, Tate, & Moon, 2010; Davison & Vreede, 2001). According to Sukaviriya & Pingali (2003) the idea of exchanging special competences and bringing together knowledge and experiences, is not only applicable for well-defined projects, however as well effective for the business networks of professionals, professional communities, and communities of practice. In this way the business leaders are tightly linked to all areas of business as well as global business market that facilitate the effective business decision making and action taking. In this scenario, virtual collaboration supports as well as improves the state of the profession (Sukaviriya & Pingali, 2003). Extremely globalized and dispersed nature of product development nowadays has transformed the means that product development teams approach jointly on a design. Since, the collaboration technology offers the business leader the functionalities of emailing design data, virtual meetings, and easy design visualization that have replaced complex white board sessions. In this way the business leader could have greater and effective control over the business processes and product development departments. Additionally, the collaboration technology gives the business product development realism and an enterprises technique to teamwork that have a huge influence on their performance. In addition, leading corporations are offering and leveraging teamwork that facilitate internationally distributed teams to efficiently work on a design. However, corporations are not basically looking at design collaboration but as a component of international product development. On the other hand, corporations are growing design collaboration efforts to engage clients, suppliers, and inter and intra department stakeholders (Aberdeen Group, Inc, 2007) and (Hansberger, Tate, & Moon, 2010; Davison & Vreede, 2001). In this scenario business managers and corporate leaders are able to manage and control the business processes more effectively. These technologies offer better control over the business processes and effective handling of overall areas of business. Thus, the business leader can check and effectively manage corporate activities. Therefore, it can be concluded that virtual collaboration technologies are offering business leaders the facilities to manage the process more efficiently. Conclusion The trend of virtual collaboration is growing with the passage of time and organizations are more and more adopting these technologies due to their extraordinary facilities at ordinary cost. Virtual collaboration technologies offer lots of facilities of collaboration to the businesses. This paper has presented a detailed analysis of the virtual collaboration technology. The collaboration technology has opened new horizons for the effective business handling and management. At the present, organizations take full advantage of virtual collaboration technologies to manage business processes, working areas, and potential handling of corporate working from the distant geographical locations. Additionally, it is apparent that these technologies are able to improve the group work, thus, there is possibility they can enhance the business productivity as well. However, it is recommended to understand the nature of group work and the extent of collaboration, before the utilization of computer supported co-operative working. Since, it can enhance the collaboration. References 1. Aberdeen Group, Inc. (2007). The Role of Real Time Virtual Collaboration in Product Development. Aberdeen Group, Inc. 2. Biuk-Aghai, R. P. (2003). Patterns of Virtual Collaboration. Retrieved March 20, 2010, from Faculty of Information Technology University of Technology, Sydney: http://epress.lib.uts.edu.au/dspace/bitstream/handle/2100/336/01front.pdf?sequence=1 3. Biuk-Aghai, R. P., & Simoff, S. J. (2004). Patterns of Virtual Collaboration in Online Collaboration Systems. Proceedings of the IASTED, International Conference on Knowledge Sharing and Collaborative Engineering, (pp. 57-62). 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Information Technology for Management: Transforming Organizations in the Digital Economy, 4th edition (4th ed.). New York: Wiley. Read More