The document provides an overview of an online collaborative tools workshop conducted by David Gracia. The workshop aimed to introduce students to key online tools for improving communication and facilitating project collaboration. It covered tools for video/audio conferencing, online surveys, social bookmarking, document sharing, wikis, project management, slide sharing and discussion forums. For each tool, the document described basic and advanced functionalities and provided further information links. The goal was to help students improve case discussion, project work and make use of multiple tools together for meetings, organizing tasks and increasing the audience of their work.

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
Online Surveys for Decision Making
Social Bookmarking
5
Online Document Sharing
6
Online Collaborative Wikis
7
Online Meeting with Screen Sharing
8
Slides Sharing, Slide Casting and Screen Casting
9
Session 3
Collaborative Project Management
4
Session 2
2
3
Session 1
Video and Audio Conferencing
Online Discussion Forums
(*) Advanced features for professional use
*

8. Sharing & Collaborating
What
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
How
When

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

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

11. Skype
Basic Functionalities
1
Create an account, add all your team members as Skype contacts and create a group including them all.
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.
3
Chat privately with some members of your team during the conference to discuss some topics off-line
without interrupting the general conversation
4
Share your desktop with your team so that they can see your documents or you can conduct a guided
demo of an application
5
Exchange files with your colleagues when needed during the conference.
Advanced Functionalities
1
Revisit previous conversations.
2
Call some team members that are not connected to skype yet (coming late) establishing a call between
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
1
Plan the work with your team organizing who
does what and when
2
Assign to-dos with deadlines and schedule
project milestones
3
Communicate with your colleagues posting
messages instead of sending messy e-mails
4
Identify bottle-necks and dependencies among
inter-dependent tasks
5
Get an overview of what is due for the next
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).
5
Create milestones and assign them to the corresponding to-do lists. Monitor which milestones are
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
1
Gather information from your team members
for democratic decision making
2
Send invitations automatically so that people
can fill the survey online
3
Get results in real time and in an automatic
way
4
Process the results filtering and segmenting by
multiple variables
5
Create online surveys in an easy and quick way
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
1
Keep track of interesting web pages you find
during your research process
2
Tag them to easily find them when needed
using multiple tag for a single bookmark
3
Access to your bookmarks from any computer
4
Find relevant content using web pages tagged
and categorized by other people
5
Connect to other people with similar interests
and get notifications when they add new stuff

17. Delicious
Basic Functionalities
1
Create an account and install the add-on buttons in your navigation bar. Create a profile linking to your
profiles in other networks.
2
Do some research and find 3-5 interesting web pages about the topic “collaborative tools” and
bookmark them. Edit the title, add notes and tag them.
3
Use tag combinations to discover not only new relevant information on del.ici.ous but also people who
share similar interests. Save those pages as your own bookmarks.
4
Create a network including all your team members and send an interesting page you are tagging to
some of them.
5
Subscribe to tags of specific users to get updates about new web pages bookmarked by those people.
Advanced Functionalities
1
Manage bundles of tags, subscriptions and networks to access to your information in a more efficient
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
1
Create, upload and edit documents,
presentations, spreadsheets and drawings
2
Share and collaborate in real time with other
team members
3
Safely store and organize your work and access
from everywhere
4
Control who can access you documents and
manage read/write permissions
5
Create a site to aggregate all the information
of your team work

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

20. Wikispaces & IE Wiki
Online Collaborative Wikis
1
Create and edit a wiki to prepare team
assignments in a collaborative way
2
Manage access and permissions for every
team member
3
Tag the entries and attached documents to
easily find content
4
Get messages and notifications when changes
are made in any entry
5
Recover previous versions and establish
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.
3
Create a new page and link it from the home page. Edit that page giving format and attaching a
document (as a link or widget).
4
Establish a discussion with a colleague about a given topic using the discussion tab of the corresponding
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.
2
Get statistics of your wiki in general, at a page level and at a user level to get an idea of the contribution
of each team member to each topic.
3
Get a pdf version of your wiki and print it out. See the revision history of a document (in the file menu)
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
1
Organize online meetings with your team
members
2
Share documents and allow other people to
edit them in real team
3
Give online presentations or webinars walking
through a presentation in a synchronous way
4
Share your desktop with your team members
to conducted guided demos of applications
5
Leave content available to be accessed over
time

23. Vyew
Basic Functionalities
1
Open an account and invite your team members to a pre-scheduled online meeting.
2
Import the content to be presented and discussed in the online meeting. Import the draft of the
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.
4
Attach sticky notes (text or audio) to facilitate contextual discussions about the content of the
presentation.
5
Change between synchronous to asynchronous modes depending on whether you are presenting or
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
1
Share publicly your presentations to reach
many global viewers
2
Share privately your documents with your
colleagues for team collaboration
3
Publish slidecasts combining visual
presentations with audio explanations
4
Connect to other people with similar interests
to grow your professional network
5
Check out talks from events you missed and
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
1
Create a branded channel aggregating all your content and measuring the sources of traffic to your
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
1
Create online forums for preparing a case
discussion or team assignment
2
Structure your forums into threads and subthreads and manage permissions
3
Create your own topics and respond to those
created by your colleagues
4
Follow a topic or an author and bookmark any
topic of particular interest
5
Create a user profile and send private
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. Trello

30. Benchmarking
vs
vs
vs
vs
vs

31. 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

32. Efficiency

33. Quality

34. Joy

35. Collaborative Tool Workshop
David Gracia