The document summarizes a workshop on collaborative tools that was held at IE Business School in 2010. It provides an overview of sessions on online surveys, video/audio conferencing, collaborative project management, document sharing, wikis, discussion forums, slide sharing and screen casting. Each session describes the basic and advanced functionalities of collaborative tools like SurveyMonkey, Skype, Basecamp, Google Apps, Wikispaces, Vyew and SlideShare.

1. Collaborative Tool Workshop
IE Business School, 2010

2. 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
Session 1
Online Surveys for Decision Making
Session 2
Video and Audio Conferencing
Online Meeting with Screen Sharing
Social Bookmarking
Session 3
Collaborative Project Management
Slides Sharing, Slide Casting and Screen Casting
Online Discussion Forums
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(*) Advanced features for professional use
Online Document Sharing
Online Collaborative Wikis
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3. Sharing & Collaborating
What How When
Kick-Off Conference Call
Work Planification
Democratic Decision Making
Research of Information
Collaborative Business Case
Consolidation of Information
Slidecast Production
Online Discussion
Online Meeting

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

5. Skype
Basic Functionalities
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.1
Create an audio conference inviting all members of your team. Give a title to that conference.2
Chat privately with some members of your team during the conference to discuss some topics off-line
without interrupting the general conversation3
Share your desktop with your team so that they can see your documents or you can conduct a guided
demo of an application4
Exchange files with your colleagues when needed during the conference.5
Revisit previous conversations.1
Call some team members that are not connected to skype yet (coming late) establishing a call between
Skype and their mobile phones.2
Forward Skype to your mobile phone numbers to receive calls even when you are not online.3
Advanced Functionalities
Further information here

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

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

8. Create online surveys in an easy and quick way
using different kinds of questions
Surveymonkey
Send invitations automatically so that people
can fill the survey online
Get results in real time and in an automatic
way
Process the results filtering and segmenting by
multiple variables
Gather information from your team members
for democratic decision making1
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Online Surveys for Decision Making

9. Surveymonkey
Basic Functionalities
Create a survey using different types of predefined questions1
Invite people to fill the survey online in an automatic way2
Gather and manage results in real time3
Segment and filter the results using multiple variables4
Display results using graphs and download results for further processing5
Use predefined survey templates1
Personalize the look & feel of your survey with corporate colors and logos2
Share online the results of a survey3
Advanced Functionalities
Further information here

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

11. Delicious
Basic Functionalities
Create an account and install the add-on buttons in your navigation bar. Create a profile linking to your
profiles in other networks.1
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.2
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.3
Create a network including all your team members and send an interesting page you are tagging to
some of them.4
Subscribe to tags of specific users to get updates about new web pages bookmarked by those people.5
Manage bundles of tags, subscriptions and networks to access to your information in a more efficient
way.1
Embed a del.ici.ous badge on your blog or personal page.2
Share your bookmarks on Twitter.3
Advanced Functionalities
Further information here

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

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

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

15. Wikispaces
Basic Functionalities
Open an account in wikispaces and create a profile linking to your linked-in or facebook profile.1
Create a wiki and invite your team members allowing them to edit any page except the homepage.2
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).3
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.4
Recover a previous version of a wiki page.5
Promote a member to organizer and then demote him back to member.1
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.2
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.3
Advanced Functionalities
Further information here

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

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

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

19. Slideshare
Basic Functionalities
Upload and create a presentation, document or video and manage user permissions1
Browse and look for relevant information sorting search results by different criteria2
Favourite the best presentations to find them back and download them to your computer3
Create a slidecast synchronizing the slides with the corresponding audio explanation4
Join a group or plan an event in a specific date and location5
Create a branded channel aggregating all your content and measuring the sources of traffic to your
channel1
Embed a slideshow widget into your blog, website or social network profile2
Upload videos with presentations you have conducted and link them from your linked-in account3
Advanced Functionalities
Further information here

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

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

22. RSS Feed Aggregator
Other Collaborative Tools
Online Backup, File Synchronization and Sharing
Collaborative Scheduling of Meetings and Events
Podcast Recording and Publishing
Screen Casting for Demos of Web Applications