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 

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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 

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More time to compose responses Facilitates document review and editing

Disadvantages 

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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  

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Easy to set up and use Can be used to share information and discuss issues ______________ ______________

Disadvantages 

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Can reduce group cohesiveness Difficult to share and edit documents _______________ _______________

Audioconference Guidelines 

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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 

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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    

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Combines sight and sound Closely simulates face-to-face meeting Can save travel and lodging costs ________________ ________________

Disadvantages 

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Requires expensive equipment and staff Members may feel apprehensive Difficult to set up ________________ ________________

Videoconference Guidelines  

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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) 

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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  

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Most versatile technology Good for brainstorming; displaying data; debating, evaluating ________________ ________________

Disadvantages    

Expensive May require time and travel to an EMS site _________________ _________________

EMS Guidelines  

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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 

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Groupware: Computer-mediated methods and tools designed to support group collaboration Common asynchronous groupware:  Email  Bulletin boards

Email Discussions Advantages  

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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 

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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 

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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

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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.

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Girls consistently rate themselves significantly lower on computer ability than boys do.

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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.

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not interfere with other people's computer work.

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not snoop around in other people's computer files.

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not use a computer to steal.

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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