Enterprise Collaboration Systems and Groupwar:

Enterprise collaboration systems are information systems that use a variety of information technologies to help people work together. These technologies are in the form of groupware tools, the Internet, intranet, extranet, and other computer networks that enable communication among the employees.
Thus, the goal of enterprise collaboration systems is to use IT to enhance the productivity and creativity of teams and workgroups in organizations. An enterprise collaboration system helps an organization boost its productivity by enabling its employees to collaborate, communicate, and coordinate. It can be used

• by the employees to work together on a project.
• by employees to communicate and share information and other messages with one another.
• for managing and sharing the internal resources of an organization.

Enterprise collaboration systems help teams and workgroups work together in a variety of ways. It provides many software tools for enterprise communication like e-mail and voice mail; enterprise conferencing tools like video conferencing; and collaborative work management tools such as task and project management software.

Groupware

Collaborative software, popularly known as groupware, establishes a platform for collaboration and communication within the organization. Collaboration focuses on local and ad-hoc groups while communication focuses on sharing of information both inside and outside the organization. The basic objective behind creating Groupware is to enable groups of workers working at different geographical locations to communicate with each other. Groupware, thus, is designed to enable all those people who are involved in a common project or task (a workgroup) to achieve their goals.

The use of groupware helps reduce the time and effort required to transfer ideas, views, and documents across workgroups. It helps groups of individuals who are trying to complete a common task by providing a common interface in a shared environment. Groupware is a combination of electronic meeting systems, e-mail, and a number of additional features. It facilitates the sharing of knowledge and ideas in a workgroup. It is used to help organization members work together to achieve common goals. Lotus Notes is an example of a groupware.

Groupware facilitates the creation of workgroups consisting of members who are geographically dispersed and/or working in different time zones. It is also used to create a ‘virtual organization,' i.e. a workgroup or organizational layer that does not appear on a formal organization chart. A groupware can also be useful in making operational, managerial, and strategic decisions.

Groupware products like Lotus Notes, Novell GroupWise, Microsoft Exchange, Netscape Communicator, and Netscape Collaborator enable group collaboration through electronic mail, discussion groups and databases, audio and videoconferencing. These products are being modified in several ways to meet the demand for better tools for collaboration.

Groupware products today use the Internet, corporate intranets, and extranets to make collaboration between virtual teams located anywhere in the world possible. The team members might use corporate intranets to publish project news and progress reports, and work jointly on documents stored on web servers. Collaborative capabilities are also being added to other software to give them groupware features. For example, in the Microsoft Office software suite, Microsoft Word keeps track of the revisions to each document. Microsoft Excel tracks all changes made to a spreadsheet, and Microsoft Outlook keeps track of tasks delegated to other team members.

For enterprise-wide groupware implementation to succeed, common protocols and infrastructure standards should be developed to allow organization members to communicate with each other. Groupware tools like e-mail have gone a long way in standardizing protocols, but others like video conferencing are still growing.

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