Groupware and Ordinary Databases

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Table of Contents

Use of Data in Groupware
Groupware Deployment by Top Management
Groupware Implementation and Support
Relationship Between Groupware and Database
Future Development of Database and Groupware
References

A groupware is collaborative software that supports a group of people who undertake similar tasks. With the use of software, it enables group coordination of activities while sharing information through a free communication channel from distant computers. People can communicate either directly in the same places, or different places or different shifts. Alternatively, an ordinary database is software that stores related data relevant to a specific event or institution. A database cannot function as a groupware because it has no supportive tools to provide the real-time sharing capability of a groupware.

Use of Data in Groupware

Groupware has many components, which include electronic conferencing, email messaging, group conferencing, and other electronic forums. The Group Decision Support System helps in meetings that are held electronically, either in audio or video form. A group can also work on a document stored in remote a computer. The document can be edited together with the creation of document databases.

In Groupware, data is accessed inside its database or from external sources through a mount-point and a new folder for storage. It is easy for users to search data as well as copy paste it to the new folder. Data from outside can also be shared to the other network users. Users can share the most recent news and create mail folders which can be viewed by many users (Rama & Bishop, 2006).

Groupware Deployment by Top Management

The top management is the group which arranges the implementation of groupware software. They first look at each employees role and responsibilities to determine whether there is a need for groupware implementation. They must put into consideration the cost involved in improving groups processes and plan on how to implement the change. The management must also put away their competitive culture of individual recognition where an individual is rewarded for good work, and adapt to the groups results through the use of groupware.

Groupware Implementation and Support

Bruce (2008) argues that groupware benefits the managers, supervisors and other employees because in case of management meeting, all managers can communicate through tele-conferencing and other groups that are set up with the same tasks to work as a team. In each case, participants from different geographical stations give many views in the discussion with many outlooks of a discussion, which may sometimes involve people from different countries and races. Sometimes, they use brainstorming to exchange ideas, and thus the organization saves on travel costs for meetings.

Management has to agree on the implementation of groupware, and before they inform other employees, they have to be positive that it will go along with the organizations goals and objectives. Employees may refuse to use the system because of fear of failure. Some may think that their rewards will be no more, especially those who have been praised for their performance. Employees who store information fear losing their authority because of distribution of information to groups. To avoid the uncertainty from employees, collaborative teams are established to enable people to know one another, understand and accept people from different places with different cultures.

Alternatively, a database is a collection of data which is stored and supports processes when information is required by the user. With the use of a database, there is a level of accuracy, resilience and availability when needed. A database system allows many users to have the access of the database in a harmonized manner. This allows the users to get different information from the same database according to the queries. Just like the groupware system, data and can be accessed from a central point with the ease of updating it many times. An example of accessing data from a central point is the case of a travel company, where employees can book flights for their customers, with all accessing data from the system and booking the vacant seats for their customers.

Relationship Between Groupware and Database

Brown, Huettner, & Char (2007) state that a database has group argumentation systems which have relations like question, objection and support that allow those who are involved in a discussion to come up with a ladder or network of arguments and ideas. These systems are argument or ideas noter and annotator of documents. Just like groupware, writing tools in a database are shared where a document can be written by many authors such as multi-user editors. These include CoAuthor and CollabOrator. The database design is necessary in groupware because it helps to identify the data elements, type of data, and the file options.

Future Development of Database and Groupware

With the development of database each day, there is an initiative from Microsoft to regulate data access and development in future; they are coming up with LINQ (Internet Language Integrated Query). According to Microsoft, the benefit of LINQ is the creation of a rule to regulate query on database and the text files. The other benefit is to be able to use LINQ from those languages that can be used in the Internet such as VB.

In groupware, a new model called VE (Virtual Enterprise) model is being developed. It is composed of many service providers who work together as a group to offer a service or a product that individuals cannot provide. They are composed of different expertise such as medical experts. This will be possible because of the change in technologies.

Therefore, groupware has improved the flow of information in the organization because of improved communication between people. It enables teams to do tasks on many platforms. World wide business processes are facilitated by emails, video conferencing and automation of processes and increased group productivity. The database has also helped with storage of organizational information. In essence, groupware and databases are important in any collaborative function because they help people to automate urgent tasks.

References

Brown, K., Huettner B., & Char, J. (2007). Managing Virtue Teams: Getting the most from Wikis, Blogs and Other Collaborative Tools. Texas: Wordware Publishing, Inc.

Bruce, H. (2008). Groupware Collaboration. New York: Barrons Educational Series, Inc.

Rama, J & Bishop, J. Survey and Comparison of CSCW Groupware Applications. Proceedings of SAICSIT, 2006, 1-20. Web.

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