Collaborative software (groupware)

Collaborative software, or groupware, is a category of computer software applications that allow users to share information and communicate with one another as easily as possible. Used primarily in business settings, groupware makes it possible for both on-site and remote workers to collaborate over the internet and maximize their productivity. Most forms of groupware incorporate features such as email, instant messaging, task scheduling, and meeting management. Some of the most commonly used examples of groupware include IBM Notes and Microsoft Exchange Server. These programs serve as a virtual office hub where important information is stored and shared, and all employees can connect with one another. Although groupware has existed since the 1970s, it did not enjoy widespread use until computers began to be connected together through local area networks and the Internet in the late 1980s and early 1990s. Since that time, groupware has become a popular tool for businesses across the country and around the world.

Background

The early development of groupware began with computer engineer Ray Tomlinson's creation of the first email system in 1971. Originally available through the Advanced Research Projects Agency Network (ARPANET), Tomlinson's email system and the concept of email in general eventually grew to enjoy widespread popularity as the internet took hold in the late 1980s and early 1990s. While most people used email to facilitate one-on-one communication, the gradual addition of mailing list tools and other group-oriented features helped turn it into a basic form of groupware.

Another feature that played a key role in the early development of groupware was real-time chat. First introduced with the launch of the ARPANET "talk" command in 1972, this feature allowed computer users to communicate directly with one another in real time. Most early real-time chat systems only allowed users to converse in a one-on-one format. The release of CompuServe's CM Simulator in 1984 introduced group chat capabilities for the first time and turned real-time chat into a form of groupware. CM Simulator's widespread popularity eventually led to the development of Internet Relay Chat (IRC), America Online Instant Messaging (AIM), and many similar real-time chat-based groupware systems.

One of the most important steps forward in groupware's continuing evolution was the debut of Lotus Notes in 1989. Now known as IBM Notes, Lotus Notes was a comprehensive groupware package that included a wide variety of features such as email, calendaring and scheduling, document sharing, and workflow management. An HTML-based version of Lotus Notes that could be accessed through a web browser was introduced in 1996. Because of its immensely beneficial offerings, Lotus Notes quickly became popular in corporate settings and soon emerged as one of the most widely used groupware packages of its kind. Another early groupware package that rivaled Lotus Notes was the Microsoft Exchange Server. Much like Lotus Notes, the Microsoft Exchange Server, which was first released in 1996, offered email, document sharing, and calendaring. Unlike its biggest competitor, however, Microsoft Exchange Server runs on the Windows Server operating system. In any event, IBM Notes and Microsoft Exchange Server remain among the world's most popular groupware packages.

Overview

Groupware is a type of software that is specifically designed to provide an online environment in which group members can work together from any location. In most cases, groupware is used to allow a number of coworkers to collaborate on a given project or to complete ongoing tasks. It can, however, also be used to share information with clients, contractors, and others. The features included in different groupware packages can vary, but most include a number of standard components. These include email, calendaring and scheduling, reference libraries, and discussion databases. Email is the most common and widely used of these components. It primarily serves as a quick and efficient means of communication that keeps users as connected with one another as possible. The inclusion of calendaring and scheduling tools helps users keep track of deadlines, appointments, and other important dates. These tools also often allow users to arrange and invite other users to meetings and keep track of who is planning to attend. Reference libraries serve as an easily accessible repository of essential reference materials such as employee handbooks and user manuals. Discussion databases provide a forum where users can discuss any ideas or questions that arise during the course of a project. These databases are often used to gather comments or solicit new ideas from the users. Many groupware packages also give users the ability to create their own database applications based on their specific needs.

There are two categories of groupware: server and client. In larger settings, groupware is typically installed on two or more network computers called servers. These servers, which can be located in or out of the office, house the actual groupware applications and the data entered into them. They also communicate with one another to make sure that all information is as up-to-date as possible. Each individual person that accesses the groupware applications does so by installing its client software on his or her personal computer. This client software allows the users to interact with the groupware applications.

Functionally, groupware can be classified as either synchronous or asynchronous. Synchronous groupware allows users to interact with one another and collaborate in real time. This requires real-time coordination among the various clients that use a given groupware server. Synchronous groupware provides users with the most interactive and connected interface possible. Asynchronous groupware facilitates collaboration that is carried out in a non-real-time format. Although it offers many of the same features as other types of groupware, asynchronous groupware does not provide a real-time environment and instead supports communication and collaboration at different times. Because of the complications involved in a system to which different users connect and make changes at different times, asynchronous groupware packages typically work best when steps are taken to ensure that contributions can be made without any unnecessary restrictions. This often requires the use of replicated data management systems with full read and write data access.

Regardless of the type, groupware packages have many potential benefits. In addition to connecting group users and facilitating collaboration, groupware allows users to store important information in a central hub. It also provides a useful interface through which companies can connect and interact with off-site employees and other parties with whom they work.

Bibliography

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Green, Jason. "The Promise, Progress and Pain of Collaboration Software." TechCrunch, 24 May 2014, techcrunch.com/2014/05/24/the-promise-the-progress-and-the-pain-of-collaboration-software/. Accessed 26 Nov. 2024.

"Groupware." Techopedia, www.techopedia.com/definition/7481/groupware. Accessed 26 Nov. 2024.

Hausman, Kalani Kirk, and Susan L. Cook. IT Architecture for Dummies. John Wiley & Sons, 2010.

Rouse, Margaret. "Microsoft Exchange Server." TechTarget, searchwindowsserver.techtarget.com/definition/Microsoft-Exchange-Server. Accessed 26 Nov. 2024.