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Goal of Lotus Notes


									 Chapter 21

                Chapter 22
                Lotus Notes
      Chapter 21:
Brainstorming ’90s Style

      Clay Marmalick
      Andrew Pfeiffle
     Electronic Brainstorming
• Electronic Brainstorming
  – Is a type of Group Decision Support System
    (GDSS) that uses computers for interaction and
    exchange of ideas between members of a
     Traditional Brainstorming
• Large groups = Less ideas
• Production Blocking
• Evaluation Apprehension
         The Average Meeting
•   90 Minutes (11-25 minutes wasted)
•   5 to 12 People
•   No Written Agenda
•   Pressure from Above
•   33% No Influence
•   36% Resolve Problem
        Electronic Brainstorming
• The Electronic Meeting
   –   U-shaped conference table
   –   12-20 meeting stations
   –   One large monitor
   –   LAN
• Electronic Groupware: electronic meeting support
• Process Facilitator
• Type Ideas/Comments/Reactions
   – Anonymous
            Meeting Process
• Pre-Meeting Agenda
  – Plan questions
  – Familiarize software
  – Explain process to users
• Idea Generation
  – Present questions
  – Participants enter ideas
      Meeting Process (cont.)
• Idea Organization
  – Tool: Idea Organizer
• Evaluating Ideas
  – Tool: Alternative Evaluator
  – Tool: Rank Order Voting
• Implementing Ideas
  – Tool: Topic Commentator
  – Tool: Plan-of-Action
• Issue Analyzer
   – Idea organizer
• Prioritizing
   – Alternative evaluator
   – Rank-order voting
• Idea Implementing
   – Topic commenter
   – Plan-of -action
• Stakeholder Analysis
• Policy Formulation
• Briefcase
•   Structure
•   Parallel Idea Entry
•   Anonymity
•   Size
•   Proximity
•   Memory
•   Equality
•   Small Groups
•   Loss of Social Interaction
•   Loss of Power
•   Keyboard/Technical Skills
•   No Credit
•   Idea Overload
•   Cost
•   Manipulation of Technology
      Overcoming Disadvantages
•   Lease Time
•   Minimal Verbal Interaction
•   Feedback
•   Better Informed
•   Anonymity
•   Group Credit
•   Reduced Meeting Time
•   Facilitator Control
          Results of Electronic
•   Open, Honest Discussion
•   Equal Voice
•   Fairness Provides Motivation
•   Ideas Evaluated by Prioritizing
•   Not Individualized
•   Fitting into the Group
              Results (cont.)
•   No Criticism
•   Utilization from Remote Locations
•   Reduce Number of Meetings
•   More Quantity, More Quality
•   Documentation of Ideas
   GE Electronic Brainstorming
• Scenario:
   – Wanted to explore opportunities with electronic
• Action:
   – Used VisionQuest software
   – Divided 45 group leaders into 6 groups
   – Evaluated the plant’s management
• Result:
   – Management received concrete feedback from
     employee input
           Westinghouse Voting
• Problem:
   – Deadlocked in attempts to formulate a new strategic
     business plan
• Solution:
   –   Called a meeting with top divisional managers
   –   Software package used: OptionFinder
   –   Distributed voting keypads
   –   Asked questions and voted
   –   Graphically display results
   –   Opened the room for discovery discussion
          Profile of a Facilitator
•   Cultivate the ability to “read” the room
•   Carefully define all questions / issues
•   Don’t overuse technology
•   Give participants breaks and time off
•   Smoke out hidden agendas
•   Be alert to hostility
    Electronic Brainstorming Do’s
• Use a meeting facilitator
• Decide on a clear goal
• Clarify who has ultimate decision-making power
• Vote early and often, and discuss the results
• Be aware when things aren’t working and prepare
  to change gears
• Turn off machines and talk for at least 50% of the
    Electronic Brainstorming Don’ts
•   Use a GDSS for simple information-sharing
•   Assume the results are statistically valid
•   Call a meeting without a goal in mind
•   Lose control of the brainstorming session
•   Use a GDSS with too few or too many people
•   Impose a GDSS on non-technical employees
Chapter 22 – Lotus Notes

         Eric Place
      Bill McClimans
      Vinnie Senawi
      Goal of Lotus Notes
• To be nothing less than a total working
  environment for business groups.
       Tidbits on Lotus Notes
• First program to infuse the concept of
• Creates application structure that
  accommodates a group without wrestling
  control from individual users
• Any user can create an application database
  and become its manager
        Is Notes Groupware?
• Best definition of groupware software-
  – Applications that are based on coordinating the
    activities of a group

     • The Coordinator
     • Word Perfect Office
     • Syzygy
       Users Love Lotus Notes

• Pat Sziklai, Vice
  President at Hanover
  Trust says,
  “Notes is addictive,
  people who aren’t
  technical use it and
  feel empowered.”
What Exactly is Notes?
           • Best described as a
             cross between a:
              – Document
                management system
              – Group communication
   Breaking Down Lotus Notes
• Strong e-mail function
• Excellent data
• Strengths are tracking
  and indexing messages
  and responses
• Shaped by the users
           3 Functions, 2 Parts
• Notes is built on 3      • Notes comes in 2 parts
  major functions             – Server
   – Information                 • Manages a groups data
     management                    and communications

   – Document formatting      – Client
                                 • Handles requests from
   – Wide area                     group members to the
     communication                 server for data and
        Notes Compatibility
• Runs on any NetBIOS compatible LAN
  – Includes Novell NetWare, 3Com, and IBM’s
    PC LAN
• Supports either DOS or OS/2 clients
• Client software runs on DOS and Windows
  or OS/2 and Presentation Manager
               Notes at Work

• Drop-down menus list the
  program’s commands
• Open a “view”, which is
  similar to a traditional database
• Shortcuts are few in
  application development
   Building Lotus Applications

• Includes templates for the following basic
  – Computer conferencing
  – Client contact tracking
  – Problem reporting
        More Lotus Features

• Private views and access controls allow
• Salespersons’ create monthly reports with
  Notes for upper management
• Create professional forms with text boxes,
  graphics, radio buttons, etc..
    • Necessary training
      time is approximately
      only one half an hour
    • Lotus offers
      continuing user
      support and training
   Considering the Alternatives
• E-mail isn’t much different then a
  standalone e-mail package
• Similar comparisons with
  –   Database managers
  –   Word processors
  –   Presentation graphics
  –   Other specialized packages
       Conditions for Success
• Three basic business conditions
  – All workers and departments need access to
  – Notes applications need to be built to a critical
  – Need a compatible PC to run Notes
Installation and Management
• Maintaining Notes applications
   • Encrypting user and server Ids
   • System manager’s control replication of applications
     across Notes servers
   • Notes manages the process of keeping multiple
     copies in sync
   • Notes allows for configuration flexibility
        Overwriting Problem
• Can’t prevent simultaneous editing of the
  same document
• User A is unaware of User B
• Overwriting of the same document is
        Many Roles for Notes
• Sharing of applications between companies
• Smart publishing medium
• Notes is the first in software to make use of
  practical business practices
              Hot Topic -
              Lotus Notes

“A small law firm gains a competitive
  advantage with collaborative software”
               Lotus Notes
• Three lawyer firm located in Burlington,
  – Implements Notes databases (E-mail, Calendar,
    Discussion Groups)
  – Described as “having an eighth day in the
  – Lotus Notes becomes backbone of practice
     Lotus Notes benefits firm
• Lotus Notes e-mail and calendar
  – Group calendars
  – Up-to-date and locally self contained
  – Access from any machine inside and outside
    the office
 Law Firm advantage with Notes
• Timeline
  –   Elimination of paperwork in the courtroom
  –   Customize specific issues of case
  –   Add-in functionality
  –   Anticipate where lines of questioning are
          “The way we want it”
• Filtering data into views based on pre-
  selected criteria
  – Timeline views
     •   Trial exhibits
     •   Events
     •   Research
     •   Etc…
       Teamwork using Notes
• Law firm versatility using Notes
  – Database accessible through internet
  – Office functions as one team
  – “The same page – anywhere at anytime!”
    Law Firm Views on Notes
• Lotus Notes
  – “The difference in power is that of a bicycle
    and a motorcycle”
  – “Collaborative software is our central nervous
• Andrew and Clay discussed electronic and
  traditional brainstorming methods
• Eric and Bill talked about facts and features
  of Lotus Notes
• Vinnie enlightened us on the hot topic of
  Notes helping a small law firm gain
  competitive advantage
It’s Time to Play:
    What is Lotus Notes?

A. Groupware
B. Personal development software
C. Online technical support
D. Sports car

•   A - Groupware
 Which of the following is not a
  result from the University of
South Carolina’s study about the
        average meeting?
A. Has a written agenda
B. Average meeting last 30 minutes
C. Doesn’t accomplish its purpose half of the time
D. A third of the participants feel they have minimal
   or no influence
E. Participants feel that 11-25% of their time is
   wasted on irrelevant issues

• B – Has a written agenda
       Which of the following
        brainstorming Do/Don’t
           sentences is true?
A. Do call a meeting without a goal in mind
B. Don’t use a meeting facilitator to manage
   the brainstorming process
C. Do turn off machines and talk for at least
   50% of the meeting time
D. Don’t vote early and often, and discuss the

• C – Do not turn off machines
  and talk for at least 50% of the
  meeting time
     Which is not a function Lotus
          Notes is built on?
A.   Time management
B.   Document formatting
C.   Wide area communications
D.   Information Management
E.   All of the above are functions Lotus Notes
     is built on

• A – Time Management
What is the main problem with
         Lotus Notes?

A.   Overwriting
B.   Configuration flexibility
C.   Integration of applications
D.   Word Processing

• A - Overwriting

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