Groups+and+Technology

=** Groups and Technology ** =

toc



1. Definition of a Group
===  2. Definition of Technology ===  Technology comes from the Greek "technologia", which is a combination of "techne" - meaning craft, logia, and saying. Technology is a general term which refers to items created by humans, such as machines, and the systems used to create those. Technology can be used mostly to refer to a way of doing something. For example, groups might be considered a video conferencing technology.

3. History of Technology
Since ancient time, technological advances have changed how groups of people interact with each other. Groups started with no technological influences and the only form of group was two or more people physically together. With every major technological advancement, the types of different kinds of groups expands. After the adoption of paper by the majority of countries in the world, distance was no longer a impassable wall to the formation of groups. By writing their thoughts and ideas on paper and delivering to others, it became possible to work together without needing to be physically close. However, this was a highly inefficient way of communicating and could hardly be called a group in present standards. It was not until the invention of near instant forms of message sending that people could be physically far apart but get work done in a acceptable pace.After the invention of fax machines and telephones, people had a way to send their messages to their group members almost instantly. With the mass adoption of these two inventions, the formation of business and other formal groups became much more practical. Group members are now able to communicate their thoughts and needs to other groups with no delay. However, there were still major drawbacks that had to be overcome before long distance groups can even be considered over meeting face-to-face. For example, a person could send their message through fax to another member, but the receiver may not reply until a good amount of time has passed. While if they had met face-to-face instead, the feedback would come instantly. The invention of computers would drastically change this.  media type="youtube" key="qnKIbOjoOf4" width="425" height="350" align="center" 

4. Relationships Between Technology and Groups
Technology use, despite having a rational value of improving group task productivity, is usually voluntary in nature. How and if technology will be used is ofter dependent on group members' discretion in relationship to available media, as well as may other factors including: time, complexity of the task, and individual attributes. Technology has a major advantage over face-to-face communication in many ways in the modern day, a few reasons groups may choose to use technology include: more sources of information, efficiency, and accessibility. Technology is a major resources in the world we live in today and is a key factor in the way which groups communicate, and will continue to be for many years to come.

II. How Does Technology Work Within Groups
Technology has revolutionized communication in the group. The Internet, computer, smartphones have become the foundation for technology and have changes the way groups communicate dramatically. <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> Some technological advances which have propelled non-face-to-face groups to new heights are the computer and the many technological advances that were derived from it(e-mail, skype, etc.). With a modern computer equipped with Skype, e-mail, and instant messaging clients, people are now able to achieve many of the pros of meeting face-to-face without actually needing to. E-mails are convenient, fast, and are able to keep track of the history of the exchanges. Instant messaging achieves the same speed of communication as face-to-face with the drawback of not being able to see the person. And finally Skype with camera enabled can achieve all the benefits of face-to-face meeting with the exception of physically touching the person. Through utilizing a combination of these different technologies, more and more groups and institutions are now able to achieve high results without the inconvenience of scheduling a meeting. Examples of the adoption of these e-groups are telecommuting, e-learning at UT Dallas, and projects done electronically using programs such as Wiki-spaces.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">How Technology is Used in the Workplace

 * Face-time, iMessage and iCloud from Apple Inc. : Users can text or make video calling to another if both using iDevices as iPhone, iPad.
 * Google Talk, Google Docs from Google Inc. : Users can make a video calls from web browsers or from Android devices such as Android phones and tablets. They can also transfer documents to all members so groups can review/edit together.
 * Skype : Free face-to-face calling for all Skype members.
 * Live Messenger : work with Google and Apple software but not with Windows Mobile device and X-Box.
 * Yahoo Messenger : User can share images, videos, or documents easily just by drag or copy text link in to messenger box.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">2.1. The Good

 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Improves the way groups communicate.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Groups can meet over video conferences instead of traveling to meet face to face, which avoids wasting money and time.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Almost all programs are free or low cost if you call outside their service, for example, the person A in U.S using Skype can call person B using mobile network in U.K with 1.2 cent per minute.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Having many email services are free from many providers as G-mail of Google, Live of Microsoft, etc
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Times can be more flexible in that not everyone has to be free at the same time to work on projects.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">2.2 The Bad

 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Employees are more likely to become distracted and reduce productivity.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">The accessories like webcams, headphones, and microphone with good quality can be costly.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">The internet plans for computers or 3G plans for mobile phones are required for good quality video calls. For example, Skype, Frings and Yahoo Messenger are required the minimum internet connection is 768 Kbps for good quality and the best is 3 Mbps.
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Reduces face-to-face interaction
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">The tune-up and software update may cost money
 * <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">In danger of viruses, worms, and trojans. Internet Security software is required for all members in group to protect their personal and group 's information from hackers.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">III. Productivity Comparison
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">A case study done at the School of Information Studies at Syracuse University the progress of various groups was recorded to investigate group communication media choice and the use of a web-based learning tool, as well as other types of communication media such as face-to-face, telephone, and e-mail. In this study there were a total of 95 students grouped into 23 four/five student work groups working on similar business-oriented IT case-study analyses as part of the course requirement. <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> Prior to the study a background survey was conducted at the beginning of class to gather demographic information. The group communication logs were used to find the most commonly used group communication activities (i.e. face-to-face, e-mail, WebCT, phone, etc.) in terms of frequency of use. Each group was required to submit communication logs for all five assignments. <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> The four types of communication media used by groups to complete their assignments were: Face-to-face, e-mail, and WebCT (a web-based course tool). The use of Face-to-face communication were recorded in terms of minutes, whereas the use of e-mail and WebCT were recorded in frequency.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">**1. Face-to-face**[[image:tbl1.jpg]]
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Face-to-face was observed to be the most popular type of communication medium, followed by e-mail. Many groups were found to be consistent in spending their time in Face-to-face meeting throughout the five assignments. However, others were found to be inconsistent in terms of how much time they spent using Face-to-face communication. As you can see in groups 14,15,16,19,22,and 23, Face-to-face was used when performing certain assignments, and avoided Face-to-face when performing other assignments. Many groups (9,14,15,19, and 22) were found to substitute e-mail for Face-to-face in some assignments. <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> Analysis over time indicates that the amount spent on Face-to-face communication decreases from a peak amount of 2,675 minutes for assignment 2 to 1,345 minutes for assignment 5. Evidently, this change in communication pattern seems to disregard the nature of task, which were somewhat similar throughout the course.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">**2. E-mail**[[image:tbl2.jpg]]
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">E-mail was a common means to group communication. Table 2 shows all groups used e-mail to a certain degree. Even though the patten of e-mail usage varied from group to group, individual groups tended to be somewhat consistent in their use of e-mail throughout the 5 task. Unlike Face-to-face communication, e-mail use remained consistent after its highest use during the 1st assignment.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">**3. WebCT**[[image:table_3.jpg]]
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">WebCT were used by six groups, 71 percent of which used it during the first assignment. The amount of WebCT decreased over time. Several groups seemed to explore WebCT at the beginning of the course, but quickly dropped its use. By the last assignment, no groups used WebCT.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">4. Use of productivity
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">The use of each communication medium was further described in terms of substantive and procedural purposes of use, which was recorded in the groups communication logs. Substantive use included communication activities directly relate to the conduct of the assignment such as planning, brainstorming, decision-making, etc. Procedural use included communication activities not directly related to the task, such as the use of e-mail, phone, or Face-to-face to arrange a meeting time. Figure 1 compares how groups used Face-to-face and ICT (combination of e-mail and WebCT) for procedural and purposes.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> The data shows a gradual migration of substantive group communication media use from Face-to-face to ICT. Groups may have tried to work virtually at first, were unsatisfied, and found they needed more Face-to-face communication to get adjusted to each other, unfamiliar task, and new working conditions. However, as they gradually improved communication efficiency, they decided to meet less frequently and use other means of communication. This explains why substantive use of Face-to-face meeting decreased from its maximum, and substantive use of ICT increased during the last 3 assignments.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">5. Productivity Data
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Data for each group were then tabulated according to time spent in minutes Face-to-face and the frequency of virtual communication. Figure 2 is a visual representation of the data. Groups fell into 3 categories, Face-to-face, virtual, and mixed (combination of Face-to-face and Virtual). <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> As shown by the data in Figure 2, just over half of the groups observed in the study (12 of 23) chose to use both Face-to-face and ICT (mixed) to work substantively on the assignments. Six groups used predominantly Face-to-face communication, and five groups used predominantly virtual communication to do substantive work.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">6. Productivity Choice
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">The results of an analysis of variance (ANOVA) comparing the means of the three communication categories in relation to three outcome variables. <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> <span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;"> The results in Table 4 show that Face-to-face, mixed, and virtual groups were significantly different in grade, satisfaction with the solution, and satisfaction with the process. General findings include: groups using mainly Face-to-face communication are more likely to be satisfied with the process and the solution, and groups using mainly virtual communication are least satisfied and perform the worst.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">IV. Conclusion
<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">Technology has greatly influenced how groups communicate and interact together. As technology evolves, group communication and interactions evolve with it. Groups can now choose to use computer software such as Skype and Yahoo Messenger to communicate and work together if face to face meeting is inconvenient. It can also greatly increase the amount of flexibility group members have in their schedule. If paired together with the right amount of face to face meetings, it can also greatly increase productivity within the group. However, it should not be the sole source of communication between groups. There are many advantages of face to face interactions that cannot be imitated by technology. The bonding and sense of accomplishment provided by working face to face with team members is something that technology can never replicate. By being together in a room together, face to face meetings also greatly reduces the amount of loafing within the group. Therefore, the right balance of face to face meetings and technology must be used in order to maximize the benefits of both communication media.

V. Suggestions for Managers:

 * 1) Start the group project with a few face to face meetings to allow members to get accustomed to their group members and environment. As members adjust to the new group, slowly move on to technological methods of interaction.
 * 2) Require high levels of accountability to reduce social loafing.
 * 3) If work is done online, have a way to track each members' contributions.
 * 4) Groups should be as balanced as possible in their thinking preferences.
 * 5) periodically check up on team members to ensure the technology is used for work and not personal entertainment.
 * 6) Fit the meeting method to the assignment. For example, use face to face meeting to assign tasks to minimize ambiguity of members' workload.

<span style="display: block; font-family: Arial,Helvetica,sans-serif; text-align: left;">VI. Members

 * 1) Phu Duong (pxd112130@utdallas.edu)
 * 2) Jay Patel (jxp117830@utdallas.edu)
 * 3) Cheng-Chiao Lee (cxl082100@utdallas.edu)