Online Collaboration Guide
(The following content was put together in Spring 2008 by
students in a Technical English class, working together online.
The students are: Stacy Lees, Nicki LePetit, Kathie Maes and
Agner Martinez)
Online Collaboration
When a group of two or more individuals working collectively,
through cyberspace, in order to coordinate and assemble information
on a particular topic for the purpose of providing instruction
and/or information for a collaborative project.
Online collaboration offers a flexible meeting format for collaborative
projects. The following guidelines have proven effective methods
for executing online collaboration projects.
COORDINATION
When collaborating online, coordinating all aspects of the
project is especially important to complete the project on time.
Coordination allows other group members to manage the project
even if a group member is not available.
Best Practices
- Choose a group leader.
- Confirm terminology.
- Create an outline for the topic.
- Check schedules of other members.
(Days and times available
to be online)
- Establish and define tasks.
- Schedule chats/discussions on a regular basis. (The
leader should send reminders.)
- Verify completed and work in progress with Work Schedule.
- Respect contributions by other team members.
Things to Avoid
- Do not go backwards, stay on track.
- Do not be unprepared for a meeting.
- Do not use the same file name when revising.
COMMUNICATION
For students, various tools/programs can assist online communication:
chat rooms, online discussions, e-mail, and Word. When using
Word, the comment tool will allow the entire group to see comments
made on the actual document. These tools provide an open line
of communication.
Best Practices
- Follow up e-mail and discussion messages
promptly.
- Communicate diplomatically.
- Save the chat message to review.
- Use the header to insert the date on files.
Things to Avoid
- Do not use outdated information.
- Do not take it personally when group members suggest changes.
CONSISTENCY
It’s very important to have consistency in the working
document(s) and in the final document. Variations in a document
may cause the readers to be distracted from the
overall theme or content of the document.
Best Practices
- Establish the tense of the report: past, present or future tense.
- Establish the person: I, we, they, or neutral.
- Commit to a format throughout the document: header,
subhead, text, font size, line spacing, indents, and bullets.
Things to Avoid
- Do not change any of the above, unless it will help the document
and its readability.
COMMITMENT
When collaborating online, it is important to keep in mind you
have an obligation to each and every one of your group members
to stay on task and adhere to work schedules and assignment
deadlines. Make a pledge to yourself to honor your commitments
in a timely fashion by examining your work habits, personal
life and setting your collaborative work schedule as priority
number one.
Best Practices
- Participate in group discussions and chats actively.
- Always communicate in a positive and productive manner.
- Avoid circumstances that may result in failing to
meet your obligations.
- Give reasonable notice if you think you may not be
able to deliver on your commitments.
Things to Avoid
- Do not procrastinate. Remember every journey begins with one
step.
- Do not make excuses about your missed commitments, but rather
take actions to make up for missed commitments.
- Do not harass group members for missed
commitments, but rather inquire as to how you and the rest
of your group can help to make up missed assignments.
CITES
- Markel, Mike (2007), Technical Communication,Eighth Edition,
Pg 40-61.
- Mattessich, Paul, W. et al. (2001). Collaboration:What Makes It
Work (2nd ed.). St. Paul: Wilder Publishing Center.
- Tips For Collaborative Writing And Peer Reviewing Assignments, (2007).
www.unioldenburg.de/zef/cde/tips.htm
- Winer, Michael & Ray, Karen. (2005). Collaboration Handbook:
Creating, Sustaining, and Enjoying the Journey. Saint Paul: Fieldstone
Alliance.
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