An integrated tool-support for small team meetings in organisations.
Dhenesh, Virallikattur S.
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Teams collaborate in different contexts within organisations to share information with its members in achieving their targets. Collaborations with face-to-face meetings are prevalent despite the emergence of numerous tools to support distributed team collaborations. However, the nature of tool-support for team collaborations in the last decade was focused on supporting distributed and web-mediated meetings. Furthermore the tools were either not designed to support all the processes within team collaboration or not readily adopted by users. Literature on developing an integrated tool-support that includes all the potential processes within a meeting, and learning lessons whilst designing tools to improve the state of their adoption is largely unexplored. This paper reports on a qualitative study that observed twenty team meetings from five organisations in South Australia and analysed the data using a grounded theory approach to generate stories on team activities. The stories were used to develop a tool-kit framework and lessons on providing a tool support for team meetings. The proposed framework consists of a list of potential hardware and software tools that could be introduced within a team meeting to support the team activities.Lessons were learned on the potential processes that would require tool support, participants’ requirements and how technology could be introduced to provide assistance in team meetings.The results from the study in comparisons with an earlier study on simulated meetings identified that it is possible to provide an integrated tool-support for team meetings whilst the framework is grounded on the activities within them. Given, the results were based only on passive observations of team meetings, the framework and lessons will be used as a foundationfor a follow-up study in generating conceptsto initiate focus group discussions with team members. Thus, the framework and the lessons be refined and are aimed to provide more insights for system designers in developing an integrated tool-support for team meetings.