Participants' perceptions on the role of facilitators using Group Decision Support Systems

The impact of facilitation upon group meetings has been a topic of research and debate for over 40 years. However, with the emergence and increasing usage of Group Decision Support Systems (GDSS), the role of facilitators is once more being addressed. Facilitators aim to substantially increase the effectiveness of group working, making meetings more productive and efficient through the management of both content and process. However, while the benefit that facilitators can bring is acknowledged, developing the necessary skills and techniques is more problematic. There are few manuals for would-be faciliators to draw upon, and much of their ability is acquired through experience. This article therefore attempts to increase the knowledge available and to provide facilitators with some practical suggestions. The research focuses on a series of interviews with group members (participants) who had used a particular GDSS—Strategic Options Development and Analysis (SODA)—for organizational decision making. From the analysis of the interviews, a number of reoccurring issues were identified which are presented as a set of learning points. These cover not only the workshop/meeting itself, but also the pre-workshop and post-workshop stages. The article also reflects on the impact which these identified learning points have on design and future GDSS development.     

Facilitating computer-supported meetings: A cumulative analysis in a multiple-criteria task environment

There have been many instances of the ineffective applications of new information technology. This article describes a program of enhancing the effectiveness of a new technology, Group Decision Support Systems (GDSS), through a series of studies which resulted in improvements in the technology itself as well as in how the technology is supported. Our approach emphasizes human facilitation and facilitative features embedded in the GDSS software.     

Issues in the Design of Facilitated Collaboration Processes

Groups often rely on the expertise of facilitators to support them in their collaboration processes. The design and preparation of a collaboration process is an important facilitation task. Although there is a significant body of knowledge about the effects of facilitation, there is a dearth of knowledge about the ways in which facilitators design collaboration processes. Increased understanding in this area will contribute to the effective design and use of collaboration support and to the development of collaboration process design support. The research reported in this paper explores the strategies and techniques facilitators use to design a collaboration process, and the aspects of this task they perceive as challenging. We present the results of a questionnaire among professional facilitators. We compare facilitators with different expertise levels to identify challenges in the design of collaboration processes. We discovered that although the activities performed and information used by novices is not very different from expert practices, their limited experience makes them less flexible. When the actual session brings surprises such as different outcomes or conflict, novices cannot easily adapt their designs to accommodate these.     

A research framework for group support systems

Over the last decade, many methodologies and techniques have been devised to improve the efficiency and effectiveness of cooperative working. The efficacy of many of these approaches has not been rigorously assessed, causing doubt about their applicability and helping restrict their use. Additionally, research effort has been dissipated. The need is for a generally agreed framework within which research can be conducted and results determined. This article proposes such a framework, involving the identification of the context, process, and outcome variables which, a priori, are deemed important to understanding, and subsequently predicting, the appropriate forms of intervention in the workings of groups. Six major components have been identified: the organizational environment, the group context, the process context, the group process, the substantive outcomes, and process performance indicators. Within these six components, 16 macrovariables have been identified. Within these macrovariables, 90 variables have been selected that characterize an issue-handling situation and its outcomes. The framework is applicable to a very wide range of group support systems used in many contexts.     

Virtual Meetings With Hundreds of Managers

This paper describes the use of a Group Support System (GSS) in a distributed meeting with hundreds of managers. All were managing directors of the local banks of Rabobank. The distributed meeting has contributed to reducing the lead-time of a decision of hundreds of managers from an estimated 6 months to 4 weeks while at the same time increasing the involvement of the managers. The paper discusses the processes followed, the results achieved, the feedback from the managers as collected in a survey and the lessons learned. The experience shows that large-scale virtual meetings with business managers are feasible today. The participants recognize the usefulness of the virtual meeting but also indicate the need to improve the processes followed and the IT used.     

On-line group decision support by preference programming in traffic planning

Preference programming is a decision support technique which allows decision makers to give preference statements of weight ratios in terms of intervals instead of single numbers in a value tree. Individual preferences, based on single number statements, can be combined into an interval model, and the negotiation proceeds by focusing on decreasing the width of the intervals. The preference programming approach was evaluated with a realistic traffic planning problem by using the HIPRE 3+ Group Link software. The results from nine test groups indicate that preference programming is an operational group decision support technique which initiates negotiations and efficiently directs the discussion towards issues which are relevant in reaching a consensus.     

Labor-management contract negotiations in an electronic meeting room: A case study

We present perhaps the first case study of labor-management contract talks conducted in an electronic meeting room supported by a computer Negotiation Support System (NSS). The organization's union and management representatives spent a total of 57 hours (13 sessions) in the electronic meeting room; their efforts resulted successfully in a contract ratified by both sides. The NSS described comprised three tools from theGroup Systems electronic meeting system and three ad hoc tools. Besides the NSS, three other intervention factors were introduced in tandem with the NSS: new negotiation process techniques, the active involvement of third party mediators, and a unique negotiation setting. The new process techniques were introduced based on the goals of integrative bargaining and the Win-Win techniques. The negotiation process was divided into three distinct stages: strategy, issues, and bargaining.     

Combining GDSS and Gaming for Decision Support

Both gaming and group (decision) support systems (GDSS) are frequently used to support decision-making and policymaking in multi-actor settings. Despite the fact that there are a number of ways in which gaming and GDSS can be used in a complementary manner, there are only sporadic examples of their combined use. No systematic overview or framework exists in which GDSS are related to the functions of gaming or vice versa. In this article, we examine, why, how and for what purpose GDSS can be used to enrich and improve gaming simulation for decision support, and vice versa. In addition to a review of examples found in the literature, four games are discussed where we combined gaming and GDSS for complex decision making in a multi actor context: incodelta, a game about transportation corridors; infrastratego, a game about a liberalizing electricity market; containers a drift, a game about the planning of a container terminal, and; dubes, a game about sustainable urban renewal. Based on the literature and these four experiences, a classification is presented of (at least) four ways in which GDSS and gaming can be used in a complementary or even mutually corrective, manner: the use of GDSS for game design, for game evaluation, for game operation and the use of gaming for research, testing and training of GDSS.     

GSS for Multi-Organizational Collaboration: Reflections on Process and Content

Multi-organizational collaboration has become the norm for modern organizations as they seek to survive and prosper in increasingly turbulent times. These collaborations can take many forms, but face problems due to different management styles, different cultures, and different operating modes of the participant organizations. These differences usually cause difficulties for the multi-organizational teams that are set up to make the collaboration operational. Group Support Systems (GSSs) is one possible way of supporting these multi-organization collaboration teams (MCTs). This paper builds and describes a conceptual framework that highlights the critical characteristics of these teams and how GSS might support their activities. The framework is based on a detailed analysis of three case studies using three different GSSs.     

Differences between workstations and keypad group support systems: Implications for keypad GSS facilitators

Organizations are successfully using group support systems (GSS) to improve efficiency, effectiveness, and satisfaction in organizational meetings. Meeting success relies on making an appropriate match between group, taks, and technology. This responsibility often falls to the meeting facilitator. This article draws upon GSS and facilitation literature to develop a framework for the discussion of effective facilitation in workstation and keypad meeting environments. The article identifies differences between the systems and how they impact upon the behavior of the meeting facilitators and their choice of technology. Compensatory actions are proposed for keypad facilitators to address the lack of key workstation features. Keypad strengths are also identified to show the opportunities available to facilitators to maximize the benefits of using these GSS. Further, it is proposed that different types of GSS are not mutually exclusive and should be seen as complementary components of a suite of GSS tools designed to support organizational goals.     

Distributed group support: The effects of voting Tools on group perceptions of media richness

Decision groups distributed both temporally and geographically encounter a multitude of coordination problems. This experiment used a set of GDSS Tools called List and Vote, and alternative interaction management procedures, as mechanisms for coordinating distributed groups using a computer conferencing system and for structuring group processes. The study examined media richness using a modification of the adjective-pairs developed by Zmud, Lind, and Young (1990). The Tools significantly improved subjective perceptions of media richness. The attempted manipulation of the presence or absence of sequential procedures for the most part was not effective in creating significant differences in group perception of media richness.     

Information for decision making in marketing: the use of Group Support Systems (GSS)

Group Support Systems (GSS) Technology is an information technology which seeks to support collaborative work. Extensively used to support organisational activities, it has not yet been tested to the full within the market research setting. The paper reports on a GSS focus group meeting to determine key questions of concern about the National Training Reform Agenda. Participants were leaders in a primary industry in Australia and the questions would be related to a public relations exercise. GSS provided the opportunity to deal with complex issues efficiently and yet preserve the conversational characteristics of the focus group meeting.     

Towards an Instrument to Measure Participants' Perceptions on Facilitation in Group Support Systems Meetings

Facilitation is often considered to be one of the key factors in the successful application of GSS. Research on GSS facilitation has revealed insight into the types of tasks performed by facilitators and the potential positive effects of facilitation on group consensus and satisfaction. However, earlier research has rarely approached GSS facilitation from the participants' point of view. In this study a questionnaire was developed and distributed to 369 participants of facilitated GSS meetings in order to measure their perceptions of various facilitation tasks. The results suggested three categories of facilitation tasks that are perceived as important by participants. Each of these categories strongly correlated with participants' meeting satisfaction. Further research is needed to refine these categories so that the instrument may be used to evaluate a facilitator's performance.     

The Dynamics of Negotiation in a Global Inter-Organizational Network: Findings from the Air Transport and Travel Industry

Networks of interdependent organizations, also known as network-based businesses, are being shaped by many forces. In supporting negotiations between the airlines and travel agencies locked in a principle/agent relationship wrought with tension, this paper uncovers the dynamics of negotiating in a global inter-organizational network. It provides guidelines for supporting such negotiations. Networks, as a form of interorganizational co-ordination, are becoming increasingly predominant. Knowledge on how to facilitate negotiations in global inter-organizational networks will become more valuable.     

The Role of Leadership in Group Support Systems Failure

This paper reports on a research case study in which the use of a Group Support System (GSS) by a multi-organizational alliance failed. The paper argues that the leadership style of the meeting champion may be a much greater moderating factor in GSS meeting success than previously thought. Transformational Leadership Theory is used to explain the results, and implications for both researchers and managers are drawn. Two themes emerge: first, the case shows where the concept of phony democracy may or may not occur. Second, the case illustrates conditions under which a GSS may generate, as opposed to mitigate conflict. For managers, it suggests that using a GSS may not be optimal if they choose to adopt a Transactional leadership style. For researchers, this work offers insights into boundary conditions affecting GSS usage, extending a paucity of research in negative GSSusage cases.     

A Cross-Regional Exploration of Barriers to the Adoption and Use of Electronic Meeting Systems

Electronic Meeting Systems (EMS) are intended to support group collaboration in completing tasks. While there have been many case studies and laboratory experiments on how EMS can support group tasks, large scale macro investigations exploring EMS adoption and use have been practically non-existent. Furthermore, while several barriers to EMS adoption and use have been suggested, their validation across organizations remains unexplored. We undertook a global initiative to explore information technology support for task-oriented collaboration in the US, Australia, Hong Kong, and Norway. In this paper, we focus specifically on assessing the adoption and use of EMS, and barriers to their adoption and use in organizations across the four regions. Our results suggest that EMS currently have limited adoption and are used infrequently across all the four regions. A further investigation into barriers to EMS adoption and use suggests that significant numbers of respondents do agree with a list of fourteen suggested barriers. However, while there is significant agreement between two countries (US & Australia) over how these barriers are ranked, there is no significant agreement between the remaining pairs of countries. Implications of our findings are discussed for practitioners and researchers.