A Cognitive Three-Process Model of Computer-Mediated Group Interaction

Current theories imply text-based computer networks are socially barren, but computer-mediated interaction (CMI) research contradicts this. A cognitive perspective suggests individuals in groups construct cognitions regarding the task (purpose), other people (relationships), and the group (identity), and these drive the interaction. Three core psychological process follow: resolving task information, relating to others and representing the group. This gives three types of influence: informational, personal and normative, and three group purposes: task resolution, interpersonal relationships and group unity. Group unity occurs when group members represent a common identity. The traditional communication threads of message content and sender context therefore require a third - behavioural position. Many-to-many exchange of member positions allows the group position to be transmitted to the group. A picture emerges of three parallel processes overlapping in behaviour, although CMI allows them to be isolated and investigated. This model extends most theories of computer-mediated group interaction. It implies there is no best type of group interaction support, because there is no best process. The groupware challenge is to offer the flexibility to support all three processes in combination.     

Divergent and Convergent Idea Generation in Teams: A Comparison of Computer-Mediated and Face-to-Face Communication

Many tasks and decisions in business, including management consulting, are performed in group settings. Computer-mediated communication (CMC) tools (e.g., Lotus Notes) are increasingly being used by businesses to support teams in a variety of settings. Considerable research in information systems has demonstrated the advantages of electronic brainstorming (EBS) for generic tasks involving only divergent thinking. However, it is unclear whether the benefits of CMC extend to tasks that require both divergent and convergent processes. Per task–technology fit theory (TTF) (Zigurs and Buckland 1998), the use of computer-based group communication support tools, including chat systems in wide-spread use today, may be less effective for convergent processes than for divergent processes. This study experimentally compares the performance of computer-mediated and face-to-face (FTF) teams on tasks requiring both divergent and convergent processes. Consistent with theoretical predictions, the results revealed that computer-mediated teams outperformed FTF teams in the divergent aspects of the tasks, while FTF teams outperformed computer-mediated teams in the convergent aspects of the tasks.     

The Design of GSS-Enabled Interventions: A Habermasian Perspective

This article frames GSS-enabled interventions as electronically supported discourses, designed and evaluated against a gold standard of ideal speech in a perfect communication environment. The objectives are, firstly, to develop a model of GSS-enabled interventions based on Habermas' theory of communicative action, and secondly, to apply the model as a problem-structuring device to the conceptual problem of designing the strategic evaluation of a comprehensive urban plan. The model, known as the VC (validity claims) Model, provides separate evaluative criteria for personal, social and technical aspects. The criteria for successful GSS-enabled interventions may be summarized as personal commitment (validated by personal truthfulness or sincerity), to a social consensus (validated by rightness), for informed action (validated by objective truth). Detailed criteria (viz., goal, strategy, procedure, issues, problems) are developed for each type of validity claim and matched to the technologies available. The result is a detailed brief illustrating the design of a GSS-enabled strategic urban planning intervention, including a sample agenda for the GSS-supported meeting and the GSS tools that will be employed.     

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.     

A Multi-Agent View of Strategic Planning Using Group Support Systems and Artificial Intelligence

The strategic planning process is dynamic and complex. Including a Group Support System (GSS) in the problem-solving process can improve the content quality of the strategic plan by allowing increased participation by more members of the organization. However, it can also add to the complexity of the problem by increasing the quantity of textual information that can result from group activity. Added complexity increases cognitive overload and frustrations of those participants negotiating the contents of the strategic plan. This article takes a multi-agent view of the strategic planning process. It considers group participants as multiple agents concerned with the content quality of the strategic plan. The facilitator agent is responsible for guiding groups in the strategic plan construction process as well as for solving process problems such as cognitive overload. We introduce an AI Concept Categorizer agent, a software tool that supports the facilitator in addressing the process problem of cognitive overload associated with convergent group activities by synthesizing group textual output into conceptual clusters. The implementation of this tool reduces frustrations which groups encounter in the process of classifying textual output and provides more time for discussion of the concepts themselves. Because of the large amount of convergent activity necessary for strategic planning, the addition of the AI Concept Categorizer to the strategic planning process should increase the quality of the strategic plan and the buy-in of the participants in the strategic planning process.     

The Impact of Role Training in a User-Driven Group Support System Environment

We tested the proposition that training groups to use roles would improve performance in a user-driven, GSS-supported meeting. Two methods of role training, fixed and rotated roles, were compared against a control procedure in which no formal role training was provided. In a repeated measures experiment, half of the groups completed four generate-creative tasks, while the remaining groups completed three generate-creative tasks followed by one choice-intellective task. Both role training methods were successful in reducing the time spent by groups orienting themselves to the technology, particularly in the choice-intellective task context; however, decision quality or quantity did not improve with role training.     

Electronic Meetings and Intense Group Conflict: Effects of a Policy-Modeling Performance Support System and an Audio Communication Support System on Satisfaction and Agreement

Ad-hoc decision teams were used to examine the effects of an electronic meeting system (EMS) on group satisfaction and agreement. The decision task provoked intense conflict of values. The EMS had two core features - a policy-modeling group performance support system (incorporating structured decision methods and computer-supported cognitive feedback using Multi-Attribute Utility Analysis and Social Judgment Analysis), and an audio-based group communication support system (allowed dispersed members to communicate by voice). Policy groups reached higher agreement than conventional decision-making groups, apparently due primarily to the structure for cognitive-conflict tasks that was imposed on group discussion rather than computer-supported cognitive feedback displays. Audio groups were more satisfied with the conflict process than face-to-face groups. Decision agreement was equivalent across the two media. These audio effects for a highly equivocal task represent a further challenge to media richness theory.     

Group Development (I): A Review and Synthesis of Development Models

This is the first of two parts that examine the issue of group development and its impact on the study design of group support systems (GSS). We review the various models of group development, analyze the sources of differences among these models, and synthesize common themes across various models. The paper concludes with a meta-framework for understanding group development; this framework highlights the two areas of focus that have dominated group development research in the past: group processes and outcomes. The second paper will build on the ideas developed here and discuss the implications of group development for GSS research.Previous research on group behavior suggests that groups change over time; patterns of change, referred to as group development models, have been an important area of study for the past four decades. For the first three of these decades, unitary models of group development were very popular; that is, the notion that all groups go through a certain series of predefined stages. In the last decade, however, researchers have cast doubt on such unitary models of group development. Nonsequential models that recognize the uniqueness of each group (and consequently reject the idea of a single, predetermined series of stages) have become increasingly popular. This paper examines the implications of these issues for researchers and managers of groups. It also attempts to serve as the foundation for the propositions developed in the next paper, in which the relevance of group development for GSS research and practice are discussed.     

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.     

An ESD Computer Culture for Intercultural Problem Solving and Negotiation

Intercultural problem solving and negotiation involves interaction of two or more cultures. These processes may be formally modeled using the Evolutionary Systems Design (ESD) framework implemented by appropriate computer group support systems (GSS). The ESD/GSS combination provides an ESD computer culture for intercultural problem solving and negotiation in a same place/same time or telework mode. With this, players in a multicultural group can be computer supported in generating and formally representing an evolving common culture (a situational culture) with regard to the specific problem at hand - an intercultural evolving group problem representation and solution. At the same time, the ESD computer culture provides an operational cybernetic/self-organization framework for the empirical study of cultural emergence in a multicultural group. This paper uses and develops work by Shakun (1996b).     

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.     

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.     

Electronic decision-making for developing countries

Political, economic and social development requires "good governance" and intelligent decision-making. Development decision centers (DDC) equipped with appropriate information technology (IT) can help to improve development decisions, increase effectiveness and efficiency of public and private administration and support democratization and political stability.DDC provide IT-based facilities for brainstorming, discussion, organization and evaluation of ideas, objectives, strategies, projects, etc. They can be integrated into community information centers or established within government agencies, business corporations, universities and other institutions of higher learning to offer assistance in solving complex development problems that require close collaboration of decision-makers and experts.The paper analyzes political, socio-cultural and economic development problems, and suggests to use appropriate IT and group support systems as an innovative strategy to overcome such problems. It demonstrates the proposed approach by presenting typical steps and results of development planning in a DDC, the author has built up at the University of Dar Es Salaam, Tanzania. This center is believed to be the first in Africa and may be considered as a prototype of a DDC which could become a standard facility in community information centers to help integrate improve effectiveness, efficiency, transparency and accountability of development decision-making.     

Perceptions of facilitators of a keypad‐based group support system

Organizations are using Group Support Systems (GSSs) to improve the quality of group meetings. Keypad‐based GSSs are a widely used form of this technology, yet there has been little research on their use and effects. This paper reports the findings of a survey of facilitators of a particular keypad GSS. Facilitators indicate that keypad technology improves the quality of meetings for a variety of tasks in a range of group settings and cultures. The findings are in general agreement with field studies of workstation‐based systems.     

Empirical research in electronic meeting systems a demand side approach

This study set out to empirically research the time spent by managers in meetings and to identify the requirements of an information technology system for supporting meetings. It does this by investigating the time commitment, efficiency, main problems, and benefits of meetings. In addition, it examines managers’ attitudes towards information technology support for meetings. To fulfill this aim, more than 1,000 mainly middle level managers were surveyed.

It emerges that a total of 22.4% of working time is spent in meetings; 34% of this time expenditure is rated inefficient. The opportunity for collective decision making and exchange of information are seen as the main benefits whereas the failure to identify critical items and agendas without priorities and targets are seen as the main problems. Analysis of their attitudes towards technological support of meetings shows that managers in principle have a positive attitude toward the idea. They specifically wish to see particular support for the preparatory and follow‐up phases and tools to support qualitative‐creative tasks.     

Ethical Decision Making: A Comparison of Computer- Supported and Face-to-face Group

This study compares computer-supported groups, i.e., groups using group support systems (GSS), and face-to-face groups using ethical decision-making tasks. A laboratory experiment was conducted using five-person groups of information systems professionals. Face-to-face (FTF) and GSS groups were compared in terms of their decision outcomes and group members' reactions. The results revealed that computer-supported and face-to-face groups showed no significant difference in terms of the decision outcomes of choice shift and decision polarity. However, FTF groups reached their decisions more quickly and they were more successful in attaining group consensus than GSS groups. Subjects evaluated face-to-face communication more favorably than GSS interaction on most post-group measures related to perceived group processes and satisfaction. Despite these outcomes, some possibilities for using GSS technology in an ethical decision making context are examined.     

Distributed group support systems: Social dynamics and design dilemmas

A “distributed group support system”; includes decision support tools and structures embedded within a computer‐mediated communication system rather than installed in a “decision room.”; It should support groups who are distributed in space but not time ("synchronous”; groups), as well as “asynchronous”; groups whose members participate at different times. Pilot studies conducted in preparation for a series of controlled experiments are reviewed in order to identify some of the problems of implementing such a system. Many of the means used by groups meeting in the same place at the same time to coordinate their activities are missing. Embedding decision support tools within a different communications medium and environment changes the way they “work.”; Speculations are presented about software tools and structuring or facilitation procedures that might replace the “missing”; coordination channels.     

Facilitation Methods for Collaborative Modeling Tools

This paper presents results of an ongoing research effort to support effective user involvement during modeling and analysis meetings. Productivity and user participation of traditional group meetings have been limitations imposed by chauffeured facilitation and single-user tools. These tools have been designed for analysts rather than for direct use by non-analyst users. Recently, electronic meeting systems (EMS) modeling tools that allow users to work in parallel to contribute directly during meetings have been developed. Such tools allow more domain experts to participate directly and productively during model development meetings than is possible using the traditional approach. Although previous research has demonstrated that EMS modeling tools may be used to develop some model content, little research had been done on collaborative facilitation methods that employ these tools. This paper presents a comparison of modeling approaches for use with EMS modeling tools and proposes an approach that overcomes significant problems inherent in other approaches. It leverages the productivity enhancement afforded by direct group access and still results in production of complete, integrated, high quality models. This approach allows models to be developed two to four times faster than with traditional modeling support and yet avoids model ambiguities and inconsistencies.     

Adoption and Use of Electronic Meeting Systems in Large Australian and New Zealand Organizations

As globalization increases and competition grows, firms are becoming increasingly dependent upon group work and collaboration. The recent surge of reengineering efforts to reinforce a process view of organizational work and the emergence of virtual corporations spanning the globe indicate that firms are relying more on group work today than ever before. Information technology (IT) may have the capability to greatly enhance the quality of collaboration in accomplishing group tasks. This paper focuses on electronic meeting systems (EMS), which are mostly aimed at supporting group work in a face-to-face setting, and empirically assesses their adoption and use in supporting task-oriented collaborative work in Australian and New Zealand organizations. Results from survey data collected from 147 organizations indicate that EMS adoption has been somewhat limited. Most organizations had not adopted EMS to support group work. Further, both the level of adoption and level of use of EMS within the organizations was very low. Barriers to adoption were identified along with implications for future research. Organizational barriers, including compatibility with cognitive styles, lack of incentives and resistance to change, were the most important adoption obstacles. Technological and costs issues were somewhat less significant. Overall, the findings are fairly similar to the US study on which the survey instrument was based, though some adoption differences occurred which may be related to the structure and ownership of the organizations.