[MUSIC PLAYING] NARRATOR: To be successful writers, employees must also be proficient in using multiple types of collaborative software systems otherwise known as groupware. Let's take a look at using technology for collaboration in writing. You'll be expected to know, or at least be adaptable to learning, not only how to use email for collaborative communication but also how to navigate document tracking systems such as Microsoft Word track changes feature or Adobe Acrobat, as well as web-based collaboration systems like wikis and Google Docs. 

Computer-supported collaboration offers significant advantages to both employers and workers. Here are some of those benefits. Increased opportunities to meet. Today's meeting-heavy and travel-filled work environments often make collaborating in person difficult and costly. Various types of groupware provide a vital shared workspace, where team members can ask questions, share information, make suggestions and revisions, and troubleshoot. 

Improved feedback and accountability. Because it's accessible and easy to use, groupware helps team members participate actively in the collaboration process. Groupware encourages team members to get to the point to make sure that other members understand their message clearly and concisely. 

Enhanced possibility of complete and clear information. Groupware allows everyone involved in the team to truly be on the same page. It provides a running record thus saving all information and sharing it to prevent misinterpretation. Reduced stress in updating new group members. Groupware can efficiently and quickly bring new team members into the ongoing conversation, saving time and effort and reducing the stress of face-to-face meetings. 

Expanded options for communicating worldwide. Groupware ensures the flexibility to contact group members anywhere, at a home office, telecommuters or freelancers, on the road, at another office or in another country. 

Groupware does not, of course, completely eliminate the need for the group to meet in person to discuss priorities, clarify issues, or build team spirit. But face-to-face communications, although sometimes essential, are frequently accompanied by computer-supported collaboration via groupware. 

There are essentially three types of groupware commonly used to produce collaboratively written documents in today's workplace, email, document tracking software, and web-based collaboration systems. Document-tracking software such as Microsoft Word track changes feature or Adobe Acrobat provides another way for collaborative writing teams to share, comment on, and revise their work online. 

You can also use a variety of web-based applications to write collaboratively at work. These include wikis and online word processing applications like Google Docs. With these systems, the text report is automatically shared between you and your various collaborators. No emails or attachments are required. 

Wikis are similar to document tracking systems. But they have a few critically different characteristics. Wikis are websites to which team members are given passwords, enabling them to check documents in and out of the site. They typically do not show tracked changes directly, but in documents such as Microsoft Word will allow you to do just that. 

Rather, such an edited version is assigned a new version number. Then a team member can easily compare different versions of the document. But these differences won't show up in a single version. 

The advantages of wikis over track document is that each wiki version is a clean document free from complicated edits. When team members revise, they need to proofread only the latest version rather than going through the time-consuming process of accepting or rejecting changes. 

Another popular web-based collaboration tool are online word processing systems. Applications like Google Docs, Microsoft Office 365, Adobe Buzzword, and Zoho Writer help collaborative teams share and edit a variety of documents easily on the web. 

Regardless of the online collaborative method your team uses, it must establish ground rules by which documents are created, posted, revised, protected, and submitted. By following these guidelines, your team can avoid common problems in any online collaboration. Be sure that all team members have access and authorization. Everyone in the group must be in the loop and save the original draft and subsequent tomes in separate files to refer to earlier drafts. 

Next, link each version to the individual who made it. Require all team members to agree on a final document. And maintain confidentiality to protect documents from unauthorized users. 

Working successfully as part of a team, whether face to face or online, is one of the most valuable skills you can develop and one that your employer will expect you to successfully use as a vital part of your work. 

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