Group communication tool?

Evoir · 10-05-2001, 09:28 PM

I just got back from a work "retreat" for one of my clients.

One of the things that came up is that we need a tool to communicate with each other better (many of us work outside of the office, and email doesn't always cut it.)

Immediately I came to the idea that having a vB for this purpose would be FABULOUS. It would allow us to upload files to each other, would have everyone "on the same page" as it were. There was some reluctance among the group to go this route, but I think I can convince them that this is a good (and economical) route.

One of the things I want to avoid is installing some major "groupware" product that gives folks too many choices... I sort of want to control the environment so that it doesn't become too overwhelming.

Does anyone here use a bulletin board for this purpose? How effective is it for your team(s) to keep in touch with each other and does it fullfill your intranet needs?

Is there some other software that I should be looking at?

*PaulKroll* · 10-05-2001, 11:51 PM

Input, Evoir, Input!

Too little info: What exactly makes e-mail not cut it? Is it that it's too specific (user-to-user), that it would have to go to multiple accounts (like the users home account and a web/free e-mail account so they can get it on the road)? Or is it that they can't get to e-mail when on the road? Or that files have to be exchanged that would be awkward to HAVE to download when you're hooked up to a 28.8K connection at a hotel in SquirrelRanch, OR?

If everyone is on a Blackberry or net-ready cell phone, a closed mailing list (with REALLY STRICT rules about message length) might be useful, but that doesn't help with file exchange. The vB would be good for communication, but only if folks are actively checking on it. Unless it's a vB with Email Notification set to the person's cell phone/blackberry/whatever goofy gadget folks are using for e-mail-address. If it's a file that many folks have to SHARE, however, suddenly you're up against version control or many, many messages with a doc attached. That'll require maintenance (unless you don't mind the space they take up!)

I'm obviously rambling, but more info might lead to more interesting answers!

*Monty* · 10-06-2001, 09:19 AM

I have a business partner in Florida and I am in Texas. We ran into the same problem with email, he has 2 computers he checks in from, and I use 2-4 depending upon where I am. We settled on Webbbs 4.33 used in conjunction with Account Manager Lite to control access, and it works great for us. It also is just like these forums, and is a valuable resource for when I need to "look something up", like a site pass or user, or phone number, client email, and so forth.

Webbbs can be set up to also email a digest of posts, via crontab, so that's always there for a backup in case I am on a very slow connect on the road, and don't have time to read a forum.

Recently, I got involved with a new fishing conservation group, scattered all over Texas, and we are also using this same setup to coordinate things, one of which last weekend was who was going to man the booths at two trade shows happening the same weekend in different cities. Overall, I would highly recommend use of a forum to keep everyone in touch, and these FQ forums are one of the reasons I like hosting here.

Mont

Evoir · 10-06-2001, 04:09 PM

Thanks you guys

Here's more details:

email doesn't work because that puts the burden on the sender to "make sure" everyone got the document. Maybe you send a document to 3 people, but someone else wants/needs it too....then you (the sender) has to look and see who you already sent it to.

or maybe one team member claims "I never got it".

Using a forum package seems great to me, but there was some hestitancy among staff that they don't want to get bogged down having to click here and there. I explained that any tool is only as good as the people using it, and if folks use clear subject lines, and post in the appropriate forum, it can be a great tool.

The other issue is version tracking.... There will be times when the editor will upload a new story to the boards, but will just be there to give the art director and photo editor an idea of how the story is going. This will not be used to track edit changes per se...

I wish there were some visual tool, a graph or something.
I did look at some of the "groupware" tools, and I have to say they look way more complicated than they have to be.

Does anyone know if there is a way to have vB email you the text of the message?

Futurequest folks: I know your team is spread out... what do you use? what are pros, cons ?

Thanks again,
Evie

*PaulKroll* · 10-06-2001, 05:40 PM

Which groupware tools did you look into, exactly?

And I know vB can be set to notify you when someone replies to a given thread (there's a checkbox saying so just under the box I'm typing this text into), but I don't know if there's any way to give vB a list of folks and say "e-mail all of them whenever a message is posted to the forum".

Evoir · 10-06-2001, 05:46 PM

Paul,

I can't remember the titles... I looked on Sourceforge and hotscripts.

But, our budget is oh so small...($200 is streching things) and we all don't have blackberry phones....or stuff like that. Think low low budget.

If you know of groupware tools I should look at, let me know.

Maynard · 10-06-2001, 05:54 PM

you might look into quicktopic.com

-Maynard

*Mandi* · 10-06-2001, 05:55 PM

Quote:

e-mail all of them whenever a message is posted to the forum

Make 'em all mods, and set the forum to notify the mods when there is a post . . .

Maynard · 10-06-2001, 06:15 PM

Quote:

Originally posted by Mandi:

Make 'em all mods, and set the forum to notify the mods when there is a post . . .

or set up an email Alias which points to an email distribution list; make the Alias a forum moderator, and let those who wish to subscribe to the list do so.
This works best when the forum sends full posts, rather than just pointers, to the moderators.

Which is the way quicktopic.com works

-Maynard