Sample Collaborative Environment Plan

Part 1A - Collaboration Plan for Needs Analysis Consultation

Problem description

A team of consultants is conducting a needs analysis for a biopharmaceutical company. The biopahrm company is seeking assistance for ways to improve social networking among its employees and improve its own collaboration processes. The consulting team consists of IU IST graduate students taking a needs assessment and analysis course.

Initial State

Consultants are seeking ways to optimize their performance and collaboration within a short time frame and on no budget. No scheduling or project management program is in use. Synchronous meeting software is being utilized (Skype), but differing preferences in messaging among the group has led to confusion. Project management tools are needed to brainstorm, assign tasks, and schedule deadlines. Tools are needed to collect, organize, and edit content. Online meeting software is needed to meet with company stakeholders and present the report.

Context

All consultants have similar motivational factors (good grade, respect of peers and instructor). External consultants are new to the biopharm industry. Internal consultant to be sole collector of data due to company’s required confidentiality measures.

Constraints

Project timeframe: 6 weeks

Class requirements: Team to collaborate to collect data, write report, design presentation and present to the client. More specific requirements are involved.

Consultant restraints: Spread out geographically (all online collaboration). Limited time availability (evenings and weekends). No budget.

Resources

Course professor to present examples of previous consultations, provide framework, and offer feedback through the consultation process. Internal consultant has expertise with the industry. Stakeholders are available to interview and answer surveys (data collection). Course materials about performing needs assessments are to be supplemented with online resources.

Tools

Based on the project initial state, context, constraints, and resources, the following tools are suggested for use in the project. Software requiring purchase is already owned by the individuals responsible for related tasks. This is a framework and the team may incorporate additional or different tools based on their needs as the project progresses.

Task	Tool
Meeting scheduling	Doodle
Email	IU Gmail
Brainstorming / mind map	SmartDraw
Project management	Google calendar
Group meetings	Skype
Content gathering/editing	Google Docs
Data collection	Survey Monkey
Final report	Microsoft Word
Presentation	PowerPoint
Presentation delivery	Adobe Connect Pro

Goal State

Group meetings will be clearly scheduled and messages among the team will be promptly read and responded to. As the problem transitions from beginning state to end state, the team will be able to update and track these changes. Perceived deliverables, necessary actions, and individual responsibilities will be clearly defined, communicated, documented, and referenced by the team. The group will schedule meetings and plan the project timeline in an efficient manner. Synchronous group meetings are structured and objective oriented. Group collaboration is made efficient through intuitive content gathering, exchanging, and editing capabilities. Data collection procedures are supported by free and intuitive online applications. Appropriate word processing and presentation software fits the needs of the report and presentation deliverables. The needs analysis consulting team is able to collaborate in a collective efficient, effective, and appealing manner.

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