The effectiveness of virtual facilitation in supporting GDSS appropriation and structured group decision making

Since their introduction a quarter of a century ago, group decision support systems (GDSS) have evolved from applications designed primarily to support decision making for groups in face-to-face settings, to their growing use for “web conferencing,” online collaboration, and distributed group decision-making. Indeed, it is only recently that such groupware applications for conducting face-to-face, as well as “virtual meetings” among dispersed workgroups have achieved mainstream status, as evidenced by Microsoft’s ubiquitous advertising campaign promoting its “Live Meeting” electronic meeting systems (EMS) software. As these applications become more widely adopted, issues relating to their effective utilization are becoming increasingly relevant. This research addresses an area of growing interest in the study of group decision support systems, and one which holds promise for improving the effective utilization of advanced information technologies in general: the feasibility of using virtual facilitation (system-directed multi-modal user support) for supporting the GDSS appropriation process and for improving structured group decision-making efficiency and effectiveness. A multi-modal application for automating the GDSS facilitation process is used to compare conventional GDSS-supported groups with groups using virtual facilitation, as well as groups interacting without computerized decision-making support. A hidden-profile task designed to compare GDSS appropriation levels, user satisfaction, and decision-making efficiency and effectiveness is utilized in an experiment employing auditors, accountants, and IT security professionals as participants. The results of the experiment are analyzed and possible directions for future research efforts are discussed

The effectiveness of a facilitated group decision support system (decision conferencing): A UK/US field study.

The increasingly complex and turbulent business environments of these days frequently require greater specialised knowledge pertaining to the issues, which are usually beyond that of any individual. Therefore, group meetings are becoming more complex, more frequent, and more important. As part of the transition into this new environment together with recent advancements in computers, telecommunications and management science techniques, organisational researchers have made serious efforts to use advanced technologies to improve group meetings. An example of such attempts is the development of a Group Decision Support System (GDSS), an application of information technology to support the work of groups. One common example of GDSSs is the Decision Conferencing (DC), which combines the use of decision analytic softwares to incorporate the differing perspectives of the participants with group facilitation techniques. This thesis systematically reviews the existing case, field, and laboratory decision room type GDSS studies. It, then, explores the plausible factors for the inconsistent findings across studies. Main objective of the thesis, however, is to investigate the effectiveness of a DC in aiding group work with regard to decision processes, overall user attitudes, and decision quality, and to identify variables associated with differences in perceived effectiveness. Three theories were employed to build a conceptual framework with criteria by which to describe and evaluate the effectiveness of decision making in GDSS settings: Competing Values Approach, Stratified Systems Theory, and Human Information Processing Model. It was shown that these three approaches share common theoretical assumptions. Then, quantitative data were collected through a mailed questionnaire of participants in 22 conferences, hosted by the Decision Conferences Inc. in the U.S.A., Decision Analysis Unit at London School of Economics, and International Computers Ltd. in the U.K. Overall, a DC was perceived better than a conventional meeting for all of the evaluation criteria. The effectiveness of a DC, however, was perceived differently according to various factors: participants' levels in the executive hierarchy, differences in the culture and style of the organisation, task differences in terms of the degree of threat, group size, variety of facilitators, and careers of the participants. Of greater interest is the finding that independent of the numerous variables above, a DC was perceived highly effective in terms of user attitudes, improved decision quality, adaptable process, goal-centred process, and efficiency of decision; and relatively less effective with regard to implementation, and accountability of decision

A Gaming Laboratory to Study Distributed Collaboration Processes.

Current events present many examples of situations where a fast and coordinated response is required from many and diverse organizations and stakeholders. Technology-mediated communication and collaboration may be the only option for getting things done in situations like these. There is a real need for research on the kinds of environments and processes that best support fast response on urgent tasks for virtual teams. The paper presents the development and initial test of a gaming laboratory to study such processes. The laboratory is adaptable to different kinds of situations. We discuss the design principles and implementation of the laboratory environment, along with lessons learned from the first experiences with it

Cognition Matters: Enduring Questions in Cognitive IS Research

We explore the history of cognitive research in information systems (IS) across three major research streams in which cognitive processes are of paramount importance: developing software, decision support, and human-computer interaction. Through our historical analysis, we identify “enduring questions” in each area. The enduring questions motivated long-standing areas of inquiry within a particular research stream. These questions, while perhaps unapparent to the authors cited, become evident when one adopts an historical perspective. While research in all three areas was influenced by changes in technologies, research techniques, and the contexts of use, these enduring questions remain fundamental to our understanding of how to develop, reason with, and interact with IS. In synthesizing common themes across the three streams, we draw out four cognitive qualities of information technology: interactivity, fit, cooperativity, and affordances. Together these cognitive qualities reflect IT’s ability to influence cognitive processes and ultimately task performance. Extrapolating from our historical analysis and looking at the operation of these cognitive qualities in concert, we envisage a bright future for cognitive research in IS: a future in which the study of cognition in IS extends beyond the individual to consider cognition distributed across teams, communities and systems, and a future involving the study of rich and dynamic social and organizational contexts in which the interplay between cognition, emotion, and attitudes provides a deeper explanation of behavior with IS

Design and evaluation of a list gathering tool in a web-based collaborative environment

This research focuses on how to build a list structure to combine individual items of information into some sort of structure that converts the individual items of information into a structure of knowledge relative to the problem. Software was designed to provide relationships among and comparisons of the contributions in a list structure, so that individual members of a group process will be able to understand the contributions of information made by the group as a whole. A List Gathering Tool was designed and implemented, which is one component in a Web-based Social Decision Support System (SDSS) Toolkit. Then, a two-by-two factorial design (list tool support vs. no list tool support, and voting tool support vs. no voting tool support, respectively) controlled experiment and several field studies were carried out to assess the effects of this List Gathering Tool in a group problem solving process. Overall, the evaluation results are encouraging. The utilization of the List Gathering Tool or the SDSS Toolkit does tend to improve the ability to discover valid alternatives. An additional set of field trials illustrated how the SDSS Toolkit can be utilized in a collaborative learning environment to improve teaching and students\u27 learning experience. This system will also work for very practical applications in large group settings

The effects of group decision support systems and task structures on group decision processes and outcomes : an experimental investigation

This research examines whether structures of decision tasks moderate the effects of group decision support systems (GDSS) on patterns of group communication and decision outcomes of decision making groups. This research also examines the relationship between patterns of group communication and decision outcomes. Although prior research has shown that the effects of GDSS on group decision making are not uniformly positive, conditions under which the use of GDSS is appropriate and beneficial are not well understood. The characteristics of the group task are emerging as important variables that are believed to moderate the effects of GDSS on group decision making. Failure to explicitly study the role of group communication in group decision making is another reason why prior research on GDSS has yielded much conflicting evidence. This research seeks to show that the effects of GDSS on decision making processes and outcomes are task structure dependent and the effects of GDSS cannot be evaluated on the basis of outcomes alone; decision processes must also be evaluated in order to understand how decisions are made and why GDSS can improve group outcomes in some situations but provide negative effects in others. A controlled laboratory experiment was conducted with a 2x3 factorial between-subjects design, manipulating two independent variables: levels of support (GDSS support and no support) and task structures (additive, disjunctive and conjunctive). Practising managers were chosen as subjects. Using a personnel recruitment exercise as the experimental task, the structure of the task was manipulated by varying the group members’ role and information distribution. Subjects were either provided with GDSS or with no support. The experiment was administered to the subjects who were participating in a management training course. The discussion records of the decision making process were coded using a coding scheme. Other dependent variables were decision quality, decision time and perceived satisfaction with process and outcome. The research results support the hypothesis that structures of a decision task moderate the effects of GDSS on both the patterns of group communication and decision outcomes of a decision making group. GDSS significantly improve decision quality in disjunctive and conjunctive tasks. GDSS also significantly alter patterns of group communication in disjunctive and conjunctive tasks. However, no significant differences in decision quality and patterns of group communication exist between groups using GDSS and face-to-face groups in additive tasks. The results also show strong relationships between patterns of group communication and decision outcomes. The research provides strong support for the theory that an understanding of how GDSS shape the patterns of group communication is likely to provide an explanation as to why GDSS can improve group outcomes in some situations but fail to perform in others

FATE group decision support system in transportation decision making

Two interesting challenges have been created in the traditional transportation planning process through recent adoption of more interactive roles by Federal, State and local transportation agencies and of those representing the communities being impacted by proposed transportation projects. First, the decision-making groups that formerly included solely transportation and related professionals now consist of professionals from state and local agencies and other stakeholders impacted by those proposed projects. Furthermore, the economic justification methodologies commonly used, such as the benefit/cost ratio, no longer provide a sufficient means for evaluation since they now must take account of non-quantifiable or qualitative impacts, such as local quality of life and sustainable development. These new challenges require a new way of thinking, and a new methodology to handle them. A new methodology is required not only to take qualitative performances into consideration, but also to accommodate the diversities created by those in the decision-making process. This research focuses on the alternative evaluation stage as it often demonstrates the above challenges. The objective of the proposed methodology is to develop "a continuous process of learning and understanding through communicative means by virtue of a fair and open framework in developing the group consensus rather than relying solely on the STATUS QUO." The new methodology that combines the advantages of three unrelated components is proposed to reduce the complexities in complex decision situations. The three components include the conflict resolution model (SANTA), the analytical method (AHP), and the group decision support system (GDSS). The proposed methodology also explores a new way to take advantage of the Internet which allows decision makers to make their decisions from any where at any time. A small-scaled pilot study was set up to test the methodology and the software developed according to the framework outlined by the proposed methodology. Many benefits are discovered by the participants' observations without their prior knowledge about the methodology and the software. Those benefits include Flexibility, Accessibility, Transparency, and Efficiency, or FATE. There are two possible applications of this new methodology, i.e., in real-world problem-solving situations and as a learning tool

On the effects of structuring idea generation tasks and supporting consensus building in a Multi-Criteria Group Decision Making Environment.

Thesis (M.Com.)-University of Natal, Pietermaritzburg, 1999.Decision making is a process that is characterized by several activities. For a typical semi-structured to unstructured multi-criteria task, decision-makers must go through problem exploration, the so-called intelligence phase, to understand what the task is about. Subsequent, critical activities are design of alternatives, choice generation and building consensus around the generated choices. The best idea will be implemented usually by a group of several stakeholders. Unless care has been taken to build consensus during the decision process, the implementation is unlikely to succeed. That is, the decision is unlikely to become a purposeful action. At the same time, the multiple objective nature of the considered tasks also adds to the group decision-making process. This research explores both creativity or idea generation and supporting consensus building on the basis of the above justification. An investigation or the current status or multi-criteria group decision making is done through literature surveys of the fields of Multi-criteria Decision Making and Group Decision Support Systems. Particular emphasis or the theoretical and practical sides of this research is placed on supporting creativity and supporting consensus building. In the former. the issue or task structuring is considered as a way to better enhance the creativity process, within a laboratory experiment on a problem related to information systems and systems analysis and design. In the support of consensus building, a theoretical framework is examined within a real life study using the multiple criteria group decision-making environment, Team Expert Choice

Electronic meeting systems – what they are and how they could benefit Australian government organisations

Meetings are very important in any organisation and the Australian public service is no exception. Unfortunately, meetings are costly and time consuming, and often are ineffective and inefficient. Participants are regularly left with feelings of dissatisfaction after the meeting. Electronic meeting systems (EMS) were first developed in the United States in the 1980s to make meetings more effective and efficient. They are now more user-friendly, internet-connected and support multimedia. However, EMS have not been adopted to the extent that could be expected. This study draws from an extensive literature review supplemented by three case studies of Australian companies that provide EMS products and services (Global Learning Pty Ltd, Grouputer Pty Ltd and Zing Technologies Pty Ltd). The study provides answers to six questions: • What are electronic meeting systems (EMS)? • What is the evidence that using an EMS does improve meeting productivity (efficiency and effectiveness) and satisfaction? • Are there other benefits from using these systems? • How does the use of an EMS bring about these improvements in meetings and group collaboration? • What factors need to be managed in order for the organisation to obtain the most benefit from these systems? • Could EMS be used to improve meetings and business processes in Australian (including state/territory) government organisations? The study concluded that EMS could be used to great benefit to improve meetings and their outcomes for an enormous range of tasks that are carried out in all levels in the Australian public sector. EMS have successfully supported meeting sizes from two people to 700, and an even larger number of participants is possible

An institutional development policy framework for growth in the non-hydrocarbon sectors of Oman : a systems approach

Collective action involving public and private actors (e.g. public institutions, foreign and domestic investors) faces difficulties even in developed economies, let alone in economies that are still developing their institutions. Especially for the latter this lack of collective action in bringing public and private actors together in order to enhance policy making processes for viable and better policymaking performance is paramount. Oman is one such economy which, like many other economies endowed with natural resources, is trying to grow its non-hydrocarbon (non-oil-gas) sectors. Although there is a growing literature concerning the use of systems approaches in enhancing public and private sector governance there is a gap concerning the availability of such approaches in their simultaneous policymaking process; especially in developing economies and Oman in particular.Accordingly, the aim and objectives for this thesis were laid down to develop a methodological framework, based on a systems approach (viz. the viable system model-VSM) that could aid policymaking processes in Oman, respective institutional developments (ID), and ultimately growth in the non-hydrocarbon sectors. Developing in particular the kind of institutions required to foster collective action between the relevant public institution representatives (PIRs), foreign, and domestic investors.To investigate the above empirically 30 face-to-face interviews were held with foreign and domestic investors; whereas two focus groups were held with a 14 government institutional representatives. Their results are used to demonstrate the operation of the aforementioned methodological framework.This thesis is thus making an original and substantial contribution to the body of knowledge concerned with ID, collective public-private action, through the successful use of VSM. Filling thus the aforementioned gap identified in the literature, within the Omani context