We realized we have a lot of features users aren’t even aware of. So now we’re working on designing an improved user experience. The purpose is to make your life easier and get everything right there, at your disposal. Things that will get simpler:

• Inviting collaborators
• Managing users and their roles
• Creating new workspaces
• A lot of other things we invite you to test for yourselves!

Feel free  to log in and see more of the goodness we’re developing here. While we’re getting started we have a free edition you can try and hopefully give us your feedback.

Nightmare Number One: Security

You sent a document that was not received. Or perhaps you found a portion of your document online somewhere, bootlegged. Maybe one of your reviewers discovered a worm or virus on his computer. You place your document at risk by submitting it via email. With Agilewords, security is covered. We understand the need for online safety. No one but the people you select has access to your document … not even us.

Nightmare Number Two: The Feedback Process

Here’s a common story from the document collaboration “trenches”:
The author wrote the document and emailed it to several parties from whom h/she required input. Then they patiently waited … and waited … for input.
Some of the reviewers responded, and some did not.
Some just happened to respond, asking where the document was, or just to say they could not open it because they had a different version of MS Word, or to indicate that the attachment was scrambled.
Then they proceeded to offer input in a separate email, and the author had to combine the comments into the original file.
Then the author has to perform a document comparison. Now we have ourselves a typical case of Version Madness.
Definition: Version madness – The mental stress caused by receiving feedback from multiple reviewers at separate times, in different files or formats, making it difficult to keep track of important changes for the final version of the document.
The author spends an enormous amount of time cutting, pasting, and growing frustrated. Time better spent on writing another document.
Other document collaboration feedback issues include:

• Receiving conflicting feedback
• Receiving feedback too late in the process

Nightmare Number Three: Editing

The author created a read-only file as the second draft, in a separate file, many hours after incorporating all the comments from the different versions, piece by piece, cut and paste by cut and paste. Some important things may have been missed due to Version Madness.
So, merging different sets of comments manually in your document is not the most efficient way to edit, this is true.

Nightmare Number Four: Each reviewer’s role isn’t clearly defined

You include different people in your document collaboration, each with specific, defined roles. You have the writer (author), an editor, a proofreader, a subject matter expert, a project manager, or perhaps others, such as the client.
But with multiple impersonal email attempts, roles became confused, and your subject matter expert engineers are looking at the format of your document, something the editor should be doing. More wasted time and frustration.

Curing the Nightmare and Version Madness

With online document collaboration tools such as Agilewords, assigning roles is easy. So is the process. Simply upload a document in one place, quickly and easily. Invite reviewers and assign their specific roles. And you can select who sees only certain portions of your document. Securely work from your site, even if your proofreader is in the Philippines and your engineer is in Germany. They will be notified when there are comments they need to address. The changes will be made all in one place, where you and the project manager can view them and finalize the document, in the time it takes you to … well … pop another aspirin to cure your Version Madness!

Business documents requiring editing, subject matter expert or client review, and multi-person functions (project manager, writer, editor, subject matter expert, etc.) are better off with online document collaboration because there is no way to collaboratively review a document in MS Word.

MS Word does not offer a time- or trouble-saving mechanism that benefits document collaboration and review, nor does it offer the opportunity to assign roles, notify reviewers or create schedules and deadlines.

The process of document development using MS Word typically looks something like this:

1. The author (writer) creates the document.
2. H/she emails it to several parties from whom h/she requires input.
3. The author waits for comments, emails the reviewers and requests input.
4. Some of the reviewers respond, and some do not.
5. Of those who respond, some have not received the email, some don’t see or cannot open the attachment, and those who have provided the input have done so in a way that makes the original document unclear and confusing. Or they provide input in a separate email, and the author has to combine the comments into the original file.
6. Then the author has to look through the original file while comparing the comments received.
7. The author manages to create several versions of the file, prints out an enormous amount of sheets (because by now it is difficult to read new remarks, even “redline” or crossed-off remarks, and it is easy to forget the topic).
8. By now the author is very confused, has wasted undue amounts of time and paper, and is frustrated because not all the reviewers have replied.
9. H/she makes a schedule just to track reviews, when h/she could be working on the next document.
10. The author finalizes a second draft and sends it.
11. One of the reviewers sends comments to the FIRST draft.
12. Another reviewer wants to know why h/she did not incorporate h/her comments and address his/her questions … the author NEVER RECEIVED THEIR EMAIL!
13. The author creates a read-only file as the second draft, many hours after incorporating all the versions’ comments. And some important things were missed, because by now, the author is seeing things.
14. The project manager becomes frustrated as well, mostly because h/she views this waste of time as the fault of inefficiency, and the proverbial stuff hits the fan.

But why exactly was this process inefficient? Certainly it is better than printing out copy and reviewing it, passing it on to someone else, etc., like the “old days”, isn’t it?

In this day and age of technology and the Internet, however, that is merely an excuse. There is something better and more effective out there.

Save time

Ever check your email countless times with no new information to be read? With Agilewords your reviewers are automatically notified by email about new comments. MS Word alone will not keep you from countless wasted hours of useless checking of email.

Save trouble

Certainly, you must have been the victim of providing a document that your reviewer could not open. Perhaps you saved your document in a new version of Word that the reviewer does not have.

Communication between reviewers is vital. Information and direction is needed to proceed. With MS Word, there is no efficient way to provide direction; it has to be done by phone, meeting, or email, all of which are a poor use of time. And again, sometimes emails are not received, or are received in a scrambled fashion. Or the receiver cannot open the file.

With MS Word, there is no way to conduct multiple reviews such as first draft, second draft and so on, without losing previous comments/feedback, unless multiple files are created. There is no way to track changes in the final version. Another issue is not getting feedback on what was important. For example, the author asked to review for content correctness but the reviewer focused on document structure. And there is the risk that no feedback at all is received.

MS Word does not offer role-based collaboration.

Each reviewer’s role (writer, reviewer, co-writer, editor, project manager, SME, etc.) isn’t clearly defined when using only MS Word. Additionally, there is no way to stop the person you’re sending the document for review from modifying it (no control over the “integrity” of the document). Saving a file as “read-only” only allows the person to read the document and not make any changes unless, again, a second file is created. Now we have additional confusion.

Set your schedule

It can be easy to lose track of deadlines. Who wants to worry about a “to do” chart, when it can all be documented in one place, as with Agilewords? There are no schedule/time-frame/deadline settings in MS Word.

Agile:

In a new era, agile has taken on a new meaning. The traditional definition, according to Webster’s, is: “quickness, lightness, and ease of movement; nimble; mentally quick or alert: an agile mind.”

An agile mind!

Working “agilely” creates an agile mind, and it is possible due to agile minds. The purpose of the agile process is to create simplicity while minimizing unnecessary steps, tasks, work and issues. These are the basic tenets of the business model. As businesspeople, we do not need to waste time, resources, and effort.

To be agile in terms of computerization, technology and electronic processes, we refer to early and continuous customer software delivery, while embracing changing requirements, even late in development. After all, change is essential, and today it is frequent and constant. This is a business reality in today’s world.

Customer service

Providing customer service is a business focus. Obviously without customers, we have nothing. Customers are one of our strongest assets. Once obtained, we strive to retain them. Agile processes allow for change to assist the customer while placing him/her at the best market advantage. Working software that promotes customer-driven tasks is developed and delivered within a few months, often within a few weeks.

The process

The agile process is one of conveying information within a development team via active participation and conversation, while developers believe in the ideal that working software is the primary measure of progress for the business: any business. Most agile processes promote development, teamwork, collaboration, and process adaptability throughout the project duration.

Teamwork

No man or woman is an island, and no one is perfect. We all bring to the table varied and essential backgrounds, skills, abilities and education. Our professional, personal and membership or hobby experiences color the situation. So, two software developers who were educated at the same college and worked within the same organization have two entirely different sets of ideals, talents, and desires, along with differing backgrounds.
It is these differences that create and move teams forward. The importance of teamwork cannot be stressed enough. Collecting or encouraging teams of like persons and personalities can be negative, because an environment with too-similar skills becomes stagnant quickly. Diversity is important to create innovative, productive plans.
Operating with a top-down mentality also causes some environments to suffer. Whereas, a team approach, where everyone is held accountable, can provide input, has idea buy-in and make significant decisions, is much more successful.

An agile environment allows for diverse teams and teamwork to flourish.

To complete the agile process, businesspeople work together with developers daily throughout the duration of the development while building projects around individuals rather than building individuals around a project. Thus, teamwork is imperative. But the teams must be autonomous to succeed. Autonomy is the name of the game: the developers are given the tools to succeed, and they are trusted to perform and produce according to their skills, knowledge, background and experience. The agile process believes that self-organizing teams, who provide the direct input and the hands-on work, give birth to the best developments, requirements and designs.

Measureable action

Quality assurance expectations require measurable goals. Why do so many companies tout quality control as a goal, or accomplishment? Is it simply the production companies who must adhere to safety standards or be fined, or shut down? Proving that a product is high quality is essential at every stage of a product’s life.
The first step is showing the customer that your product works, that it is needed, and that it is valuable. In this market, with so much competition, one reason making quality control a part of your invention’s life is to help it stand apart. No matter what the cost of your product, if something about it is made or operates inexpensively; and sometimes even if the packaging looks shoddy, the customer will look to your competitor’s product next time.
Ensuring the product continues to be the same over time is important. Imagine Customer “A” who purchases your product and is happy with it, then he buys a replacement in six months to find that it has changed. It feels less sturdy, it seems rough to use, and it appears as though it will break easily. Customer “A” may return the product. Whether he returns or keeps it, he may be unhappy. He may find that his fears come to light, and he will report that to all his friends.
Maintaining quality is important for long-term life of a product. The idea is only as good as the customer feels it is. If your product misses the mark on customer expectations or needs, you may as well prepare a good funeral for it.
The agile process promotes measureable development and can be sustained, while the sponsors, developers and users maintain a consistent pace for the duration. The team reviews its productivity on a regular basis, discusses how to become more effective, and modifies its tasks and approaches accordingly.

Corrective action

Once a milestone within a project is achieved, or the project is completed, the process actually begins. This is where re-evaluating the project’s process and “ingredients” is essential. Is it working as intended? Is your product or service completed as expected or planned? Even if it is, it may require testing.
Evaluations are necessary, whether including testers or clients in the process along with the team members. Thus, collaboration again is important. Continuous improvement is the key to unlocking the highest potential in any business situation.
Continuous improvement principles include self reflection and honest team feedback; identifying, reducing and eliminating processes that do not work completely, are too costly, or inefficient; and involves consistent, baby steps versus overnight completion. Strategic continuous improvement allows for evaluating methods to increase the value, that is, effectiveness, of the customer output and its delivery over a longer period of time. It takes into consideration how much flexibility is available in the process to meet changing needs and to survive ever-changing environments.
Proponents of the agile system believe in continuous attention to excellent design and technical excellence, which create and develop agility.

Doesn’t it make sense to be agile?

It should be clear from this information that any business wishing to produce successfully can benefit from an agile environment for itself and in the processes for delivering any customer good, whether it be a product or a service.
It takes an agile mind to create an agile process.

So here are a few sneak peeks from our app:

What do you think? I’d show you some pics of the new app, but we still have a lot to do for that one. So I’ll keep you posted!

• Moving from me to We
• Collaborate
• The Culture of Collaboration
• Kolabora
• Collaboration King

Enjoy and feel free to leave your own suggestions in a comment bellow!

Let’s start by stating the obvious: people need leaders. We can’t all be leaders, that would result in anarchy. That’s not a good thing to have in your projects. You want to encourage the flow of  ideas, so you need to get people involved. But at the same time you have to stay in control of your own project. This is where role-based collaboration comes in. You get comments, your collaborators can start discussions among each other, but no one can mess with your document. Unless you give them permission to, that is.

Let’s take the other scenario for example. You need feedback on something you’re doing, so you use wikis to share it with some collaborators. Only now you’re not in Kansas anymore Dorothy. They all have pretty much unlimited access to your work. And they can modify it however they see fit.

Now don’t get me wrong. Open collaboration has its own, many, benefits. Wikis are pretty much the ideal democracy, where everyone has the same rights towards content. But in most businesses (where people have different specialties) you might want to get the SME’s opinion on something, but you might not want to let him  edit the text himself.

So basically what role-based collabortion does is it gives you the option of asking for feedback without putting your work at risk. Which is pretty significant if you ask me.

[Update] We thought we’d get a better grip on your feedback through this poll. So what type of collaboration do you prefer?

What type of collaborative work do you prefer?

(polls)

Collaboration:

• Mastering  collaboration (white paper)
• Collaborating with Salespeople Provides Unfiltered Information
• Objectives of Players in Collaboration Networks
• Bonus: A collaborative approach to defining leadeship

Technical communication

• 3 Reasons to Create Prototypes for Technical Documents
• Technical documentation for API:

1. How to write technical documentation for API
2. API Writing – As Technical As Technical Writing Gets

1. Working solo:

• No one disagrees with you. Therefore, you avoid all arguments
• You can take the whole credit for your work
• Use your own methods
• You’re free to make all the decisions

2. Working in a team

• Spread the workload
• Share ideas/ bounce ideas off each other
• Share the responsibility
• Make work a social activity
• Share expertize and learn from others
• More input, more ideas, more room for innovation

Henry Ford said “Coming together is a beginning. Keeping together is progress. Working  together  is success.” We agree! It’s true, each scenario has it’s pros and cons. But overall, people are designed to be sociable. Working in teams, collaborating with your peers drives better morale and more enthusiasm. Interacting and collaborating with our colleagues allows us to bounce ideas off each other, learn, innovate and grow.

Moreover,  we seem to be more careful not to make mistakes and be more efficient when we know other people are watching. It seems a bit scary when I put it this way. But in the end this is what pushes us to improve and do better. The competitive spirit doesn’t hurt either.

• Musing Metrics for Collaboration
• More Business Adopting Advanced Collaboration Tools: Survey
• Free Virtual Enterprise 2.0 Conference
• CIO Priority: Virtual Collaboration