It's essential that you familiarize yourself with groupware software basics before making a purchase. Groupware is collaboration software that provides a variety of resources for people to work together.

Groupware is often divided into synchronous and asynchronous software. Synchronous applications allow users to interact with each other while they are online. Asynchronous applications allow people to share information, even when they aren't all connected. Within these categories are several types of applications. Some groupware for small business includes:

1. Shared file software for collaborating on files and sharing calendars and projects;

2. Team collaboration tools that can be used even when users are offline;

3. Email and web conferencing that allow users to keep in touch when connected.

Action Steps
The best contacts and resources to help you get it done

Get an overview of groupware software developers

There are so many groupware software applications available that making a choice can be overwhelming. Get an idea of the types of software that exist and think of ways that they can be integrated into your operations.

I recommend: Usability First provides a good overview of groupware and the types of software available. ThinkofIt offers an extensive review of conferencing and forum software providers.

Check out providers of hosting services for small business groupware

Many companies provide groupware hosting services. Finding out what these companies have to offer is a good way to get an overview of groupware and to try out software before committing to purchasing hardware and software.

I recommend: SiteGround and Enlighten Hosting provide groupware hosting services. Applications include shared calendars, scheduling applications and email solutions. Both companies also provide a good overview of groupware software.

Find out about popular multi-user software

Several major software providers offer comprehensive groupware software. They include calendars, email and other collaborative features for business enterprises. Software can be adapted for use by businesses of all sizes. These solutions usually require some investment in infrastructure, including a server and workstations.

I recommend: IBM offers Lotus and Domino collaboration tools, including email and calendaring. Microsoft offers the widely used Outlook and other collaboration tools.

Share information with a collaboration system

Wiki applications allow employees to collaborate and share information even when they aren't all connected. Wiki software can be used to create web pages and share information through a browser.

I recommend: Concentric offers Wiki applications that allow users to easily set up collaboration pages. BrainKeeper applications include blogs and forums to stay connected.

Use web conferencing team tools

Web conferencing allows users in different locations to get together for online meetings. It can be used to provide training, share information and work on projects.

I recommend: GoToMeeting from Citrix and Cisco's WebEx are two online conference providers. They offer pay-as-you-go services as well as subscriptions.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Take advantage of free trials offered by groupware software providers. Use the applications first to make sure they meet your team's needs.

"Groupware" or collaboration software bring a project team together in the same virtual work space. Whether it's whiteboards, file sharing, or multiple collaboration tools, there's a product out there for you.

Your company might need groupware or collaborative software if:

1. You often work with contractors located in other regions or countries – particularly in different time zones.
2. Business is booming, making frequent sit-down meetings increasingly difficult.
3. Your work is largely project-based, requiring many phases and steps, calling for a central "hub" to track progress.
4. You frequently give presentations to several sources in various locations.

Action Steps
The best contacts and resources to help you get it done

Install it on your PC

Some well-established programs come as software installed on your computer or laptop or integrated into existing software.

I recommend: Venerable IBM collaborative offering Lotus Notes is still going strong after many years, with a Lotus Notes 7 (including Lotus Notes for Collaboration) the latest edition. Microsoft Office 2007 features Groove collaboration software.

Run it online

Many companies offer groupware as an online, multi-user interface, sans download or installation. This seems to be the trend in collaboration, due to low cost and ease of setup and modification.

I recommend: 37 Signals offers innovative, secure, and user-friendly web-based collaborative tools, including the multi-functional Basecamp, for a monthly subscription. Central Desktop offers a similarly comprehensive interface, also for a monthly subscription fee based on the amount of storage space needed. For companies with simpler needs and smaller budgets, 37 Signals offers free, basic Web-based tools like its Writeboard and Ta-Da list.

Share with gadgets

Touch-screens, Webcams…there are more ways to bring groups together than the software experience.

I recommend: 3M offers its MicroTouchTM ClearTek IITM touch-screen add-on that converts your computer screen into a whiteboard that can be viewed by others outside your office during a phone conference. The white-hot popular Apple iSight Webcam combines user-friendliness with visual quality for online conferences.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Think outside of the software box when contemplating collaboration – Weblogs, commonly known as 'blogs' are a great tool for sharing ideas among many users who can either add content or comment on existing entries.
• •  Instant messaging software – often downloadable for free – allows for multi-user conversations from multiple computers.
• •  All reputable web-based groupware firms guarantee the security of their products – be sure to also ask about backup capabilities to prevent loss of data.
• •  Test drive any groupware you're interested in using – nearly all companies offer free trials of their software.

Collaboration software is becoming more popular as a way for business people to communicate and share information. It can be as simple as file and email sharing and as complicated as software that allows multiple users to work on the same files while keeping track of revisions and deadlines.

Depending on your level of experience and your business needs, groupware software education and training can take several forms. Consider these factors when deciding which type of collaboration software to use.

1. Determine the level of training you have already in the area of groupware and other team tools.

2. Consider the configuration of your current computer network.

3. Assess the amount of training your employees would require to participate in the system you choose.

Action Steps
The best contacts and resources to help you get it done

Learn to use collaboration software that is client-server based

Client-server software allows some computers on the network to act as servers, providing resources and information, while other computers act as clients, making requests for information. Teams and workgroups can use these types of shared-file software on local computer networks to share calendars and files, to communicate via email and to use other computer-based methods of communication.

I recommend: Read the online documentation to learn how to use Citadel, an easy-to-install solution for email and collaboration. Register for one of several 2- or 3-day Zimbra Collaboration Suite Training courses to learn how to install, manage and maintain Zimbra on your network.

Evaluate web-based business collaboration software

Web-based groupware software providers make it easy for small businesses to collaborate, even if those who need to communicate are not all on the same local area network. Participants can collaborate even with those who work for other companies. Many of these services are free or low-cost, easy to implement and provide support if you need help.

I recommend: Visit the learning portal for Microsoft Office Communications Server 2007, where you can find a list of books, e-learning modules, classroom training sessions and certification exams to help you learn to use and become certified on this product. Find out about self-paced, computer-based training in Microsoft Office SharePoint Server 2007 from Mindsharp.

Take training courses in groupware software development

Learning to develop software involves more than learning to implement or manage software. If you want to start a career in software development, seek education from a college or technical school. If you are already a software developer, you can use many of the skills you already know to understand how to develop a new kind of software. There are also online courses that can teach the requirements for being groupware software developers.

I recommend: Learn groupware software development by signing up for training offered on CD/DVD, online or in a classroom offered by AppDev. Sign up for training courses with hands-on training in groupware software development from DevelopIntelligence.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  In this era of cloud-computing, you may find that it's cheaper and easier to opt for a collaboration system that is web-based rather than one that runs on your own computer network, especially if you have more than one office, if your employees work from home or if you employ freelancers or need to collaborate with other companies.