IT 203 Information Technology for Management

Student 1

Collaborative Software Systems: Dropbox

            In 2007, Dropbox began as a cloud storage service, and his since grown to serve hundreds of millions of users (Buhr, 2018). It was the right product at the right time. As users were increasingly adopting mobile workflows, there was a need to conveniently manage files remotely with cross-platform accessibility. For example, a photo captured on a mobile phone would be available, almost immediately, in the Windows File Explorer. Key benefits included a central cloud location of files, off-site backups, and ease of sharing. File access is available through the Dropbox mobile apps, OS integration in Windows, macOS, Linux, and a web application. The following chart in Figure 1 shows the feature advantage that Dropbox had over its early competitors. Over the years, Dropbox received considerable investments and became a top choice for cloud storage services. However, with cloud storage now being offered by most major cloud-based services, Dropbox’s competitive advantage has significantly diminished. Other providers such as Google, Microsoft, and Apple provide cloud storage that integrates with their respective ecosystem of apps and services (Muchmore, 2020). In any case, Dropbox is still a solid choice that remains platform and vendor agnostic.

Figure 1. Feature Comparison.

Features

Storage, Synchronization, and Integration

            Dropbox offers two gigabytes of storage for free. Paid plans that offer more storage space are divided into individual and team plans that cater to individuals, families, teams, and businesses. All plans offer the same core feature sets but differ in the amount of storage available. The plans range from two gigabytes to unlimited for the advanced team plan.

            File synchronization covers all major mobile and desktop platforms, including Linux. Dropbox Smart Sync synchronizes only the changes made to files instead of the whole file. This unique feature makes synchronization quicker and more efficient with bandwidth usage.

            Since Dropbox was one of the earlier pioneers of cloud storage, many apps have been developed to use Dropbox for file storage and synchronization. Dropbox is widely used, cross-platform, and not aligned with a particular company. In this way, it does not alienate any users, which is desirable for many apps.  

File Sharing

            Since files are on the cloud, sharing files is easy and a core function of this service. Users can designate which files and folders to share and set passwords and expiry dates on file links, which facilitates security and tight control of file availability. Dropbox provides a share page where users can view and administer sharing permissions in a central place. Besides secure sharing with other users, Dropbox allows for public sharing of files, including a Showcase feature that can display a portfolio page with media files. See Figure 2.

Figure 2. Dropbox Showcase. Media files can be shared in a portfolio webpage.

Dropbox Productivity

Dropbox Paper

            Dropbox Paper is a document that is meant to be shared with a group. It provides a digital space that can be used for many different purposes, such as a creative canvas, group hub, project organizer, and meeting notes. Paper provides a central place to host documents, media, productivity tools, and collaboration. Its ability to create internal links allows it to be used as a company wiki or knowledge base. See Figure 3.

Figure 3. Dropbox Paper Wiki Example.

Another example of Paper is utilizing it as a CRM for the sales team or a shared note space for plans, prospective businesses, and sales. See Figure 4.

Figure 4. Dropbox Paper Sample Sales Document. Shared document displaying an example company profile.

Paper can also be used for team project management. Elements such as tasks, timelines, and tables can be used to organize schedules and ideas. See Figure 5.

Figure 5. Sample Production Plan. Paper provides a shared workspace for projects and ideas.  

            Advantages of Paper include a streamlined workflow where team members work on a project in the same document. Status and administration are simplified through the visibility of file activity and user access. Communication between people is focused, organized, and timely because they are all contained within the collaboration space (Dropbox, n.d.).

Dropbox Desktop

            Dropbox Desktop is an app for desktop operating systems that serve as an extension of the Dropbox file manager. While Dropbox provides integration with the operating system’s file manager, Dropbox Desktop incorporates file management with collaboration. Each folder serves as a Dropbox Space where, like Dropbox Paper, messages, tasks, links, and files can be shared with the team. Links can include shortcuts to webpages and apps. Integrations with other apps provide convenient links for quicker sharing of files (Chung, 2019). The collaborative space is located in the top pane, while the files list is below it. The right-side pane displays a chat area and an activity log showing who was working on what files. The left pane serves as a bookmark list of user-defined folder favorites (Hollister, 2019). See Figure 6.

Figure 6. Dropbox Desktop. Note the collaboration space above the file list.

            With Papers and Desktop, Dropbox has positioned itself as more than a cloud storage provider. It is now an efficient collaborative productivity platform, but it remains challenging for Dropbox to get people to realize this change.

References

Buhr, S. (2018, 3 6). A Brief History of Dropbox. Retrieved from TechCrunch: https://techcrunch.com/gallery/a-brief-history-of-dropbox/

Chung, E. (2019, 12 10). 5 things you can do with the new Dropbox desktop app. Retrieved from Dropbox Blog: https://blog.dropbox.com/topics/product-tips/new-desktop-app

Dropbox. (n.d.). The Powerful Productivity App. Retrieved from Dropbox: https://www.dropbox.com/features/productivity

Hollister, S. (2019, 6 11). Dropbox is getting a massive overhaul, wants to be the center of your workflow. Retrieved from The Verge: https://www.theverge.com/2019/6/11/18661673/new-dropbox-desktop-app-google-docs-slack-atlassian

Muchmore, M. (2020, 6 30). Dropbox Review. Retrieved from PCMag: https://www.pcmag.com/reviews/dropbox

Student 2

Collaboration software is a type of software that facilitates the sharing, handling, and management of files, documents, reports, and other information amongst multiple users and systems. This sort of software allows two or more remote users to jointly work on a task or project. Collaboration software is additionally called collaborative software, online collaboration software, and groupware. Such software being designed primarily to enhance productivity within among users within organization which is achieved through accomplishment of coordinated tasks.

GoToMeeting is a cloud-facilitated web conferencing solution. It is stuffed with highlights and functionalities that settle on it an ideal go-to software for organizations working in different areas, with staff spread across the world, and with contracts with worldwide accomplices and clients. This product has an easy-to-use interface and assists, clients, with starting a meeting within a matter of minutes. Additionally, it offers similar splendid advantages in its evaluating plans as well as in terms of third-party application and software integrations that incorporates help for Slack, Accord, Microsoft Office 365, and various other. Because of its more extensive scope of adaptability and compatibility on various platforms, makes it an ideal candidate against some of the prominent alternatives such as skype, face time and google hangouts.

Ready-to-use features to schedule a meeting:

The “powerful” technology used to create the application enables users to set up and schedule a meeting within a matter of time. Some of the ready to use features:

· Live application and screen sharing (GoToMeeting, n.d.)

· Built-in phone-based audio options(GoToMeeting, n.d.)

· Six HQ webcams at once (GoToMeeting, n.d.)

· Simple and similar controls across all the platforms (GoToMeeting, n.d.)

· Seamless meeting recordings (GoToMeeting, n.d.)

· Integration with popular email programs(GoToMeeting, n.d.)

                                 (User interface)

                              (integration with Google Calendar)

                                                                        

                                                  

         Advantage compared to other similar service providing applications:

With the advent of COVID-19 in 2020 during which the people are forced to social distance, ZOOM has become a household name synonymous to video conferencing. Zoom stands out against its competitors in term of affordability and eases to use. It is apparently the only platform that offers free version to its users. Users can video conference for up to 40 minutes without having to pay a single penny. Also, starting a conference call is much simpler and convenient compared to go-to-meeting which requires a bit of a learning curve to get started. Due to all these reasons, the popularity of Zoom has skyrocketed in recent times. However, in a real-world, popularity doesn’t necessarily make it a better choice for businesses especially when ease-to-use compromises security. With more and more instances of meetings being hacked and causing disruption, many corporations, educational institutions and governments have called for its ban and have opted for other paid alternatives. This is where GOTOMEETING comes into the picture. Although, it is primarily a meeting tool only, it has set up a trusted standard in business world (and several education institutions including IGlobal University) for several years and is regarded as one of the most reliable tools out there in terms of security and privacy. Coordinators inside every level have full command over gathering participation with extra alternatives including quieting/excusing clients, concealing members from one another, as well as disabling chat feature. Moreover, the paid subscription of GoToMeetings also edges out zoom for very specific reasons. While Zoom enterprise (premium version) allows 1000 attendees at a time, GoToMeeting allows 3000 at a same price point. Lastly, GoToMeeting combines industry-standard measures and end-to-end SSL encryption to ensure that login information and virtual gathering place data is secure. This top-notch security empowers GoToMeeting customers to cooperate on any undertaking or task. Customers are additionally ensured that their information including arrangements, funds, and agreements won't be recognizable (under HIPAA compliance) to anyone besides meeting individuals.