1.

Do yo u have previo us experience o f interacting in an o nline discussio n fo rum?

# 1 2

Answe r Yes No To tal

Bar

Re spo nse 23 2 25 Value 1 2 1.0 8 0 .0 8 0 .28 25

% 9 2% 8%

St at ist ic Min Value Max Value Mean Variance Standard Deviatio n To tal Respo nses

2.
# 1 2 3

Are yo u aware o f that there is a discussio n fo rum in Teamplace?

Answe r Yes, I have experience using it befo re Yes, but did no t require using it fo r anything No , I am no t aware o f it To tal

Bar

Re spo nse 15 7 3 25 Value 1 3 1.52 0 .51 0 .71 25

% 60% 28 % 12%

St at ist ic Min Value Max Value Mean Variance Standard Deviatio n To tal Respo nses

3.

What percentage o f yo ur time do yo u spend o n the fo llo wing to o ls fo r co mmunicating everyday at Vo lvo IT?

# 1 2 3 4 5 6

Answe r Email Video co nference Messenger (lync chat) Audio talk (e.g. vo ice call, lync, so ftpho ne etc.) Team Discussio n Fo rum Others

Min Value 16 .0 0 0 .0 0 0 .0 0 0 .0 0 0 .0 0 0 .0 0

Max Value 10 0 .0 0 34.0 0 55.0 0 54.0 0 7.0 0 22.0 0

Ave rage Value 41.79 5.38 27.13 21.79 1.13 2.79

St andard De viat io n 21.9 6 7.6 2 15.55 15.0 2 2.0 7 6 .30

4.

Ho w many emails do yo u generally receive and respo nd to in a typical wo rking day?

# 1 2 3 4 5

Answe r less than 10 11 to 20 21 to 30 30 to 40 mo re than 40 To tal

Bar

Re spo nse 0 8 6 2 5 21 Value 2 5 3.19 1.46 1.21 21

% 0% 38 % 29 % 10 % 24%

St at ist ic Min Value Max Value Mean Variance Standard Deviatio n To tal Respo nses

5.

Ho w o ften do yo u read the entire email co nversatio ns o r parts o f it befo re respo nding to the latest o ne received? (o f the same email subject)

# 1 2 3 4

Answe r Never Occasio nally Very Often Always To tal

Bar

Re spo nse 0 4 11 6 21 Value 2 4 3.10 0 .49 0 .70 21

% 0% 19 % 52% 29 %

St at ist ic Min Value Max Value Mean Variance Standard Deviatio n To tal Respo nses

6.

What do yo u think abo ut tracking and finding previo us email co nversatio ns in Micro so ft Outlo o k? (Co mpare to similar systems fo r example, Ho tmail, Website, Fo rums yo u use o utside wo rkplace)

# 1 2 3 5 6 7

Answe r Very Difficult Difficult So mewhat Difficult So mewhat Easy Easy Very Easy To tal

Bar

Re spo nse 0 2 3 4 7 5 21 Value 2 7 5.24 2.79 1.6 7 21

% 0% 10 % 14% 19 % 33% 24%

St at ist ic Min Value Max Value Mean Variance Standard Deviatio n To tal Respo nses

7.

Please write few lines abo ut the situatio n(s) when yo u get to spend minimum time o n an email? Hint: Fo r example, When I do n't need to talk to my co lleagues and i kno w what to reply. It just takes a minute.

T e xt Re spo nse When I immediately kno w what to reply When its a kno wn info rmatio n fo r me. When a sho rt answer is needed and I already kno w what to reply. It's to reply to a sho rt questio n Minimum: fast reply when I kno w the answer o r no t, and reply fo r meeting invitatio ns Maximum: when the answer needs to be business/po litical co rrect, when it is impo rtant to be co rrectly understo o d When it's I talk to my co llegues. When I kno w the receiver/sender and so no t need to write a lo t o f explaining text. When the questio ns are written in a right way (o ne item per questio n) and that it is mo re a validatio n than a questio n it takes me just o ne minute to answer. When the questio n requires a yes/no answer. When I tell a custo mer I'm do ne with the task they gave me. Deleting an e-mail that I kno w is o bso lete/read just by lo o king at the subject It's a clear questio n, I'm the co rrect receiver, I have the answers by my self If it's just a co nfirmatio n needed fro m my end. Emails o f the type CC. If there is o nly o ne questio n in the email and I kno w the answer. Sho rt emails are o ften easier to respo nd to . If a lo t o f peo ple are invo lved it takes mo re time to answer. If I kno w the perso n well it takes less time to answer. The email is a co nfirmatio n o f an actio n do ne. The email is an akno wledgement. The email is to be transfered to so meo ne in my team fo r actio n. The email is a newsletter The email is a co rpo rate info rmatio n i spend manymum time when i have all info rmatio n in my side and i do n't need so me help fro m my co llegues fo r emails like: > co nfirmatio n > wel kno wn info rmatio n Just reply with yes o r no to a questio n quick answers, ho w to type questio ns Just a reply, in o ne sentence. Minimal explanatio n required When I do n't need to check my answer with third parties, I can quicly respo nd to the mail. St at ist ic To tal Respo nses Value 21

8.

What percentage o f the emails have single and multiple recipient(s)?

# 1 2

Answe r Single recipient Multiple recipients

Min Value 17.0 0 10 .0 0

Max Value 9 0 .0 0 8 3.0 0

Ave rage Value 51.48 48 .52

St andard De viat io n 20 .29 20 .29

9.

What percentage o f the emails yo u reply to match the fo llo wing scenario s?

# 1 2

Answe r Require careful and tho ughtful thinking Simple exchange o f info rmatio n and do no t require much thinking

Min Value 20 .0 0 11.0 0

Max Value 8 9 .0 0 8 0 .0 0

Ave rage Value 48 .6 7 51.33

St andard De viat io n 21.6 1 21.6 1

10.

Fo r lo nger co nversatio ns what do yo u think are the pro s and co ns o f email vs discussio n fo rum?

T e xt Re spo nse Fo rum is better because the info rmatio n will be centralized. In a discussio n fo rum I think its easier to get an easy o verview o f the co nversatio n. In an email it can so metimes be harder to fo llo w a lo ng co nversatio n. The pro s fo r email is that my wo rking desk is Outlo o k, that's my base o f info rmatio n. I prefer getting info rmaito n in email since I'd feel that go ing elsewhere to lo o k fo r it wo uld be o ut o f my way, so to say. Discussio n fo rums are great, then yo u can gather everything that is linked to a certain questio n and go there fo r all the answers. In a discussio n fo rum yo u sho uld be able to get a better o verview o f an entire co nversatio n (that is if the discussio n fo rum is go o d eno ugh). The co ns are that we are mo re familiar in checking o ur emails o n a regular basis, which means that there co uld be a tresho ld if peo ple do no t go into the discussio n fo rum as regularly. Discussio n fo rum: Pro s: Shared, sto red Co ns: Need to fo llo w the who le discussio n Email: Pro s: Can be sho rt, can be divived o r merge into a discussio n Co ns: Only fo r the peo ple invo lved in the emails Email: Pro s - I can answer when I have time (co mpare to Lync where peo ple expect a quick reply) Co ns - To o many mails Discusso n fo rum: Pro s - Easier to fo llo w co nversatio n threads, easier fo r multiple peo ple to have their say, an o pen co nversatio n Co ns - No alert o f replies (at least no t by default in Teamplace - must set up o wn alert), no indicatio n o f what I have read/no t read, no ability to mark replies/co nversatio ns I find impo rtant to me Pro s with disc. Easier to track and get an o verview o f the co nversatio n, easier to invo lve several parties in the dialo gue (the o ppo site acco unts fo r e-mails) Co ns with disc. Harder to insure that all invo lved parties no tices new po stings. Harder to get clear endings/clo sure o f the discussio n fro m all parties. Discussio n fo rum + Go dd o verview o f the entire co nversatio ns. Yo u can be sure to answer to the latest po st + Yo u can replay to a po st that isn't the latest - Yo u need to bro wse to ano ther place than o utlo o k Outlo o k + Familiar to o l + Everything is in the same to o l Pro s email clear, easy to use, kno w ho w it wo rks. co ns discussio n fo rms lo o ks o ld, o ptio ns threaded/flat no t like any PHP fo rum o n internet If it is in a discussio n fo ra I will no t get disturbed, but also , I co uld fo rget abo ut the discussio n. In a discussio n fo ra it is saved in a better way than in email. fo r me email is the best to o l fo r answer and keep histo ric co nversatio n ; do no t need to o pen wo rd o r ano ther micro so ft to o l pro email: > well kno wn to o l > easier to kno w who can read the co nversatio n > email to o l is well integrated in my daily wo rk pro discussio n fo rum > easier to fo llo w the discussio n tree > easier to reuse everyo ne uses emails...discussio n fo rums are no t widely used o r kno wn abo ut. St at ist ic To tal Respo nses Value 13