Geographically Dispersed Dental Researchers can Collaborate Via Web-based Meetings

Working together effectively and efficiently presents a significant challenge for geographically distributed researchers. Face-to-face meetings are the standard format for group collaboration. However, because of the monetary and time costs of travel, web conferencing is becoming a preferred option. Objectives: To implement and evaluate web conferencing software to facilitate collaboration between geographically distributed dental researchers. Methods: To support the collaboration of six researchers from five states, three web conferencing systems were evaluated and pilot-tested by two Dental Informaticians. Genesys Conferencing software was selected to facilitate bi-weekly discussions. During each meeting, all audio and web-based document sharing and editing was recorded. Quantitative and qualitative analysis were done to discern: meeting topic, tool use, technical matters, research discussions, temporal classifications, usability of the system, and cost effectiveness. Also, questionnaires, based on the Technology Acceptance Model (TAM), were administered to assess attitudes concerning the system, its perceived usefulness and ease of use. Results: The software pilot-tests showed that CentraNow, Elluminate, and Genesys, adequately satisfied the collaboration's requirements. However, only Genesys could bypass network firewalls. Preliminary results from the analysis showed: Productive discussion occurred and all parties participated; Genesys was more cost-effective than face-to-face meetings; Technical discussion occupied about 17% of the meeting time, and that percentage continued to decrease over increased use; Technical problems were due to low computer literacy of users, client hardware incompatibilities, and software usability problems; Preliminary user feedback indicated that the value of web conferencing versus face-to-face meetings outweighed any technical drawbacks. Conclusion: Our preliminary results show web-based meetings can supplement face-to-face meetings, and are more cost-effective. Due to software usability problems and the low computer literacy of users, systems may not be used to their fullest potential. Nevertheless, due to web conferencing, geographic boundaries should no longer be a concern for dental research collaborations. Grant support: NIDCR 1U54DE14257-01.