Task-Tool Genre Matching

Definition

Different coordination tasks require different tool genres matched to their communication pattern and persistence requirements. One-to-one discussions suit phone calls, VoIP, or instant messaging. One-to-many broadcasts (status reports, announcements) fit blogs, intranet pages, or email lists. Many-to-many collaborative documents fit wikis or message boards. Many-to-many real-time discussions fit conference calls or chat rooms. The book emphasizes determining the actual task first—not starting with a tool preference.

In the Book

Chapter 3 presents a structured approach: before choosing any tool, managers must first answer "What are you trying to accomplish?" The book provides a task-output matrix showing specific outputs (team discussions, one-to-one conversations, status reports, specifications, one-to-many documents) and which tool genres suit each. For example, documents and specifications that many team members contribute to and that multiple recipients consume fit wikis or message boards with threaded discussions. Status reports that one team member produces for many readers fit blogs, intranet pages, or announcement lists.

The book uses its own authorship example: the three authors used a wiki for creating and sharing the table of contents and chapter outlines, Skype for synchronous discussion and decision-making, email when necessary, and Microsoft Word only when the publisher specifically required it. This deliberate matching prevents the common waste of forcing a document through email (creating multiple copies) when a centralized wiki repository would preserve a single source of truth.

Why It Matters

This concept resists the common trap of adopting a single "collaboration platform" or picking tools based on vendor marketing rather than actual task requirements. It recognizes that different work patterns have different needs: email creates duplicate copies unsuitable for collaborative editing; wikis lack real-time conversation features; instant messaging doesn't create persistent records. By clarifying the task first (Who contributes? Who receives? How often is it referenced?), teams avoid training people on features they'll never use and avoid the frustration of tools that don't fit the work pattern.