How To Get Your Team Participating and Collaborating More Effectively

Just a
EXTREME
MAKEOVER
GETTING YOUR TEAM PARTICIPATINGMORE EFFECTIVELY
BUSINESS EDITION
andy@guppers.com

Agenda
2006-201?: Paradigm shift in
Technology, Economy, Social Behaviors

Why Matters?

Why A Great Team Participation Matters?
Reason #1: A Sense of Ownership Leads To Much Better Productivity
Issues to
Resolve

Reason #2: Diversity Of Ideas Often Lead to Amazing Innovations
Having a team with different backgrounds helps
Note: This is different than “Design By Committee” approach

Reason #3: Transparency Leads To Better Decision Making and Actions

Reason #4: Globalization: More Products and Services Are Made and Marketed Globally
Trend
Globalization Cost
Total Addressable Market
Skills to collaborate globally are in a great demand

Reason #5: Building Stronger Team Relationships and High Morale
Let’s
Share Credits
Share Blame
We’re in this together

Reason #6: More Adaptable To Changes
One Person
Decision Maker
Making A DecisionAs A Group
More Open ToChange The Decision If
It is in the Wrong Track
Less Likely To ChangeA Wrong Decision ToSave Face and Career

Reason #7: Knowledge Sharing
Post

Links
Articles
Documents
Reports

SEO Expert
Web Designer
Traditional Marketing Expert
Social Media Expert

Let’s Identify the Problems
If it’s this good,
why many companies fail to execute?

Why We Do Not Participate?
Reason #1: Information Overload
Email
SMS
IM
RSS Feed
“The use of more or more technology starts getting a point of diminishing return” – Gartner - 2008

Reason #2: Team Size Affects Participation
Small Team
Large Team
High in Contributors
Participant Rate
Mostly Spectators
Smaller, achievable
High Level
Types of Goals
Brainstorming/Solving Problem
Ad-Hoc
Required Planning
Style of Collaboration
Synchronous
Asynchronous

Why People Do Not Participate?
Reason #3: Less Transparency
Social Networking Today:
Less Value Data is Consumed
Business Today:
High Value Data is Hidden
Change a relationship to
“Single”
I’m having
pasta for lunch
Sally updates
price for MX921
John updates
Q4Sales09.doc
!!
??
Inaction
Action

Why People Do Not Participate?
Reason #4: Often, Strong Personalities, Seniority Win Arguments
Result: Team members feel do not have ownership

Reason #5: Long Message Problems
Senders
Wow, a long email,
I’ll read this later.
I don’t have time right now
Takes A Lot of Time
To Compose a Long Email
Alice Receives
E-mail
It’s hard to read
this long email
from my cell phone

Reason #6: Need to Learn and Confine in Closed System
Why I have to learn, confine to these business applications?
System A
System B
System C
No Integration
No Communication
No Integration
No Communication
Why can’t I just use my day-to-day tools that everybody knows how to use?

Our Customers
Reason #7: We’re Still Hanging On The Old Way Of Doing Business
OLD WAY
NEW WAY
Customers connect you in many ways
Customers connect you centrally
Social Media
Your Web Site
Blogs
Discussions
Feedback Form
Customers/Partners Collaboration
Call us
Email us
Real time Feedback Loop

Our Partners
Reason #8: Security Concerns and Learning Curve
Tim, IT Department
I have to secure
files, documents, web sites before I gave John
permission
John, Supplier
Really, I have to learn
your software to work with you?

Reason #7: More Globalization, Culture Clashes
West
East
Encouraged
Respect Authority
Self-Expression
Social Circles
Personal ; Work (except Europe)
Mixing Personal /Work
EmailEurope: Email & SMS
SMS
Primary Communication
Due Diligent, Written
Agreement
A Deal Making Process
Based on Trust

Reason #8: IT Concerns in Controlling Data
Data protection is very
important. I’m locking down.
I’m concerned about privacy. Social networking exposes too much risk
Software maintenance,
training and support
are out of control.
Cost is an issue for me. I get clear direction from the top to cut cost as much as possible.
Maintaining external
accounts with the right
security is hard

Reason #9: Why Can’t Business Software/Services Be As Fun?
RSS
What are you doing?
Videos
Pictures
Direct Access To Service
Follow Me
Comments
Recommendation

Reason #10: Hard To Bridging Generation Gaps
Generation X, Y, Z
Baby Boomer, in 30s,40s
EMAIL
8 hrs/5 days
TEXTING 24/7
BlackberryEmail

Reason #11: Bridging Cultural Technology Gap
In Asia and Europe
In United States
SMS is so cheap,
Do not mind
interruption
Email is the primary communication channel
Mind interruption
EMAIL
TEXTING
BlackberryEmail

Reason #12: Anonymity and Relationship Strength Matters
More Free Flow
Conversation

Co-Workers are cautious

about what they say

Lack of Social tool

software in business

Paradigm Shift 2006-201?
“Old Ways of Doing Business Do Not Work in This New World Anymore”

The Economy Reset
Budget Cuts in IT Spending
Global Financial Meltdown
Puts Heavy Pressure to
DO Much More…
……..with Much less

Users Are Empowered
Recommendation,
Knowledge Sharing
Social Networking
More Self Expression
Web 2.0, Social Computing

Digital Life Style Convergence
Digital life style divide between work and personal is increasingly
blurred.
I check my work email at home, after everyone goes
to bed
I do some personal stuff sometimes,
at work

The Promise of Cloud Computing
Will They Deliver?
Reliability, High Availability &
Capacity Elasticity
You business can grow and shrink,
Your IT spending is adjusted accordingly
Pay As You Go Model

Recommendation
Common Sense, Uncommon Approaches For The New World

Fix #1: No More Heavy Software Deployment
Old Way
New Way
Services
Your Office
Minutes to Register and Ready to Use
- No Software Installation
- Much Higher Participant Rate
Days or Months To Get Everybody Running
Software Deployment Takes Time and Expensive To Maintain

Fix #2: Users Pick The Right Tool To Access Resources
Email
Texting
Conversation, Documents,
Data, Application
IM
Browsers
Smart Phone
No Training Required, Users already use the tool daily

Fix #3: Users Are In Control To Filter Information
…Notify me when:
Anybody uploads a new documents in “Sales” Groups
All conversation in “Management” Group
Someone updates an Inventory list price and quantity
Someone makes a comment on my documents
Turn off my SMS notification between Midnight – 8 am
Filter only things that are important and relevant, others can wait

Fix #4: Service Should Allow Grouping Platform
Docs, Data, Conversation
A Smaller Size To Increate Participation

Fix #5: Mobility – Business Is Accessible Anywhere
.Project 7503, 30%, Framing started
Upload The Latest
House Pictures
Query The House For Sale:.FS 98074, 700, 5
Productivity, Ideas Happen Anytime, Anywhere

Fix #6: Social Computing and Web 2.0 in Business
1
Activities
2
Notifications
Status: I’m in J&R sales office, be back by 11:00
Business ActivitiesRecorded and
Notified
To Members
I made a comment on the Q4latest sales projection
I approved Joan to join groupSales-West-Region
Update Sales number from my phone
More Action!
3
It’s proven the Social Computing increases productivity in consumer service, why not in business?

Fix #7: Foster Culture of Short Message & Short Meeting; Embrace Media
Short messages take less time to compose

Just say the essentials

Short messages take less time to read
Need Longer Explanation ?
Attach Document, Presentation, Slide Decks which can be used by anybody else later
Too long of a message thread?
Indication that a short meeting, ad-hoc meeting
is needed

Fix #8: IT Must Allow Control Security and Cost
MUST
Enforce Two Form
Authentication
MUST
Enable Traffic,File Encryption
MUST
Not Reveal
Any Personal
Data
MUST
Allow Back-up
For Audits and Security
Security and Privacy are very important considerations

Fix #9: Adjust How You Connect To Customers
Follow How Your Customers Spend Their Time Daily
“My Customers Are Using…. “
Create Facebook Page
Twitter Account for public communication
Conference Call
Interesting notifications, promotions (opt-in)

Fix #10: No-Brainer Service for External Collaboration
Retailer
Data, Docs, Conversation
Lux Fashion Designers, Inc
Suppliers
Scoped only to external and
internal persons who work with externals

Summary
This paradigm shift presents opportunities to further boost productivity and reduce cost
Globalization trends magnify even further on cost reduction and revenue opportunities
Social Computing, Cloud Computing on business are still infancy; proceed with cautious, select the right vendor and measure the results closely.
Migrate and experiment a few new services locally and bottom-up, before rolling company wide adoption
Technology is only part of solutions, people and company culture play a great part of team chemistry

End OF THE Slide DECK
Feedback: andy@guppers.com
Twitter: @harjanto