…Which may be may be easier said than done.Enterprises with a single vendor strategy can quickly integrate messaging and collaboration platforms – at least to some extent. For example, a Microsoft shop can integrate SharePoint calendars in Outlook, and a pure Lotus shop can integrate Quickr calendars in Lotus Notes.But what about the rest of us? What if we use one IT vendor for messaging and another one for collaboration? Let’s face it, we’re seeing SharePoint adopted in most enterprises, including Lotus Notes shops.To measure the extent of the problem, Mainsoft recently asked Lotususergroup.org, an online community of 16,000 Lotus Notes administrators, to survey its members about SharePoint content integration with Lotus Notes. Nearly 80% of respondents ranked SharePoint integration a top priority, a high priority, or a priority. So what are the IT options for Lotus Notes shops that adopt SharePoint?
To overcome these adoption barriers, enterprises we work with set five enterprise collaboration requirements:Give people the ability to focus on their work, and not on numerous messaging and collaboration tools. More specifically, they’re looking for an integrated experience between e-mail, where users spend a large part of your workday communicating with people, and your collaboration spaces.Teach users new,integrated workflows, which make it easier to use both SharePoint and Lotus Notes.Software needs to be easily provisioned, without requiring anything from end users.Maintain the freedom to choose messaging and collaboration tools based on business requirements. For some, this means preserving Lotus Notes and Domino investments.
Here’s what’s included in an integrated User Experience
Now before we get to a demo, I want to just give you a sense of the architecture and how coexistence between Notes and SharePoint works. Everything is really happening using SharePoint Web Services. Microsoft did a great job of exposing its entire user functionality of SharePoint. What is available through the browser is also available through Web services. For the past three years, we have been really getting a lot of expertise working with this well-documented interface, which Microsoft is using to integrate SharePoint with Office and Outlook. So Notes is now using the exact same interface to access the SharePoint functionality that Outlook and Office are using. This Web Services interface enables us to deliver a sustainable coexistence strategy between the Notes client and SharePoint, and an advanced integration between SharePoint and Outlook. It is also the reason you don’t need to install anything on SharePoint; everything is happening using the Web Services interface. On Notes 8, we’re using the Eclipse architecture to deliver the collaboration platform and e-mail client in the same window.
According to a Ferris Research report, a corporate e-mail migration from Notes to Outlook and Exchange costs $300-$700 per user, depending on whether an organization needs new servers and operating systems software, in addition to new client software3. The migration is even more expensive if Domino applications are migrated to SharePoint.
That’s why we are launching a SharePoint Integrator for Microsoft Outlook this fall. The idea is to enable customers to drive SharePoint usage by providing the same, easy access to SharePoint from both the Notes and Outlook clients. SharePoint Integration with Outlook is designed for Notes shops that are migrating to Outlook and Exchange and want to start driving SharePoint usage now. These customers don’t want their SharePoint adoption initiative to be dependant on the migration project. It’s always a good idea to decouple two IT projects which are both critical and pretty complex. In this case, you have a migration project which is long term, and you have a collaboration project you want to promote as quickly as possible. Now, even if you are in the middle of the migration, with 30% of the employees already on Outlook, and 70% still on Notes, you can promote SharePoint adoption among all your users.Notes users can start with Notes, and they will still have the exact same user experience as they get to Outlook. You can even make it easy for Lotus Notes and Outlook users to collaborate. For example, users can manage and store e-mail on SharePoint, using SharePoint Integrator and either Notes or Outlook. Then, they can view and share team e-mails stored on SharePoint from either client. From a business standpoint, you need only a single license for both clients. Since your are purchasing licenses on a per user basis, it doesn’t really matter if you are using Notes, if you are using Outlook, or you are using both.
With the release of Lotus Notes version 2.5, we will bring SharePoint professional networks into Lotus Notes. The beta release will introduce support for Office SharePoint Server 2007’s social networking features, including profiles, people search, and My Sites. So if you get an e-mail or calendar invitationfrom someone in the organization and you want to learn more about them, you can get immediate access to their SharePoint profile, including their business card, who they report to, and you can check out their My Site to learn about their experiences, expertise, and social activities. You can also search for people based on their skills and experiences. And search for documents using tags, tag clouds, popularity ratings, and other document metadata. The Beta, available at the end of March, will also introduce support for SharePoint 2010. The GA release will support SharePoint 2010’s extended social capabilities, including tag clouds, notes boards, ratings and micro-blogging.
Notes userscan search SharePoint user profiles to quickly find people they need within the organization. In the standard configuration, People search is available using either the Notes Search Bar or SharePoint sidebar search bar.
Each SharePoint user has a personal My Site for sharing documents, resources, and information about themselves. Using SharePoint Integrator, users can access their own My Site as well as colleague’s ‘My sites’ from the SharePoint sites dropdown menu.
SharePoint 2010 offers a number of advanced social features that we’ll support within Lotus Notes, including- Tags, which offer a simple and flexible way of creating an enterprise taxonomy. Ratings, to ID favorite documents, which will be displayed in the document list and in the properties pane. Notes boards. Similar to a Facebook wall, this feature allows people to post their comments on shareddocuments. Microblogging. Like twitter,people can also micro-blog status updates.
If you are migrating to Outlook at some point in the next 5 years, you’re welcome to test drive SharePoint Integration with Microsoft Outlook. We now offer a private Outlook beta. In March, we’ll release the SharePoint Integrator v 2.5 beta. It will introduce support for SharePoint social features and SharePoint 2010. We’ll launch additional SharePoint features in the 2.5 GA release, including SharePoint 2010 social features, improved Search, SharePoint views and usability improvements, based on feedback from our customers.
Drive SharePoint Adoption in Lotus Notes Shops February 16, 2010 Yaacov Cohen, CEO Rob Koplowitz, Principal Analyst
Collaboration Investment Trends The integrated Information Workplace SharePoint adoption in Lotus Notes shops Coexistence vs. migration SharePoint 2010 Social Features SharePoint Integrator v. 2.5 Preview Demo Q&A Agenda 2
Rob Koplowitz +1 650.581.3854 email@example.com Twitter: rkoplowitz www.forrester.com
Organizations are investing in collaboration to drive competitive differentiation. The landscape of options is rich. Invest with an eye toward driving adoption.
Collaboration will play a major role in knowledge continuity Knowledge Gap Disparate Systems IM, e-mail, other collaboration ERP, CRM, other LOB apps Operations in Europe Customer support in Asia Cross-Geography Your company Your partners, suppliers Cross- Organization e-mail, IM Workspaces, Social networking Generational Communications English German, Mandarin Multiple Languages World’s best worker works for you World’s best worker leaves for competition Employee Turnover Knowledge Continuity
Nearly half of organizations are implementing or expanding workspace investments in 2010 What are your firm's plans to adopt team workspaces? Base: 921 North American and European IT decision-makers Source: Enterprise And SMB Software Survey, North America And Europe, Q4 2009
The expansion of the collaboration platform How is your firm using collaboration platforms (Select all that apply) Base: 921 North American and European IT decision-makers Source: Enterprise And SMB Software Survey, North America And Europe, Q4 2009
Microsoft leads workspace investments Who is your primary provider for team workspaces? Base: 556 North American and European IT decision-makers Source: Enterprise And SMB Software Survey, North America And Europe, Q4 2009
More tools than ever; and more frustrated users Portal Workspace Web Conference Social Network Blog IM Microblog e-mail Alt-Tab Alt-Tab Alt-Tab Alt-Tab
Frustration drives users back to e-mail, which is broken E-mail overload Attention management issues Poor content control, users waste time chasing e-mail trails Does not handle conversations No context for knowledge or information management Etc. !!
Integration will drive the Information Workplace Information Workplace Platform Portals Collaboration e-mail, IM Office Productivity Project mgmt. Business intelligence Enterprise Web 2.0 Workspace Content Voice Expertise location Learning Line of Business Rights
A game plan to consider Understand the changing competitive dynamics and harness them Focus on knowledge worker efficiency Reach beyond IT as you plan your strategy to move forward Don’t throw tools at the opportunity; disconnected tools drive users back to e-mail Consider the user experience and work toward an Integrated Information Workplace
For enterprises with a single vendor strategy, delivering an Integrated Information Workspace might be easier.
But what about Lotus customers that have adopted Microsoft SharePoint?
“In a survey conducted by LotusUserGroup.org, 78% said SharePoint content integration with Lotus Notes is a top priority, a high priority,or a priority.” - LotusUserGroup.org, April 2009 13
Collaboration Requirements for Mixed Shops Eliminate IT barriers between Lotus Notes and SharePoint team collaboration spaces. Allow people to focus on getting their work done, not on their IT tools. Minimize business risks associated with compliance and information loss. Maintain the freedom to choose messaging & collaboration tools, based on business requirements. 14
Publish Lotus Notes appointments on a SharePoint team calendar.
Drive SharePoint User Adoption:SharePoint Social Features: Profiles v 2.5 22 Photo Presence Awareness About Links bar
23 Drive SharePoint User Adoption: SharePoint Social Features: People Search v 2.5 Search for contacts in Notes 8.x search bar Results appear in a Notes tab
24 Drive SharePoint User Adoption:SharePoint Social Features: My Sites v 2.5 Access other users’ My Sites’; click to access shared information, documents, links, etc. Access ‘My Sites’ from the site dropdown menu
25 Drive SharePoint User Adoption:SharePoint 2010 Social Features v 2.5 Tags (Folksonomy) Rating Stars displayed in documents list and properties pane Note board (comments) In a new Properties pane tab Micro-blogging
SharePoint Integrator Timeline Outlook client – private beta now available SharePoint 2007 social features SharePoint 2010 server SharePoint 2010 social features Improved search SharePoint views Improved usability 26 March Beta June GA
DEMO:Mainsoft SharePoint Integrator v 2.5 preview 27
Sample Customer List 28 Manhattan Home Finance
Financial Analysis Customer Profile: US Enterprise – 40K knowledge workers. SharePoint implementation – $8M investment. SharePoint-Notes integration – $.65 M (8% of SharePoint implementation). Solves the #1 end-user complaint: making SharePoint access easy. Promotes SharePoint adoption for less than 10% incremental cost. Encourages users to send links rather than attachments, reducing e-mail storage requirements by 45%, a net savings of $7/user/year. Business Benefits: 29