Harmonizing SharePoint 2010 and Lotus Notes


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Learn how to promote SharePoint usage from Lotus Notes or Microsoft Outlook:
* Learn how to share documents and team calendars from Lotus Notes and Microsoft Outlook.
* Learn how to preserve business information locked in people’s private inboxes.
* Get to know SharePoint 2010’s new social and collaboration features, and how they can be used directly from Lotus Notes or Microsoft Outlook.

Published in: Technology, Business
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  • Great presentation on driving the adoption of SharePoint in an environment where users are on Lotus Notes mail. For those who found this presentation useful you may also be interested to know that migrating your mail from Lotus Notes to Outlook does not provide a much better out-of-the-box integration with SharePoint (2007 or 2010). For an Outlook mail client to have a similar rich integration with SharePoint that you would get from the SharePoint Integrator for Lotus Notes product you would need to look at 3rd party add-ons to Outlook. See this post for more information regarding the out-of-the-box integration options for integrating Outlook and SharePoint http://stackoverflow.com/questions/1301804/does-anyone-know-of-any-good-software-for-sharepoint-email-filing

    There number of commercial products in the market providing a solution to this requirement. (Note: I am affiliated with OnePlaceMail)

    You are welcome to download a free time expired trial of OnePlaceMail from http://www.scinaptic.com/oneplacemail.
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  • You can view the demo video at on slide 16 at http://www.mainsoft.com/sites/default/files/Downloads/NotesDemo/FLV2.0/NotesDemo2_0.html
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  • Welcome everybody to this Webseminar! We are actually today at the Enterprise 2.0 conference here in Boston and we will be discussing today how to increase enterprise collaboration and to bring collaboration to all business users in the enterprise. We will start with the adoption challenge of SharePoint for business users in the enterprise, we will present how you can turn your email client into a collaboration interface to tackle this challenge. We will take a look at a number of enterprise use cases, see a demo of our new SharePoint Integrator version 2.5 with support for both Notes and Outlook and support for SharePoint 2010. Then we will talk about the Social enterprise and we will do our best to answer your questions.
  • So you are using SharePoint. You are certainly not alone. As you see Microsoft SharePoint is dominating this market with a healthy 70% of the market share. This is based on a Forrester survey of more than 500 enterprises in NorthAmerica and Europe. We see also two major patterns of SharePoint adoption:Enterprise-wide as a strategic collaboration initiative, driven by central IT to help transform the enterprise. This is done primarily with SharePoint 2010, or MOSS 2007 with social features becoming increasingly important. Project-driven adoption to improve project execution and efficiencies with focus on document and email sharing. This is driven by departments and central IT act more as a services provider.
  • But if SharePoint is indeed broadly selected and rolled-out by enterprises, on average 76% of the enterprise users are ignoring it! For a lot of IT managers this is quite frustrating after all the efforts and investments put in selecting, licensing and rolling out SharePoint only a minority of the business users are actually using it!This happen many times after a successful pilot done with the IT department users but it comes to the enterprise-wide roll-out the user behavior is very different this because the typical business users are change adverse.
  • The business users continue to exchange documents version using email and attachments as email has been round for the past 20 years and the typical business users feel very confortable with email. Moving to SharePoint with the check-in, check-out procedure requires a change of behavior.
  • When we look into the root cause of this lack of adoption with Forrester analysts we found out the tool paradox: the more tools, the more frustrated your users get. We have seen an abundance of collaboration offering in the past few years in order to complete the functionality of our old email. We have seen instant messaging, document collaboration platforms, team spaces and portals and now social networks and for each new offering we have a new browser window and the result is that the business user keep switching browser window to access data and information and he loses context. Because all these browsers windows, all this collaboration offering are delivering a scattered user experience with no context, no integration. This lead to a huge attention management issue, studies show that this plethora of tools cause attention disorder and lead to a significant productivity loss. You simply can not concentrate anymore
  • I don’t have context in email; I’m using it as a content management system, I’m using it as a project management system; and the information doesn’t get broadly reused. I can’t manage it around issues like compliance, security, and privacy. Ultimately, I have been falling back into a tool that ultimately does not serve our organizational needs.
  • How to promote SharePoint adoption without changing work habits?
  • So that is why we supporting Microsoft Outlook integration with SharePoint document libraries. So you end up having a choice; you can use Lotus Notes 8 or 8.5 with the full Eclipse client framework which gives you the sidebar feature, or stick with Lotus Notes 6.5 or Lotus Notes 7 using a standalone sidebar.We also support the Lotus customers who are in the process of migrating from Notes to Outlook. Sometimes, this process can take 3 – 5 years. For these customers, it’s important to promote SharePoint adoption across both Lotus Notes and Outlook, to improve worker productivity now and throughout the migration process. You end up having the highest level of flexibility as Mainsoft SharePoint Integrator became client agnostic; supporting all the versions of Lotus Notes clients including 8, 8 basic, and 8.5, 6.5, and 7, as well as Microsoft Outlook. It doesn’t really matter if your end users are already on Outlook or if they are still on Lotus Notes. We offer a single license for all these clients. From a strategy standpoint, you have the flexibility; most of our customers are going to Notes 8.5, but you have other customers that are using 6.5 and 7 as a standalone client, which is actually a packaged Eclipse application, which works in concert with Lotus Notes 7 or 6.5 client, you can still get most of the functionality that we are going to show today.
  • Before we demo the product, I want to take you quickly through some of the drivers impacting user adoption. The first thing is sharing documents. Sharing documents is very important because the poor knowledge worker who is busily using his ALT-tabs, needs to share documents. For example, five people worked on the presentation you’re seeing today, and we used Mainsoft SharePoint Integrator for Lotus Notes to solicit and coordinate feedback from everyone on the team. Working collaboratively on documents is the same, whether you are doing a contract or a presentation, or working on a budget plan, you have multiple people providing input; this is an economy of collaboration.Mainsoft SharePoint Integrator provides the ability to very easily publish a document that you have received through your email. According to Nielson Research, people spend nearly 3 hours a day in email. So email is a main communications artery for the enterprise. Most business communications come and go through email.So you want to make it very easy for your Notes user to take a document that has been received as an email and to share it with the team on a SharePoint workspace; to very easily find the right SharePoint folder, and to drag and drop the document onto SharePoint. You also want to help users learn the SharePoint taxonomy; if you have required fields, you want to make it very easy for them to fill out these fields – this is something we take care of with the SharePoint Integrator for Lotus Notes.You also want to encourage your end users to send links rather than attachments. You are all familiar with the annoying phenomena of sending huge emails to a long recipient list. Our software can help encourage people to send links instead of documents. From the SharePoint Integrator sidebar from within Lotus Notes, you can simply drag and drop links rather than attachments to people who have access to the SharePoint site.
  • Another area where we are seeing our customers are getting a lot of benefits from Mainsoft SharePoint Integrator is not only the ability to share documents, but to take an entire email and to save it on SharePoint. This is very efficient because a lot of the information is often in the body of the email and you want to capture this information that may be critical when you take a look at the project. We introduced this ability to drag and drop an entire Notes email to SharePoint and to save it as HTML on SharePoint.The benefit is that you give your end users access to all of the project information in one place. It doesn’t make sense that half of the project information which is stored in documents will be on SharePoint and the second half which is in email bodies will be buried somewhere in a user’s Inbox. You are losing the ability to be compliant and to react quickly and be agile within your project. You also reduce the risk of all of this information being lost or locked in personal Inboxes; so it is very important to have this ability to drag and drop an email, including all of the attachments, into SharePoint.By storing emails in .eml format, third parties that are not using Notes are able to access this SharePoint site. They can be consultants, legal counsel, or anybody you work with. If they only have a browser, they can still access all of the project information including emails, with just a browser. So this is a very useful feature.
  • The other feature that we introduced in 2009 is the ability to share calendars. We see an increased usage of SharePoint calendar to optimize time management for teams. You now have the ability to aggregate multiple SharePoint calendars into the Notes calendar. If you have all of these SharePoint calendars totally disconnected from your personal Notes calendar, you have a huge issue, and it is very hard for you to manage your time because half of your information is in your Notes personal calendar and the other half is on the SharePoint calendar.So our software allows users to aggregate all of the SharePoint calendars and to manage the SharePoint calendars and to create events and publish Notes events onto the SharePoint calendar from within Notes. This is a very critical feature for customers.Extend SharePoint events, by adding the possibility to invite Notes users to them.
  • MOCS sidebar contacts list but no presence awareness within Notes. No presence awareness in context
  • We are also enabling SharePoint People Search of SharePoint within Lotus Notes. For Lotus Notes 8.x, you can search for contacts directly from within the Notes 8.x sidebar.
  • 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. Stars 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 shared documents. Microblogging. Like Twitter, people can also micro-blog status updates.
  • So now let’s talk about collaboration metrics. How do you measure the success of your collaboration initiative? And how do you measure user adoption of SharePoint on an ongoing basis? We’ve learned a lot talking with IT executives about the collaboration trends, and tracking metrics they expect will create business value for their enterprise. IT executives want to see collaboration going up and email usage, email traffic, and email volume going down. Specifically, they want to see an increase in the number of IT users adding emails and documents, and updating documents on SharePoint. They’d like to see an overall increase in the number of shared documents and an increase in overall SharePoint site traffic. The main reason for decreasing email volume is because email is expensive. According to Forrester, the fully loaded cost per user per year is anywhere between 200 dollars and 340 dollars. So many IT executives want to see email storage, a significant component of total email costs, going down. They want to see fewer attachments being sent to a long list of people in a workgroup. So, these are sample metrics you want to track as you promote SharePoint adoption, both in an initial pilot and on an ongoing basis.
  • Harmonizing SharePoint 2010 and Lotus Notes

    1. 1. Harmonizing SharePoint 2010 <br />and Lotus Notes -<br />an effective collaboration strategy<br />Yaacov Cohen, CEO<br />Jonas Martinsson, Product Manager<br />
    2. 2. Agenda<br />The SharePoint adoption challenge<br />E-mail as a collaboration console<br />Use Cases<br />SharePoint Integrator 2.5 Demo<br />The Social Enterprise<br />Q&A<br />2<br />
    3. 3. Microsoft leads workspace investments<br />Who is your primary provider for team workspaces?<br />3<br />Base: 556 North American and European IT decision-makers<br />Source: Enterprise And SMB Software Survey, North America And Europe, Q4 2009<br />
    4. 4. SharePoint deployment vs. adoption<br />What percentage of your organization has access to, and actively uses SharePoint or SharePoint-based applications today? <br />Source: InfoTrends. 367 participants.<br />4<br />
    5. 5. How do people collaborate?<br />Collaboration means document sharing: writing, reviewing, merging<br />Enterprises choose SharePoint<br />Business users continue to use e-mail and attachments<br />5<br />What’s not working?<br />
    6. 6. More tools than ever; and more frustrated users<br />6<br />Portal<br />Workspace<br />Web Conference<br />Social Network<br />Blog<br />IM<br />Microblog<br />e-mail<br />Alt-Tab<br />Alt-Tab<br />Alt-Tab<br />Alt-Tab<br />
    7. 7. Problems of collaboration using e-mail<br />Many versions of each document, merging problems<br />Difficult to find documents<br />No context for knowledge or information management<br />Workers leave and business information is stuck in their inboxes<br />7<br />
    8. 8. E-Mail becomes an aggregation and launch point for multiple content and activity sources<br />8<br />Social networking activities<br />Voice messages<br />(.wav and text)<br />Instant<br />messages<br />RSS feeds, video<br />Web search content<br />Business application<br />alerts<br />Subscribe to <br />external calendars<br />Matt Cain, Beyond E-Mail: Does E-Mail Have a Future, and Why Should You Care?, Gartner Research, 2010<br />
    9. 9. SharePoint Integrator for Lotus Notes <br /><ul><li> Find documents
    10. 10. Find people
    11. 11. Share documents
    12. 12. Share e-mails
    13. 13. No attachments
    14. 14. Share calendars
    15. 15. Sametime IM</li></ul>Document<br />libraries<br />My Sites, <br />Profiles, and <br />People Search<br />“Presence” - integrated with documents<br />Team events in Notes personal calendar<br />9<br />
    16. 16. <ul><li>Same SharePoint collaboration experience from Notes & Outlook.
    17. 17. Decouple your SharePoint initiative from your Outlook migration project. 
    18. 18. Single license for Notes and Outlook clients (no incremental costs).</li></ul>SharePoint adoption using Notes & Outlook<br />Lotus Notes<br />Microsoft Outlook<br />10<br />
    19. 19. Use Case 1Share Documents:<br /><ul><li>Drag Notes attachments into SharePoint.
    20. 20. Send links, rather than attachments.
    21. 21. Replace attachments with links
    22. 22. Collaborate in real-time using Lotus Sametime.
    23. 23. Help Notes users learn SharePoint taxonomy. </li></ul>11<br />
    24. 24. Use Case 2Share Emails:<br /><ul><li>Drag Notes e-mails into SharePoint.
    25. 25. Give people access to all project information in one place.
    26. 26. Reduce dependency on information locked in personal inboxes.
    27. 27. Give 3rdparties access to shared e-mail and attachments from their browser.</li></ul>12<br />
    28. 28. Use Case 3Share Calendars:<br /><ul><li>Aggregate multiple SharePoint calendars into the Notes Calendar.
    29. 29. Create SharePoint calendar events from Notes.
    30. 30. Publish Lotus Notes appointments on a SharePoint team calendar.
    31. 31. Invite Notes users to SharePoint events.</li></ul>13<br />
    32. 32. What’s new in SharePoint Integrator v2.5?SharePoint 2010/2007 Profiles <br />14<br />Photo<br />Presence Awareness<br />About<br />Links bar<br />
    33. 33. 15<br />Drive What’s new in SharePoint Integrator v2.5? SharePoint Social Features: People Search <br />Search for contacts in <br />Notes 8.x search bar<br />Results appear in a Notes tab<br />
    34. 34. SharePoint Integrator version 2.5 Demo<br />16<br />
    35. 35. 17<br />What’s coming next ?<br />Tags (Folksonomy)<br />Rating<br />Stars displayed in documents list and properties pane<br />Note board (comments)<br />In a new Properties pane tab<br />
    36. 36. The Social Enterprise:<br />18<br />
    37. 37. Partial Customer List – SP Integrator for Notes<br />Manhattan <br />Home Finance<br />19<br />
    38. 38. Collaboration Success Metrics:Integrating SharePoint with Lotus Notes<br />Number of IT users that manage team e-mails and documents on SharePoint.<br /> Number of documents uploaded on SharePoint.<br /> Number of SharePoint site hits.<br />Increase SharePoint adoption and usage:<br />Decrease in e-mail traffic:<br />Storage, server costs.<br />Bandwidth requirements.<br />20<br />
    39. 39. Harmonizing SharePoint 2010 <br />and Lotus Notes -<br />an effective collaboration strategy<br />Yaacov Cohen, CEO<br />Jonas Martinsson, Product Manager<br />