How to make a collaboration environment based on yammer and google apps

How to make a collaboration environment based on Yammer and Google Apps10.02.2011 Richard von Kaufmann // Concepting Director // co-founder

We help companies adapt socialmedia practices and software toimproved collaboration andknowledge sharing within andbetween organizations.This presentation focuses on howwe designed a collaborationenvironment for the OSKE Centreof Expertise Programme run bythe Finnish Ministry ofEmployment and the Economy(TEM)

OSKE Case-studyThe main needs were:• Improve communication efficiency from the coordinating body to around 200 related members• Improve collaboration between and within the 13 clusters and 22 centres of excellence

Integrated collaboration environment shared space

No DoubtSocial media is changing the way we do things. New contact booksNew encyclopedias New photo albums New diaries

New PotentialNow it’s changing the way we do business. New marketing New communication New intranets channels New workflows

Stuck behind Firewalls

Pass the Parcel Project management via email attachments can be frustrating.

Cloud Computing Cloud

New Collaboration Spaces

You have probably alreadybeen working in the cloud?

People can work on the samedocument or in the same space.

Google Docs

Access anywhere

Benefits: • Find out about each other. • Form teams, communities or informal groups. • Work together on the same work objects. • Discuss and comment on their work. • Identify relevant work. • Discover other people with common interests. Gartner, October 2009

Benefits: • Learn from others expertise. • Facilitating social interaction by helping people to establish and strengthen personal relationships, develop trust and, in the end, reduce friction and accelerate the business processes that people are engaged in. • Accessing relevant knowledge and expertise that can be used to formulate a plan of action when decisions need to be made. Gartner, October 2009

Social media skillsResults from the OSKE collaboration survey show that many memberswere already familiar with some key social media activities. • 75% have commented online • 60% have downloaded a file • 58% have used Skype • 55% initiated a discussion • 26% have embedded a file • 17% have not participated in social media

Survey HighlightsWhen it comes to getting help the majority prefer to first ask acolleague.Users are most likely to adopt new collaboration tools if they arebeing used in a project team.

4 FundamentalsWhat must a community provide tokeep its members engaged:• Sense of belonging• Mutual support• Greater Influence• Explorationhttp://www.feverbee.com/2010/12/the-4-fundamental-things-a-community-provides-its-members.html

Gift GivingNetwork research has identified trust,reciprocity and social capital as being keycomponents for successful networking[Miettinen 2009].• Trust comes via authentic voices• Reciprocity comes via participation• Social capital comes via recognition !

Enterprise Social Services There are many social software enterprise solutions; however, there are two fundamental approaches that can be taken: • all-in-one collaboration environment • mixed-service collaboration environment Gartner, October 2009

Service Selection Process • Past experience (+3 years collaborating online) • Benchmarking (Confluence, Elgg, Ning, Basecamp, Microsoft online docs (beta release), etc.) • User collaboration survey

Starting smallSocial media skills are new to many employees andtherefore it is important to start with easy butbeneficial tools and collaboration workshops.

OSKE Collaboration Environment Yammer: Google Apps: • improving awareness • announcements • making help requests • generating knowledge • sharing information • collaborative documents

Social Media Toolbox It is more about guidelines and coaching than implementing technology. Campfire Basecamp

OSKE Collaboration Workshops* Preparation 1st Month 2nd Month 3rd Month 4th MonthClient Q&A / Onlinesurvey Yammer & Google Sites Setup 6 x Community Manager / Admin Workshops“The social media policies introduced by Zipipop 6x User workshopshave already improved our communication andcollaboration processes. Although many of theparticipants had no previous experience usingsocial media, Zipipop’s training has enabled them User review workshopto fully engage with the new technologies.”Riikka Pellikka (OSKE, Head of Communications) * Workshop order and months grouped and adjusted to aid understanding

Daily WorkflowSocial tools have to be truly integrated into the daily workflow. Tools

Without an audience,we are not motivated… http://www.besser20.de/english

Social media enhances feedback

Social CreditRecognition as an expert.Community contributions.

High value — Low cost

Why Yammer? If implemented correctly micro-blogging can provide some of the best gains for least cost and effort. “Yammer was the simplest to use and had a stable of applications and even some 3rd party apps. They seem to have the most momentum and the largest user base.” thenextweb.com (Oct, 2009) “90,000 companies and organizations, including over 80% of the Fortune 500 use Yammer.” yammer.com (Dec, 2010)There are many other enterprisemicro-blogging services:

Enterprise Micro-bloggingEnterprise micro-blogging uses conventions developed fromconsumer social media: most notably Facebook and Twitter.

Real-timeStatus Messages Comments Links Likes

Micro-blogging• Improving awareness• Requesting help• Finding people• Sharing tips and links• Coordinating• Reduces overall email traffic• Makes important email standout

Yammer Usage:Large CommunitiesEXAMPLE: OSKE CommunityNEED: Generate better awareness and shareinformation within the communityBASIC RULES: Posts should mostly be ofinterest to the majority of the community andshould be kept shortish.THINK: “Notification news stream”

Yammer Usage:Project GroupsEXAMPLE: OSKE Admin Support GroupNEED: Detailed knowledge sharing andgeneration through more in-depthdiscussion.BASIC RULES: Initial discussion topic orquestion is posted and comments are givenin reply. All comments should be given asreplies to keep them attached to theoriginal topic.THINK: “Micro-forum”

Yammer Networks Notifications

Knowledge Generation Labeling content on the fly is a quick way of gathering knowledge.

Not so easy

Rules (often) ReversedMicro-blogging usage:90% contribute9% comment1% consumes

Creating a wider network X ClusterYammer Community OSKE Admins cluster membersnetworks are a great way to cluster managersexpand a collaboration “community” “community”community. network network OSKE.net admins only “parent” OSKE Community X Cluster network Network cluster members Zipipop used Yammer open “community” Community Networks to all OSKE users create a linked network of network 13 OSKE competence “community” network X Cluster clusters consisting of 22 cluster members different organizations – which could use their own work emails to get access. (“community” network)

Googles Sites• simple wiki spaces• ease-of-use• comprehensive sharing options

Focused SitesInformation is focused by creatingGoogle Sites that are set up foreach cluster.All members can access the mainAcluster sites, however, closedproject sites can also be created.

hub.oske.netA place to share news and knowledge A central site that links all partswith the whole community. of the collaboration environment.

Linked SitesEach Cluster has a site for their own collaboration needs.Sites can also easily be created for more specific purposes, e.g. projects

Googles Sites TemplatesOne of the most powerful features in Google Sites is the ability to create Site templates, sothat similar sites can be easily replicated.For the Client Group Sectors and Technical Competence Groups it is best that Site Templatesare created, since new sites (based on the templates) can be created very fast.The creation of these Templates needs management and user consultation to define thespecifications. Zipipop designed the Cluster template for the OSKE Collaboration Environment

Empowering Users Employees can add the content directly. Big benefits in knowledge generation and participation. Structure and content can be easily post-moderated by Community Managers.

Collaborative CalendarsAnyone in the community canbe given access to see andeven create events.The calendars can even beintegrated into web spaces,such as Google Sites.

File SharingZipipop recommends that core off-line documents can be shared through the useof the Google Site intranets. It offers a straight forward way to upload files andsee the version number.It is important to create a folder structure.

Sharing via GroupsUse the Groups for sharing Sites, Calendarsand Documents.The Group names appear automatically as youtype so that you don’t need to remember theexact name.

Group structure is essential for easy sharing

Analytics TrackingZipipop is tracking usage data to helpimprove the environment.

Multiple Sharing OptionsMake a Site or Document public.Use a unique link to share with peoplewho don’t have Google Accounts.Or instantly sharing with everyone inthe organization.

Google DocsCollaborative documents are an efficient way to create document drafts withcolleagues without having to send many alternative versions via email; and thefinal layout can be completed in desktop office applications. export Create text collaboratively in a Google Doc Polish in Word or Open Office

Collaborative documents popular in OSKE

Collaborative data collecting

Data collection and decision-makingThe OSKE Secretariat have been usingsimple Google Forms to collect datafrom the members.

Automated survey analysis

Organizing Meetings with FormsOSKE has been using Google Form fororganizing the workshop attendance.

Continuous data collecting

Riikka Pellikka - OSKECommunity Manager Riikka is Head of Communications for the Innovation Environments Unit at TEM (The Ministry of Employment and the Economy). She is currently overseeing the setup of a new collaboration environment for the OSKE Centre of Expertise Programme.She is currently the main Community Manager andactively supporting and developing the communityeveryday.

What is a Community Manager?A Community Manager guidescommunities towards smoothand effective collaboration. http://www.ﬁllmoregazette.com/arts-entertainment/ventura-college-symphony-orchestra-%E2%80%9Cwinner%E2%80%99s-circle%E2%80%9D-concert-october-25

PartnersCommunityManagers live ruleshere guidance support OSKE Clusters

Key Roles of the Community Manager• Evangelist — motivates users to participate• Guide (Chair)— sets the usage guidelines and guides participation• Moderator — makes sure users follow guidelines• Councilor — listens to users’ concerns• Mobilizer — initiates and schedules content creation• Content Manager — organizes content to be useful and

Community Rules• Setting the right usage rules for collaboration tools is crucial• New users learn the rules through observing how the community is already using the space. http://www.ﬂickr.com/photos/center_for_jewish_history/4352152712/sizes/o/ The usage rules are set by the initial “champion users”.

Setting up Online Communities • Daily workflow • Political buy-in (senior management must dive in) • Initial “champions” set the usage rules • Constant support http://www.sxc.hu/photo/624694

Community Challenges• The most successful groups have enthusiastic Community Managers.• Communication Managers don’t necessarily make the best Community Mangers.• Community Managers should have an enthusiasm to engage with social software and online communities and be comfortable in those environments.

SharingInfluence is moving towards thosewho actively add value to theircommunities.“You will gain more by sharingthan you will by hoarding.” GarryHamel (BBC, 16 May 2010)http://www.bbc.co.uk/programmes/p007g9yr http://www.ﬂickr.com/photos/isafmedia/4077756856/

In a social network environment the more sweets you give out the more sweets youwill get back; and your reputation will be enhanced.In everyday work your ability to make things move forward will be more respectedthan your knowledge — since most knowledge is fast becoming freely available.

We Being open and transparent is not about giving away secrets, it’s about being genuine, telling the truth and gaining the respect and commitment of all stakeholders.I respect and love you!

Social Media GuidelinesEducate users on basic participationguidelines:• representing self• seeking permissions• avoiding offence• giving credit• asking questions• use a smiley when you mean it : ) lamunecadelasonrrisaalegre.blogspot.com

Thanks!Richard von KaufmannConcepting Director, Co-founder+358 45 11 222 73richard@zipipop.com

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How to make a collaboration environment based on yammer and google apps

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How to make a collaboration environment based on yammer and google apps — Presentation Transcript