Enterprise Collaboration One (Deshpande India 2020)
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Enterprise Collaboration One (Deshpande India 2020)



Presentation (1 of 2) done at the CSI IT2020 Conference in Mumbai.

Presentation (1 of 2) done at the CSI IT2020 Conference in Mumbai.

Audience: CIO/IT Users in India,



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Enterprise Collaboration One (Deshpande India 2020) Enterprise Collaboration One (Deshpande India 2020) Presentation Transcript

  • Collaboration in the Enterprise: What’s new? (1 of 2) Anand Deshpande, Ph.D. Founder, Chairman and Managing Director Persistent Systems, Pune anand@persistent.co.in January 2009 1
  • Let us salute the brave martyrs of 26/11. 2
  • Done in Collaboration with □ Harvinder Walia □ Queenmary James 3
  • http://www.linkedin.com/in/ananddeshpande 4
  • Disclaimers … • This is my recreational research topic – necessity is the mother of invention! • Everything that I am presenting is available on the Internet … you just have to find it! My contribution for this workshop has been to collect interesting ideas already researched by others and putting them together in one place – this is a MashUp. • We at Persistent are building some cool products around these technologies. • This is work in progress! 5
  • What will we discuss today? • What’s collaboration? • Why is it important? • How are people collaborating in today’s Internet Age? • What does it mean in today’s enterprise? • Future Trends that may have an impact on how we Collaborate? 6
  • Overview and Introduction 7
  • Peter Drucker, the greatest management thinker of all time, pointed out that the quot;firmquot; is a relatively Peter Drucker Photo recent innovation, designed to do the things that individuals cannot easily do on their own. 8
  • □ A group needs only two things to be a tribe: a shared interest and a way to communicate. Human beings can’t help it: we need to belong. One of the most powerful of our survival mechanisms is to be part of tribe, to contribute to (and take from) a group of like-minded people. 9
  • Great leaders create movements by empowering the tribe to communicate! A movement happens when – people talk to one another, – when ideas spread within the community and most of all, – when peer support leads people to do what they always knew was the right thing. Ideas that spread win. Boring ideas don’t spread. Boring organizations don’t grow. Source: Seth Godin in Tribes. 10
  • Nearly half the Enterprises are thinking of implementing a collaboration strategy 11
  • As CIOs, why does your CEO want you to implement a collaboration strategy? □ Increase employee productivity □ Improve internal communication effectiveness □ Promote corporate culture and community- building □ Ensure compliance to internal processes □ More effectively leverage corporate knowledge and expertise □ Eliminate inefficient communication tools and habits □ Increase user adoption and more effectively manage technology investments □ Create a more fulfilling work/life experience. 12
  • Collaboration Tools: What are they? Web Conferencing Video Conferencing Forums Email Instant Messaging Telephone Document Management SMS Wikis Blogging Micro-blogging File, Photo, Video Sharing 13
  • Collaboration tools, by Web Conferencing Video Conferencing Forums Email definition, touch Instant Messaging Telephone Document Management multiple people SMS Wikis Blogging Micro-blogging across the File, Photo, Video Sharing organization! 14
  • Who drives your information agenda? Marketing HR Communications • Brand, look • Culture, • Who we want and feel message, news to be Everyone and Web or Intranet IT no one team • What is easy • As convenient • Standards, for them perfection 15
  • Collaboration Tools have become the enterprise “glue” 16
  • Collaboration Tools have become the enterprise “glue” 17
  • How many of you use these? Web Conferencing Video Conferencing Forums Email Instant Messaging Telephone Document Management SMS Wikis Blogging Micro-blogging File, Photo, Video Sharing 18
  • 19
  • History of Email 20
  • Today’s #1 Mail Problem Deal With Spam and Virus 21
  • □ Spam – 69.7% in October (a decrease of 0.4% since September) □ Viruses – One in 141.4 emails in October contained malware (a decrease of 0.05% since September) □ Phishing – One in 233.3 emails comprised a phishing attack (an increase of 0.08% since September) □ Malicious websites – 5,424 new sites blocked per day (an increase of 48.2% since September) 22 Source: Message Labs
  • 23
  • Now that we have handled spam, what’s next? 24
  • About 60% of the executives spend at least half of their time dealing with email! 25
  • Not much has changed with email in 40 years! 26
  • From the 80s PARC system 27
  • From the 90s ELM/MH/ 28
  • From 2000s: Outlook Express 29
  • Why Email? And why now? □ Metcalfe’s Law: – The power of the network is proportional to the square of the number of nodes. □ We are in a connected World. – What ever is important – either I have received from someone or I have sent to some one □ Email is a means of getting something done! 30
  • Email Clients  Personal Information Management Systems (PIMS) 31
  • 32
  • Email Clients used by Business Recipients http://fingerprintapp.com/email-client-stats 33
  • Consumer Email Accounts 34
  • May you get lots of email A modern day curse! 35
  • Basic Email Operations SEND RECEIVE STORE 36
  • Why Do We Store Email? Archive READ Mining, Investigation SEARCH Local Storage Looking for Something RESEARCH Now Doing my job! 37
  • Read Messages □ What are you trying to do? □ How do you go about it? □ When? □ How often? □ How many messages are touched? 38
  • Email: Getting Work Done? □ Communicate – Status, … Telephone/IM – Quick response, check availability □ As a Front-End of an Enterprise Application Enterprise Systems and Applications – Respond to actions in Enterprise Applications □ Collaboration Twiki/Groove – Work on some documents, activities together □ Schedule Events Calendar – Setup a time for meeting □ Get Reports -- Information Portal – Check for some information 39
  • What Do You Do With Email? □ For Corporate Workflow Workflow – Ensure that steps are followed – Systems activities are tracked □ Personal Tasks Task List – Task List Manager – track what I am supposed to do today □ For Off-line Activities Local File System – Easiest way of carrying work home! □ For Addresses Address Book – Address Book functions □ As a Repository of Things Shared – If I am looking for something, it is File System somewhere in my mail box. 40
  • Email is Simple Personal Calendar Databases Workflow RSS / Blogs Systems Portal News feeds Task Collaboration List Twiki Local Enterprise Shared File System Applications File Systems IM and Address Telephone Book 41
  • Email is Simple – Needs Integration Personal Calendar Databases Workflow RSS / Blogs Systems Portal News feeds Task Collaboration List Twiki Local Enterprise Shared File System Applications File Systems IM and Address Telephone Book 42
  • 43
  • 44
  • When we are looking for something – we remember context and not text! 45
  • Search Messages □ What are you trying to do? □ How do you go about it? □ When? □ How often? □ How many messages are touched? 46
  • Capturing Context! I send a message to someone to achieve something. Likewise there is a reason why I get a message. 47
  • Identifying and Capturing Context □ Persons My context – My role – My Organization – My Organization’s Context – My Social Networks – □ Time – Date – Events □ Flags □ Attachments What is the reason for this message? 48
  • Capturing My Context Name Address Phone My Number family Email Children URL Friends Org-Chart Alma- Customers Mater Vendors My context My Personal Context My Organizational Context 49
  • Building An Enriched Address Book □ Visiting Cards, capturing address information from signature lines □ Capturing Organizational Org-Charts □ Different email addresses □ Capturing Geographic Information □ Building Connections – Social Networks – Why are the two of us recipients of this email message? 50
  • Integration of Calendar and Email □ Events and dates are very important aspects of context. □ I received mail from Amit Kulkarni after CSI-2008 □ He sent me the presentation after I saw him Norway. □ He sent me nice note and a poem after Arul was born! 51
  • Prioritizing Email □ Which messages do I reply to? □ When do I respond to messages? □ What are my patterns of replying to email messages? □ MAPS (Message Attention Priority Sequence ): Which messages must I reply to? 52
  • Virtual Folders relate better to contexts of Emails □ Single mail can correspond to multiple contexts. Examples of Context □ Virtual Folders provides multiple views • People over the same email where each view • Families corresponds to the context associated with the email. • Organization • Groups etc. □ For example: • Geography An email is sent to the user by person X • Events working in organization Y.org, which talks about an upcoming conference. • Dates • Parties The user will see this email in the virtual folders corresponding to “events”, to X, to • Meetings etc. organization Y. And also in “this week” & “this month” virtual folders. 53
  • Virtual Folders – some dimensions • Categorization • Flags – Sys-Admin messages, Status – Unseen messages, Messages addressed only to me, Reports, Technical Issues, Messages marked for etc. follow-up etc. • Alerts and Follow-up • Time-based – Feedback Expected – Today, This Week, This – High Priority Messages Month • Project based folders • People • Mailing Lists – Atul Kulkarni, Arun Jain • Company’s Internal – VentureWire, ACM Tech Messages News, DBWorld – Executive Committee • Geography – Admin messages – India, Pune, – HR messages • Events • Domain based folders – ICDE, New year – IITB, .COM, microsoft.com 54
  • Virtual Folders 55
  • 56
  • Email – some tenets of our research. □ Context of the message is more important than the text in the message Itself. □ Email is the Executive Desktop □ Email is Corporate Resource – but it is personal. □ Search and Navigation go hand in hand. 57
  • Email is good … … but we need more! □ Email is asynchronous and very individual centric. □ The model encourages personal and point-to-point interaction. □ Instant Messengers have become popular for synchronous collaboration. □ Newsgroups (NNTP) became popular for “group mail” 58
  • Chat -- Instant Messenger 59
  • Microsoft Office Communicator 2007 60
  • Microsoft Office Communicator 2007 61
  • Wikis 62
  • 63
  • 64
  • Atlassian Enterprise Wiki 65
  • Atlassian Enterprise Wiki 66
  • IBM Teamware – Quickr Wiki 67
  • IBM Teamware - Quickr 68
  • Document Management/Content Management □ Document management systems provide centralized store for corporate content. Features include – Security – Access Control – with ability for classification and categorization, – search – Information sharing, – Versioning, – Business process automation and – Controlled Document Lifecycle. □ Examples of these include Oracle ECM suite, EMC Documentum, Opentext and open source Drupal. 69
  • EMC Documentum 70
  • Source Control Systems □ Source control systems are specialized versions of Document Management Systems. Example: IBM Rational Clearcase, Visual Studio Team Systems (VSTS), Subversion etc. □ These systems are specialized for software developers and integrate with other development tools such as – Bug Tracking Systems – Compilers and Debuggers – Profiling Tools 71
  • Forums □ Forums allow users to post content organized by topics, typically in the Q&A form. □ Forums are used to facilitate discussion. □ Service delivery organizations such as an IT help desk or HR employee services group use forums for customer service. □ Employees ask and answer questions in the forum, allowing other employees to benefit from the answers provided and shared to all. □ Topical forums allow practitioners to share information with their peers in the open (rather than in a limited email conversation). 72
  • Forum Examples □ EllisLab, IBM, Invision Power Services, Jive Software, Microsoft, Groupee’sUBB.threads, Jelsoft Enterprises’ vBulletin □ Many free and open source forum server solutions are available for download. Low-cost options are available, ranging from about $100 to $300 per year for a server license. Higher-end solutions that license per user are available, are either hosted or downloaded, and can run $2,000 to $10,000. 73
  • Forums 74
  • 37Signals – Project Mgmt 75
  • 37 Signals – Project management 76
  • 37 Signals – Project mgmt 77
  • WebConferencing 79
  • Collaboration embedded in Business Apps 80
  • Engineers at the Global Collaboration Center in Everett, WA, leverage a virtual workspace that allows them to collaborate with 787 partners around the globe to make concurrent 81 design changes to the airplane in real time.
  • Blogs are gaining in popularity … they are also getting corporate! 82
  • 83
  • Who is blogging? 84
  • Who is Blogging? 76,000 Blogs with Technorati Authority of 50+ 600,000 blog posts in the last 24 hours 1.5 Million in the last 7 days 7.4 Million in the last 120 days 133 Million Blogs indexed by Technorati since 2002 85 http://www.technorati.com/blogging/state-of-the-blogosphere/
  • Blogger Demographics 86 http://www.technorati.com/blogging/state-of-the-blogosphere/
  • Mini USA, the American branch of BMW's Mini Cooper line, tracks everything being said about its brand everywhere on line -- in blogs, discussion groups, forums etc. -- then uses what it learns to guide advertising campaigns. 87
  • Top 10 Blog Sites 1. Breaking News and Opinion on The Huffington Post (Authority: 29,108) http://huffingtonpost.com 2. TechCrunch (Authority: 15,962) http://www.techcrunch.com 3. Engadget (Authority: 15,284) http://www.engadget.com 4. Gizmodo, the Gadget Guide (Authority: 14,912) http://gizmodo.com 5. Boing Boing (Authority: 12,437) http://www.boingboing.net 6. Lifehacker, tips and downloads for getting things done (Authority: 10,996) http://lifehacker.com 7. The Official Google Blog (Authority: 10,614) http://googleblog.blogspot.com 8. Daily Kos: State of the Nation (Authority: 10,501) http://dailykos.com 9. Ars Technica (Authority: 10,182) http://arstechnica.com 10.Smashing Magazine (Authority: 9,366) Source: Technorati http://www.smashingmagazine.com 88
  • What are people blogging about? 89
  • Microblogging: Twitter is deceptively simple: it’s a Web protocol that makes it easy to instant message people with short messages. In fact the limit is 140 characters. 90
  • Twitter in the Enterprise! 91
  • RSS: Really Simple Syndication 92
  • 93