Enterprise Collaboration One (Deshpande India 2020)

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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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  • 1. 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
  • 2. Let us salute the brave martyrs of 26/11. 2
  • 3. Done in Collaboration with □ Harvinder Walia □ Queenmary James 3
  • 4. http://www.linkedin.com/in/ananddeshpande 4
  • 5. 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
  • 6. 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
  • 7. Overview and Introduction 7
  • 8. 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
  • 9. □ 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
  • 10. 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
  • 11. Nearly half the Enterprises are thinking of implementing a collaboration strategy 11
  • 12. 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
  • 13. 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
  • 14. 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
  • 15. 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
  • 16. Collaboration Tools have become the enterprise “glue” 16
  • 17. Collaboration Tools have become the enterprise “glue” 17
  • 18. 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. 19
  • 20. History of Email 20
  • 21. Today’s #1 Mail Problem Deal With Spam and Virus 21
  • 22. □ 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. 23
  • 24. Now that we have handled spam, what’s next? 24
  • 25. About 60% of the executives spend at least half of their time dealing with email! 25
  • 26. Not much has changed with email in 40 years! 26
  • 27. From the 80s PARC system 27
  • 28. From the 90s ELM/MH/ 28
  • 29. From 2000s: Outlook Express 29
  • 30. 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
  • 31. Email Clients  Personal Information Management Systems (PIMS) 31
  • 32. 32
  • 33. Email Clients used by Business Recipients http://fingerprintapp.com/email-client-stats 33
  • 34. Consumer Email Accounts 34
  • 35. May you get lots of email A modern day curse! 35
  • 36. Basic Email Operations SEND RECEIVE STORE 36
  • 37. Why Do We Store Email? Archive READ Mining, Investigation SEARCH Local Storage Looking for Something RESEARCH Now Doing my job! 37
  • 38. Read Messages □ What are you trying to do? □ How do you go about it? □ When? □ How often? □ How many messages are touched? 38
  • 39. 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
  • 40. 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
  • 41. 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
  • 42. 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. 43
  • 44. 44
  • 45. When we are looking for something – we remember context and not text! 45
  • 46. Search Messages □ What are you trying to do? □ How do you go about it? □ When? □ How often? □ How many messages are touched? 46
  • 47. Capturing Context! I send a message to someone to achieve something. Likewise there is a reason why I get a message. 47
  • 48. 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
  • 49. 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
  • 50. 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
  • 51. 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
  • 52. 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
  • 53. 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
  • 54. 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
  • 55. Virtual Folders 55
  • 56. 56
  • 57. 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
  • 58. 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
  • 59. Chat -- Instant Messenger 59
  • 60. Microsoft Office Communicator 2007 60
  • 61. Microsoft Office Communicator 2007 61
  • 62. Wikis 62
  • 63. 63
  • 64. 64
  • 65. Atlassian Enterprise Wiki 65
  • 66. Atlassian Enterprise Wiki 66
  • 67. IBM Teamware – Quickr Wiki 67
  • 68. IBM Teamware - Quickr 68
  • 69. 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
  • 70. EMC Documentum 70
  • 71. 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
  • 72. 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
  • 73. 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
  • 74. Forums 74
  • 75. 37Signals – Project Mgmt 75
  • 76. 37 Signals – Project management 76
  • 77. 37 Signals – Project mgmt 77
  • 78. WebConferencing 79
  • 79. Collaboration embedded in Business Apps 80
  • 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.
  • 81. Blogs are gaining in popularity … they are also getting corporate! 82
  • 82. 83
  • 83. Who is blogging? 84
  • 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/
  • 85. Blogger Demographics 86 http://www.technorati.com/blogging/state-of-the-blogosphere/
  • 86. 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
  • 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
  • 88. What are people blogging about? 89
  • 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
  • 90. Twitter in the Enterprise! 91
  • 91. RSS: Really Simple Syndication 92
  • 92. 93
  • 93. QUESTIONS? 94