The Citrix Guide
Reinvent the way you work
WE HAVE THE TECHNOLOGY. NOW WHAT?
As well as using the right tools to support increasingly mobile workforces, it’s critical to
support team spirit and collaboration. Jesse Lipson, GM of Data Sharing at Citrix, explains.
The world of work is always changing - or is it?
In recent decades we’ve left behind the idea of
private offices like those seen on “Mad Men,”
instead embracing open-plan spaces in an effort
to make it easier for people to communicate and
collaborate. But curiously, these open spaces are
often still constrained by traditional practices of
conventional office life. For many, work is still a
place you go, rather than something you do.
Has the shift to open-plan offices been largely
It’s true that successful businesses bring their staff
together, creating an ethos and shared culture
that is incredibly powerful. But this shouldn’t
require everyone to be in the same place at
the same time. In fact, as businesses respond to
highly competitive operating environments, it has
become a commercial necessity for workforces
to be adaptive and contingent rather than
sedentary. Similarly, as Generation Y—that is,
people born between 1980 and 2000—enters
and progresses in workforces, more and more
employees are valuing greater flexibility over
where and how much they work, with a significant
proportion even prepared to give up pay or delay
a promotion in exchange.
Fortunately, increasing Internet speed, the
availability of powerful mobile devices (such as
tablets and smartphones) and access to secure
flexible working technology has now made it
possible for a new generation of SMBs to change
the way they do business. Alongside them, mobile,
application-hungry employees increasingly view
flexible working as standard operating practice
rather than a perk.
The importance of social capital
This trend towards flexible work has been
characterised by the readiness of employees
to use their own mobile devices to tackle work.
Recent research by Citrix and YouGov found that
the UK has overtaken the United States and other
countries and is now leading the way in BYOD
(bring your own device) management. Thirty-four
percent of UK SMBs have implemented policies
and IT systems to manage employees’ use of
personal devices at work, recognizing that the
sharing of data across such devices needs to be
seamless, scalable and secure.
But once the tools are in place to enable
workforces to diversify in terms of device and
working location, it becomes critical to maintain
and improve our social capital: the spirit of
collaboration and teamwork. While everything
around us changes with awe-inspiring speed, these
qualities remain as valuable as ever.
That’s why we’ve created this short guide: to help
you build awesome teams.
“Opportunities multiply as they are seized.” – Sun Tzu
COLLABORATION THROUGH THE AGES
Teamwork is essential to business success. Throughout history, humans have joined forces
to accomplish important goals and reduce individual effort.
The stupendous success of the Roman Empire was
built upon a hierarchical, ambitious society, expressed in legions’ interlocking shields and remarkable feats of engineering and planning such as
Rome’s famous roads and postal network, which
stretched from outposts on Hadrian’s Wall to central Asia. Each individual had a clearly defined role
and knew how that role fit into the bigger picture.
But the Empire finally collapsed when ambition
Learning: Clearly define roles and ensure your processes are scalable.
Medieval monasteries were almost entirely selfsufficient, producing everything they needed to
support themselves and people in surrounding
local communities. This sufficiency was founded
upon literacy and learning. The monks were the
bookmarkers of their time, diligently recording and
collating information for the ages. However, these
repositories of knowledge were easily wiped out by
Learning: Be systematic about storing and making
data accessible but ensure it is secure. You never
know when Vikings will appear.
Ford Production Line
Henry Ford’s democratic vision of car ownership
succeeded thanks to his single-minded vision:
cut costs while simplifying complex production
processes. Working together on highly efficient
production lines, his teams were able to assemble
vehicles faster than anyone ever thought possible.
Ford’s Model T sold millions before eventually losing market dominance.
Learning: Efficiency is everything. Never stop looking for ways to improve and simplify, but be wary of
Bletchley Park was the home of an elite codebreaking unit tasked with cracking secret codes
during WW2. Their success in doing so was testament to dedication, with small teams working
around the clock to defeat mission-critical puzzles by making astute use of technology—such as
Colossus, the world’s first programmable electronic
Learning: Build powerhouse teams around your
innovators. Use technology to gain competitive
Until recently, communications had to be conveyed
physically, often via slow and unreliable means. But
that’s no longer the case. We’re now able to collaborate effectively with individuals on the other
side of the world in real time via social networks,
secure data transfer and remote conferencing.
Highly connected, high-performing teams using
secure mobile technology across multiple locations
and time zones will define the future world of work.
“Either don’t attempt it, or carry it through to the end.” – Ovid
THE COLLABORATOR’S TOOLKIT
How do you support collaboration across mobile, contingent workforces? Start with this
The Internal Social Network
The antithesis of the office cubicle and the business silo, internal
social networks act as a place for
colleagues to let each other
know what they’re working on
and thinking about, and to
identify where skills and expertise
lie across an organisation.
The amount of information we
have access to is staggering, but
how do we sort through it all, file
the valuable pieces, and flag what’s
relevant to our colleagues? One
solution is to use a bookmarking
tool such as Delicious or Diigo to
highlight key articles and sites.
Need to discuss the latest plans
with colleagues in a different
location? Remote meeting
collaborators to meet face
to face from anywhere, while
screen-sharing enables you to
review key documents.
One of the oldest forms of communication and collaboration is
handwriting. New whiteboard-style
apps like Talkboard allow users to
invite anyone to write or sketch
together, wherever they happen to
be. The app updates live so
everyone can see as the board
evolves and share what is created.
“The cost of being wrong is less than the cost of doing nothing.” – Seth Godin
Many of the world’s best ideas
started in a notebook. In the age
of the mobile device, some would
argue they are no longer relevant,
but we beg to differ. The process of
writing across a sheet of paper, as
opposed to typing, engages different circuits. Try it.
Staying fit and strong energises
your thinking, but finding time
for the gym can often be tough.
Fortunately, a new generation of
fitness apps can help you tailor
workouts to suit your lifestyle,
saving you time and money.
Need to know what thought leaders are saying, thinking and doing?
The oft-overlooked Twitter list is the
perfect way to find out. It can be
used as a simple monitoring tool,
or as a springboard for networking
and conversation—which, in turn,
can help raise your profile within
your field of expertise. Make it
private to keep surreptitious tabs
on key people, or public, as a mark
of recognition and your understanding of movers and shakers.
Poor use of email is the cause of
many productivity problems, but
a clear, concise email chain with
relevant files attached can help
us get on with the task at hand
when the rest of the team are
busy or away from their computers.
“If you spend too much time thinking about a thing, you’ll never get it done.” – Bruce Lee
“TECHNOLOGY IS COMPLETELY
TRANSFORMING THE FUTURE OF THE
Rising B2B marketing agency Klaxon has done
away with the office altogether. Co-founder Andy
Bargery reveals the secret to their success.
Tell us a little about the rationale behind
Klaxon’s remote working strategy.
We wanted to create a more flexible working
environment where we could concentrate on
delivering outputs rather than spending a certain
amount of time at a desk. We also wanted the
freedom to balance our professional and personal
lives, working at the times we are most productive
and spending plenty of time with our families.
What are the strategies you use to
collaborate successfully as a team?
The most important strategy is to get the right
people. It takes a certain mindset and level of
experience to be able to work remotely, staying
motivated to get the job done without a stable
We also couldn’t work remotely without a very
good communication infrastructure and solid
processes. That means being able to share
documents seamlessly, or to get in touch easily
through instant messaging or conference calls.
It also means we have a documented system for
how things get done, which helps people to work
within our environment. We call it the Klaxon
How do you maintain a team spirit when all
working in different locations?
The key is regular and open communications, both
remotely and in person.
We’re currently planning a team dinner where
we’ll get everyone around a table to discuss at
our strategy for the next year, but in the past
we’ve done things like taking everyone for
a snowboarding lesson. This helps to build a
platform for team working and a team spirit.
What are the essential tools your business
couldn’t live without?
The key tools are cloud based file-sharing, instant
messenger, Google Apps, GoToMeeting, email and
SaaS accounting applications.
Where do you see technology taking SMBs in
the short-term and longer term (5+ years?)
Technology is completely transforming the future
of the workplace. It’s increasingly easy for people
to work anywhere anytime and you can see this
trend impacting companies of all shapes and sizes.
The digital revolution and the impact of social
technologies within businesses are fascinating to
watch. Mobile and the consumerisation of devices
and applications is also a big challenge, particularly
for large traditional enterprises.
Who knows where we will be in five years’ time.
Technology is evolving so rapidly at the moment.
Tech startups are creating new apps and tools all
the time that have the potential to transform how
we work and live.
One thing I wouldn’t bet against is that in five years
there will be another dozen or so big technology
brands shaking up the status quo.
“Productivity is being able to do things that you were never able to do before.” – Franz Kafka
Who should you look to for inspiration and advice on teamwork and collaboration? Here
are four of the best.
Clay’s ideas on
how we work together and form institutions are
essential for modern business. Key Clay takeaway:
the more we involve employees in planning our
structures, the more opportunity we give ourselves
is the author of
Culture Shock, a 21st
for business. Here
he expounds on the qualities that characterise the
new wave of business, such as a move towards
organisational openness and empowering
individuals within formerly rigid business structures.
Emma is one of the
UK’s leading experts on
starting and growing new
businesses, having founded
Enterprise Nation. Her
advice on building teams
and growing your business
is essential for anyone with
an interest in improving the
way their employees work
A respected author and
keynote speaker, Brian
has spent the last 20
years exploring the ways
technology is changing
business and helping
us work together, both
internally and externally
with customers. What’s the Future of Business,
his latest book, explores how businesses create
compelling experiences for customers.
For a growing number of offices, the playlist is an important, often intensely debated piece of workplace
infrastructure. It can also be a fun way to foster team creativity.
Why not follow our Spotify playlist of workplace anthems and add your favourite tracks?
The Beatles - With a Little Help from My Friends
LCD Soundsystem - All My Friends
Queen - We Are the Champions
AHA - Take on Me
Snow White & the Seven Dwarves - Heigh-Ho
Tom Petty & the Heartbreakers - In the Air
Tina Turner - Simply the Best
Mick Jagger - Let's Work
Jefferson Starship - Nothing's Gonna Stop Us Now
“Amateurs sit and wait for inspiration, the rest of us just get up and go to work.” ― Stephen King,
ROLL UP ROLL UP
Crique du Soleil is the world’s largest theatrical producer, so it’s essential to have the right
project management framework in place
Since its first performance in Canada in 1984,
Cirque Du Soleil has become internationally
renowned for its dynamic mix of circus arts and
street entertainment. So it’s no surprise that its
marketing team was struggling to keep track of the
sheer number of actions on their plate at any one
Plunging through an ever-growing list of actions
but with no clear idea of who owned each task
and how far along each project was, the team
attempted to keep track using a jumble of emails
Andy Levey, senior manager of new media
and analytics, knew the team needed a piece
of software that could efficiently handle these
challenges for them. He found what he was
looking for in Podio.
“What attracted us to Podio was that it put
everything in one place, and it was something
you could fully customize,” said Andy. “It wasn’t
just a project management system—it was a
project management system for our needs. No
two projects are the same, and it’s really cool as
the project manager to build in different aspects of
that in different apps on the Podio platform itself.”
The jobs app has become the central hub of
activity for the Cirque du Soleil team. Everyone
from graphic designers to project managers to
executives can request and follow the progress of
creative jobs in one place and on any device.
• Every project the marketing team is working on
is tracked from a central location, from social
media content calendars to full-scale design
• Increased transparency, enabling team leaders
an overview of who is working on what at any
• Greater connections with other departments:
PR and sales are both now looped in on the
marketing work schedule
• Cross-device support means everyone has
full access to the team’s action list, no matter
where—or what—they’re working from
Visit Podio.com to try Podio for free today.
“Life is 10% what happens to me and 90% of how I react to it.” – John Maxwell
MEETING OF MINDS
Faced with the challenge of regularly bringing far-flung specialists together to discuss
vital, highly sensitive cases, the Wertachklinken clinical group rethought its approach to
Caring for up to 32,000 patients in the space of a
year is no mean feat—and it’s even harder when
your physicians are spread across a region the size
of Bavaria. But that’s the challenge that was faced
by the Wertachklinken clinical group.
The weekly tumour conference sessions, where
the group diagnosed patients and discussed
treatment plans, were proving a substantial drain
on the group’s resources. They needed a solution
that would allow physicians to meet and discuss
options without having to be in the same room.
It was crucial that the system be secure, given
the highly confidential nature of patient’s medical
records. But permanent video conferencing
systems were too expensive and impractical,
requiring each individual physician to use the same
The team turned to GoToMeeting, which offered
IT the security they needed while offering a broad
range of features. The key selling point was the
screen-sharing features, which meant just one
doctor could have access to the required charts
and images and share them seamlessly with his
Andreas Neckermann, Wertachklinken’s head of IT,
cited the software’s ease of use and the features it
offered to participants as keys to the success of the
“GoToMeeting is not only very easy to implement,
but also extremely user-friendly. An additional
reason why we chose GoToMeeting was the
brilliant picture quality, which we saw when the
CT and MRT images were being very clearly and
sharply displayed. The physicians could also use
different applications to enlarge a specific area.”
• Reduced time travelling has meant more time
can be spent on what matters—caring for
• Reduced travel costs mean more money to
invest in other aspects of patient care
• The ability to record meetings means
physicians who were unable to attend the
meeting were able to give their opinion on
cases from their own location.
Visit GoToMeeting.co.uk to download your free trial and get started today.
“Inspiration exists, but it must find you working.” – Pablo Picasso