Project presentation version 2.1 final

Needs Assessment and AnalysisCollaboration Improvement Report
Michael Gough, Tracy Karceski, Christina Mayes, Galen Stone, and Daria Vaughn
December, 2010
1

Introduction
The client requested a workplace collaboration study
Stakeholders wanted to improve collaboration efficiency and effectiveness of teams, task forces and committees
Specific management concerns
Duplication of emails / effort
Document control
Email etiquette and professionalism
2

CRO Background / PEST Analysis
3

Frame Factors
Project – limits placed by resources
Six week time-frame
No budget
Remote access to consultants
Organization – limits placed by culture
Busy schedules of associates
Availability of billable employees
Privacy concerns with providing data
Stakeholder – limits placed by client
No disclosure of company-sensitive data
Limited sample for data collection
Internal consultant to serve as mediator
Consultant – limits placed by team
Busy schedules / competing priorities
Multiple obligations (school, work, family)
Internal consultant
4

Project Methodology
Approach
3 distinct phases
Initial
Data collection and analysis
Final
Multiple methods
Quantitative and qualitative data
Methods selection (Werner & DeSimone, 2009)
Reliability
Consistency of results
Freedom from collection method bias
Validity
Devices measure what should be measured
Practicality
Appropriate resources used to gather data

Project Methodology, continued
Sample
Identified by client
N= 22 (total sample)
N= 5 (Initial interviews)
N= 22 (online survey)
Management and non-management
Response rates
95% (online survey)
100% (initial interviews)
Possible bias

Project Methodology, continued

Data Analysis - Interviews
Collaborating face-to-face is preferred
Less opportunity for “water cooler” discussions with web conferencing
Online collaboration is better when well planned/managed
Email can be cumbersome
8

Survey Data
Email - most effective tool for online collaboration!
Respondents see themselves as savvy with collaboration tools
Lots of tools listed!
Respondents willing to learn new tools
9

Data Analysis
10

SWOT Analysis
internal
external
11

Positive Findings
1. Leadership support
CEO level interest
Top-down change management effectiveness of hierarchical corporate structure
Utilization of already established Collaboration Task Force
2. Existing tools in place
Virtual meeting technology creates a face-to-face meeting environment
Lotus Notes built-in collaboration features
Some existing on-line training available for certain programs/tools
Learning Management System (LMS)
12

Positive Findings, Continued
3. IT Infrastructure
Highly skilled workers to maintain or build collaborative workspaces
Resources available to Monitor security risk and exposure
4. Available collaboration systems
Inexpensive collaborative tools are available on the web
Eliminate geographical time zone barriers
Shared workspaces connect collaborators and eliminate duplication
5. Employees have high technical skills
Employees have training options available for collaborative tools
Employees are interested in learning new tools for collaboration
13

Negative Findings
6. Communication
Preference for face-to-face meetings (mentioned in 3 of 5 interviews)
Some lack e-mail etiquette
Unclear task responsibility results in duplication of efforts
Cultural over-reliance on e-mail (63.6% feel it is most effective tool for collaboration)
7. Existing training not being used to its full potential
41% of respondents reported they have received no training
Some advocated for more targeted training
14

Negative Findings, Continued
8. No best practice for existing tools
Too many tools to choose from (22 different tools listed)
Confusion over which tool to use
Lack of tool compatibility
Confusion over how to select tools
Functionality overlap (three types of web conferencing software applications)
9. Technological change
Concerns over security breaches
Cultural resistance (50% and 68.2% of respondents reported they have not used social networking or online discussion forums)
10. Costs associated with not improving collaboration efforts
Loss of revenue to competition with better streamlined collaboration tools and faster project turnaround
Increasing travel costs for face-to-face meetings
15

16
Migration Strategy Phase 1

17

18

Recommendation 1
Relaunch the Collaboration Task Force to create renewed focus for improving collaboration
Regroup to review the results of the needs analysis
Encourage buy-in from all CTF members
Determine division of labor and next steps
Critical Success Factors
Top-down support (management driven)
Collaboration Task Force involvement
Must promote CEO level interest and encourage employee buy-in
19

Recommendation 2
Standardize workplace collaboration tools
Research best tool for web-conferencing
Identify duplicate tools
Condense tools to eliminate duplication
Must establish best practices for the organization
20

Recommendation 3
Create an approved online collaboration guide
List approved tools and explain their intended use
Incorporate job aids for each tool but focus on best practices rather than just the basic mechanics of use
Continue existing technical training as appropriate
Must be published and communicated company wide
21

Recommendation 4
Design a workshop for communicating and managing projects at a distance
How to overcome the challenges of online collaboration
How to set communication "ground rules" upfront
How to make everyone feel comfortable with contributing to the conversation
How to choose the best tool(s) for collaborating
Must be attended or reviewed by all employees
22

Recommendation 5
Implement a work-friendly social network or online community
Set ground rules for usage
Encourage buy-in from employees
Promote the “water cooler” experience
Must be regulated and monitored to ensure appropriateness of content
23

References
Brooks, K. (2010, June) CRO Industry Update. Retrieved from http://www.contractpharma.com/articles/2010/06/cro-industry-update
Collaborative Tools Strategy Task Force Report [Final Draft]. (2008, November 21). Retrieved from University of Washington website: http://www.washington.edu/uwit/im/reports/CTSTF_Report_Final_Draft.pdf
Folinsbee, S., Jurmo, P. (1994). Collaborative Needs Assessment: A Handbook for Workplace Development Planners. ABC CANADA
Template - http://office.microsoft.com/en-us/templates/CT010145006.aspx#pg:3|ai:TC030006145|
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Project presentation version 2.1 final

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