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Project presentation version 2.1 final Project presentation version 2.1 final Presentation Transcript

  • 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
    Migration Strategy Phase 2
  • 18
    Migration Strategy Phase 3
  • 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
    Critical Success Factors
    Top-down support (management driven)
    Collaboration Task Force involvement
    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
    Critical Success Factors
    Top-down support (management driven)
    Collaboration Task Force involvement
    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
    Critical Success Factors
    Top-down support (management driven)
    Collaboration Task Force involvement
    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
    Critical Success Factors
    Top-down support (management driven)
    Collaboration Task Force involvement
    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|
    24