The Good and Evil of Collaboration Tools

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Collaboration is and always has been a central factor for project success. In times of international projects and virtual team environments collaboration is more important than ever. Technology can help overcome geographical boundaries to active collaboration. Indeed, technology has become an enabler of communication and collaboration. And yet collaboration is not about technology. It is about people and human interactions.
Technology can enable, facilitate and promote collaboration. Provided we are aware of the limitations and possible pitfalls of collaboration tools. This presentation identifies possible pitfalls. And it lays out a roadmap how to overcome them and successfully utilize collaboration tools - without becoming slaves of our own collaboration tools.

Presentation held at the PMI Global Congress EMEA on May 9, 2011 in Dublin, Ireland

All rights reserved by Thomas Juli, 2011. www.thomasjuli.com, www.thomasjuli.wordpress.com

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The Good and Evil of Collaboration Tools

  1. 1. The Good and Evil of Collaboration Tools<br />Session # PMT02<br />Dr. Thomas Juli, PMP®, CSM®<br />Thomas Juli Empowerment Partners<br />Picture © Gerd Altmann | Pixelio.de<br />
  2. 2. The Good and Evil of Collaboration Tools<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  3. 3. The Good and Evil of Collaboration Tools<br />Picture © Rike | Pixelio.de<br />
  4. 4. The Good and Evil of Collaboration Tools<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  5. 5. We all knowaboutcollaborationtools, don‘twe?<br />The Good and Evil of Collaboration Tools<br />
  6. 6. Today‘s Projects‘ Playgrounds … <br />Picture © Manfred Schimmel | Pixelio.de<br />
  7. 7. Havebecomebigger<br />Picture retrieved from http://tinyurl.com/2794mug<br />
  8. 8. … verybig<br />Picture retrieved from http://tinyurl.com/2evsx78 <br />
  9. 9. Ithasbecomecommonto talk about international projects<br />Picture © Rainer Sturm | Pixelio.de<br />
  10. 10. Teams aredistributed all overtheworld<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  11. 11. Onevirtualworld<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  12. 12. No end in sight<br />Picture © Helmut-J.-Salzer | Pixelio.de<br />
  13. 13. @<br />The Evolution of Collaboration Tools<br />
  14. 14. CollaborationPlatforms<br />
  15. 15. Social Media<br />Picture retrieved from http://tinyurl.com/2vugp9t<br />
  16. 16. Picture © M.E. | Pixelio.de<br />
  17. 17. The desiretoshareinformation<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  18. 18. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  19. 19. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  20. 20. A Fool with a Tool is still a Fool<br />Picture © Margot Kessler | Pixelio.de<br />
  21. 21. Technology hasincreasedproductivity<br />A Fool with a Tool is still a Fool<br />The use of technologyhasbecome a comparativeadvantagetothosecompanieswhichknowhowtoutilize it. <br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  22. 22. Technolgyhelps<br /><ul><li>Reduceendlessmeetings
  23. 23. Reduce time betweenmessagessent
  24. 24. Shortentransition time
  25. 25. Make Information easilyavailable
  26. 26. Allow Universal learning (e.g. WIKI‘s)</li></ul>Picture © ThorbenWengert | Pixelio.de<br />
  27. 27. ThisisGood News<br />Picture © wrw | Pixelio.de<br />
  28. 28. Really?<br />
  29. 29. Downsides of Instant Communication<br />Picture retrieved from http://tinyurl.com/3ykoxty<br />
  30. 30. A scarythought?<br />Picture © Dieter Schütz | Pixelio.de<br />
  31. 31. Havewebecomefools of ourowntools?<br />Picture retrieved from http://tinyurl.com/36xtnmr<br />
  32. 32. Using a collaborationtooldoesnotautomaticallymeanthatyouarecollaboratingeffectively!<br />The Good and Evil of Collaboration Tools<br />A Quick Sanity Check<br />
  33. 33. A Fool with a Tool is still a Fool<br />Collaborationis NOT abouttechnology<br />Picture © Margot Kessler | Pixelio.de<br />
  34. 34. CollaborationisaboutPEOPLE<br />=> Understand thefoundation and criticalsuccessfactorsforeffectivecollaboration=> Live and nurturecollaboration in yourdaily project life<br />Picture © Stephanie Hofschlager | Pixelio.de<br />
  35. 35. Picture © Thommy Weiss| Pixelio.de<br />
  36. 36. 1<br />Critical successfactorsforeffectivecollaboration<br />Picture © Peter-Kirchhoff | Pixelio.de<br />
  37. 37. Possiblepitfalls of collaborationtools<br />2<br />Picture retrieved from http://tinyurl.com/329prby<br />
  38. 38. Roadmapfor a successfulintroductionand use of collaborationtools<br />3<br />Picture retrieved from http://tinyurl.com/437zeos<br />
  39. 39. 1. Critical SuccessFactorsforEffectiveCollaboration<br />Picture © Peter-Kirchhoff | Pixelio.de<br />
  40. 40. Picture © Markus Wegner | Pixelio.de<br />
  41. 41. “Players win games, teams win championships.”<br />Bill Taylor<br />
  42. 42. The Power of Team Synergy<br />Picture © Peter Draschan / Pixelio.de<br />
  43. 43. Shared Values<br />Picture © Stephanie Hofschlaeger / Pixelio.de<br />
  44. 44. EffectiveCollaborationRequiresDiscipline<br />Picture retrieved from http://tinyurl.com/36qr5oj<br />
  45. 45. KISS. Keep It Simple Stupid<br />
  46. 46. ResultsDriven<br />
  47. 47. 2. PossiblePitfalls of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/329prby<br />
  48. 48. Lack of Insightsof criticalsuccessfactorsforeffectivecollaboration<br />Team work and synergy<br />Discipline<br />Sharedvalues<br />KISS<br />Results-driven<br />Picture retrieved from http://tinyurl.com/3agftw5<br />
  49. 49.
  50. 50. Lack of Executive Support<br />Picture © Ernst Rose / Pixelio.de<br />
  51. 51. Individual Opposition<br />Picture © A.Dreher / Pixelio.de<br />
  52. 52. ForcedOntoThem<br />Picture © A. Dreher | Pixelio.de<br />
  53. 53. Overwhelmed<br />Picture © Henrik G. Vogel / Pixelio.de<br />
  54. 54. Not Willingto Try Anything New<br />Picture © Gerd Pfaff | Pixelio.de<br />
  55. 55. Opposition to Project Transparency<br />Picture retrieved from http://tinyurl.com/345kupn<br />
  56. 56. The Good and Evil of Collaboration Tools<br />Picture © Dieter Schütz| Pixelio.de<br />
  57. 57. Tools Out-of-Date<br />Picture © Rebalu | Pixelio.de<br />
  58. 58. Picture © Rike | Pixelio.de<br />
  59. 59. Over-engineered<br />Picture © Rike | Pixelio.de<br />
  60. 60. Tool ≠ Tool ≠ Tool<br />≠<br />≠<br />Picture retrieved from http://tinyurl.com/ye6lbwr<br />
  61. 61. YourCollaboration Tools<br />Picture © Thommy Weiss| Pixelio.de<br />
  62. 62. BecomeToo Central<br />Picture © Thommy Weiss| Pixelio.de<br />
  63. 63. Way Too Central<br />Picture © marctwo | Pixelio.de<br />
  64. 64. Collaboration Dies<br />And You Are a Fool withTools<br />Picture retrieved from http://tinyurl.com/3xp7lmw<br />
  65. 65. 3. RoadmapFor a SuccessfulIntroduction and Use of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/437zeos<br />
  66. 66. 4 StepstoIntroduce & UseCollaboration Tool(s) - Successfully<br />
  67. 67. Step 1: AssesstheCollaborationRequirements<br />Picture © plumbe | Pixelio.de<br />
  68. 68. Every successful project hastohavea cleardirectionand serve a clearpurpose<br />The Good and Evil of Collaboration Tools<br />and so doescollaboration<br />as well ascollaborationtools<br />
  69. 69. Understand Your Situation<br />Pastprojects:<br /><ul><li>Whatdrovecollaboration?
  70. 70. Impedimentstocollaboration? Howweretheyovercome?
  71. 71. Examples of ineffectivecollaboration?</li></ul>Present project:<br /><ul><li>Nature?
  72. 72. Duration?
  73. 73. Players?
  74. 74. Location?
  75. 75. Collocatedorvirtualteam(s)?</li></li></ul><li>Whatkind of collaboration do youreallyneed?<br />The Good and Evil of Collaboration Tools<br />
  76. 76. Different Project Roles Need Different Tools<br />Picture: Manyika, J., Sprague, K., & Yee, L. (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital. Retrieved from http://tinyurl.com/yffzk4r<br />
  77. 77. CollaborationTypes and Tools: Manager<br />
  78. 78. Whatkind of collaboration do youvalue?<br />The Good and Evil of Collaboration Tools<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  79. 79. Beware of CollaborationInefficiencies<br />Picture © Gottfried Huemer | Pixelio.de<br />
  80. 80. The Good and Evil of Collaboration Tools<br />andCollaboration Blockades<br />Picture © ThorbenWengert | Pixelio.de<br />
  81. 81. CollaborationInefficiencies and Blockades<br />DivergenceWastedeffort due tomismatch of goalsorpolitics<br />MisunderstandingDisconnect in understanding<br />InterpretingTime spentinterpretingcommunicationorartifacts<br />SearchingTime spentsearchingforinformation, relationships<br />TranslationTime spent conforming objects to new outputs<br />WaitingDelays due to reviews, approvals, and bottlenecks<br />MisapplicationIncorrect use of methods and techniques<br />Source: Manyika et al (2009). Usingtechnologytoimproveworkforcecollaboration. WhatMatters McKinsey Digital<br />
  82. 82. The Good and Evil of Collaboration Tools<br />Whatkind of collaborationtools …<br />Picture © Rike | Pixelio.de<br />
  83. 83. The Good and Evil of Collaboration Tools<br />... helpovercomecollaborationinefficiences and blockades and helpenablethecolloborationyouvalue?<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  84. 84. Step 2: Select theRight Tools – WithYour Team<br />Picture © Rainer Sturm | Pixelio.de<br />
  85. 85. KnowEffective Communication Forms<br />Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.<br />
  86. 86. KnowEffective Communication Forms<br />Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.<br />
  87. 87. KnowEffective Communication Forms<br />Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.<br />
  88. 88. KnowEffective Communication Forms<br />Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.<br />
  89. 89. Build an Assessment Matrix<br />
  90. 90. Build an Assessment Matrix<br />
  91. 91. Build an Assessment Matrix<br />
  92. 92. Support<br />Support<br />Secure Necessary Executive Support<br />Picture © Rainer Sturm | Pixelio.de<br />
  93. 93. Step 3:KnowHowtoUsethe Tool(s)<br />2<br />3<br />1<br />Picture © Rainer Sturm | Pixelio.de<br />
  94. 94. The Good and Evil of Collaboration Tools<br />Picture © Monika Tukcu | Pixelio.de<br />
  95. 95. Invest in Necessary Training<br />Picture © M. Großmann | Pixelio.de<br />
  96. 96. Step 4: Keep the Tool(s) AlignedWiththe Project Purpose<br />Picture retrieved from http://tinyurl.com/3ax8tm6<br />
  97. 97. CollaborationHastoBeResults-Driven<br />Picture retrieved from http://tinyurl.com/37onqsv<br />
  98. 98. Environments Change – So Do CollaborationRequirements<br />Picture © Birgit H | Pixelio.de<br />
  99. 99. Adapt and Keep Eyes on Goals<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  100. 100. IfNecessary, Break Resistance<br />Picture © berwis | Pixelio.de<br />
  101. 101. NurtureCollaboration<br />Picture © berwis | Pixelio.de<br />
  102. 102. Conclusion<br />
  103. 103. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  104. 104. Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  105. 105. Technology CanFacilitateCollaboration<br />A Fool with a Tool is still a Fool<br />Picture © Margot Kessler | Pixelio.de<br />
  106. 106. A Fool with a Tool is still a Fool<br />Collaboration Is NotAbout Technology<br />Picture © Margot Kessler | Pixelio.de<br />
  107. 107. Collaboration Is AboutPeople<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  108. 108. NurtureCollaboration<br />Picture © Peter Kirchhoff | Pixelio.de<br />
  109. 109. Know and AvoidPossiblePitfalls of Introducing and UtilizingCollaboration Tools<br />Picture retrieved from http://tinyurl.com/329prby<br />
  110. 110. 4 StepstoIntroduce & UseCollaboration Tool(s)- Successfully<br />
  111. 111. The Good and Evil of Collaboration Tools<br />
  112. 112. Tool = Tool = Tool<br />=<br />=<br />Picture retrieved from http://tinyurl.com/ye6lbwr<br />
  113. 113. The Good and Evil of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/3qmbzjv<br />
  114. 114. The Good and Evil of Collaboration Tools<br />Picture © Gerd Altmann | Pixelio.de<br />
  115. 115. Suggested Reading and Websites withCollaboration Tools<br />http://bit.ly/krtCXkhttp://bit.ly/eKDKUJ<br />fredericmartin<br />http://www.elizabeth-harrin.com/sm4pm/<br />
  116. 116. Web: www.ThomasJuli.comwww.TheProjectLeadershipPyramid.net<br /> Blog: www.thomasjuli.wordpress.com<br /> Email: tj@thomasjuli.com <br /> Twitter: thomasjuli<br />Facebook: thomas.juli<br /> YouTube:mindjettjep<br /> LinkedIn<br /> Xing<br /> Phone: +49 (0)15 15 16 333 22<br />© 2011 by Thomas Juli<br />107<br />Thomas Juli, Ph.D., PMP®, CSM® Managing Director, Thomas Juli Empowerment Partners<br />

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