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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 ...

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 The Good and Evil of Collaboration Tools Presentation Transcript

  • The Good and Evil of Collaboration Tools
    Session # PMT02
    Dr. Thomas Juli, PMP®, CSM®
    Thomas Juli Empowerment Partners
    Picture © Gerd Altmann | Pixelio.de
  • The Good and Evil of Collaboration Tools
    Picture © Stephanie Hofschläger | Pixelio.de
  • The Good and Evil of Collaboration Tools
    Picture © Rike | Pixelio.de
  • The Good and Evil of Collaboration Tools
    Picture © Stephanie Hofschläger | Pixelio.de
  • We all knowaboutcollaborationtools, don‘twe?
    The Good and Evil of Collaboration Tools
  • Today‘s Projects‘ Playgrounds …
    Picture © Manfred Schimmel | Pixelio.de
  • Havebecomebigger
    Picture retrieved from http://tinyurl.com/2794mug
  • … verybig
    Picture retrieved from http://tinyurl.com/2evsx78
  • Ithasbecomecommonto talk about international projects
    Picture © Rainer Sturm | Pixelio.de
  • Teams aredistributed all overtheworld
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • Onevirtualworld
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • No end in sight
    Picture © Helmut-J.-Salzer | Pixelio.de
  • @
    The Evolution of Collaboration Tools
  • CollaborationPlatforms
  • Social Media
    Picture retrieved from http://tinyurl.com/2vugp9t
  • Picture © M.E. | Pixelio.de
  • The desiretoshareinformation
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • A Fool with a Tool is still a Fool
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • A Fool with a Tool is still a Fool
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • A Fool with a Tool is still a Fool
    Picture © Margot Kessler | Pixelio.de
  • Technology hasincreasedproductivity
    A Fool with a Tool is still a Fool
    The use of technologyhasbecome a comparativeadvantagetothosecompanieswhichknowhowtoutilize it.
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • Technolgyhelps
    • Reduceendlessmeetings
    • Reduce time betweenmessagessent
    • Shortentransition time
    • Make Information easilyavailable
    • Allow Universal learning (e.g. WIKI‘s)
    Picture © ThorbenWengert | Pixelio.de
  • ThisisGood News
    Picture © wrw | Pixelio.de
  • Really?
  • Downsides of Instant Communication
    Picture retrieved from http://tinyurl.com/3ykoxty
  • A scarythought?
    Picture © Dieter Schütz | Pixelio.de
  • Havewebecomefools of ourowntools?
    Picture retrieved from http://tinyurl.com/36xtnmr
  • Using a collaborationtooldoesnotautomaticallymeanthatyouarecollaboratingeffectively!
    The Good and Evil of Collaboration Tools
    A Quick Sanity Check
  • A Fool with a Tool is still a Fool
    Collaborationis NOT abouttechnology
    Picture © Margot Kessler | Pixelio.de
  • CollaborationisaboutPEOPLE
    => Understand thefoundation and criticalsuccessfactorsforeffectivecollaboration=> Live and nurturecollaboration in yourdaily project life
    Picture © Stephanie Hofschlager | Pixelio.de
  • Picture © Thommy Weiss| Pixelio.de
  • 1
    Critical successfactorsforeffectivecollaboration
    Picture © Peter-Kirchhoff | Pixelio.de
  • Possiblepitfalls of collaborationtools
    2
    Picture retrieved from http://tinyurl.com/329prby
  • Roadmapfor a successfulintroductionand use of collaborationtools
    3
    Picture retrieved from http://tinyurl.com/437zeos
  • 1. Critical SuccessFactorsforEffectiveCollaboration
    Picture © Peter-Kirchhoff | Pixelio.de
  • Picture © Markus Wegner | Pixelio.de
  • “Players win games, teams win championships.”
    Bill Taylor
  • The Power of Team Synergy
    Picture © Peter Draschan / Pixelio.de
  • Shared Values
    Picture © Stephanie Hofschlaeger / Pixelio.de
  • EffectiveCollaborationRequiresDiscipline
    Picture retrieved from http://tinyurl.com/36qr5oj
  • KISS. Keep It Simple Stupid
  • ResultsDriven
  • 2. PossiblePitfalls of Collaboration Tools
    Picture retrieved from http://tinyurl.com/329prby
  • Lack of Insightsof criticalsuccessfactorsforeffectivecollaboration
    Team work and synergy
    Discipline
    Sharedvalues
    KISS
    Results-driven
    Picture retrieved from http://tinyurl.com/3agftw5
  • Lack of Executive Support
    Picture © Ernst Rose / Pixelio.de
  • Individual Opposition
    Picture © A.Dreher / Pixelio.de
  • ForcedOntoThem
    Picture © A. Dreher | Pixelio.de
  • Overwhelmed
    Picture © Henrik G. Vogel / Pixelio.de
  • Not Willingto Try Anything New
    Picture © Gerd Pfaff | Pixelio.de
  • Opposition to Project Transparency
    Picture retrieved from http://tinyurl.com/345kupn
  • The Good and Evil of Collaboration Tools
    Picture © Dieter Schütz| Pixelio.de
  • Tools Out-of-Date
    Picture © Rebalu | Pixelio.de
  • Picture © Rike | Pixelio.de
  • Over-engineered
    Picture © Rike | Pixelio.de
  • Tool ≠ Tool ≠ Tool


    Picture retrieved from http://tinyurl.com/ye6lbwr
  • YourCollaboration Tools
    Picture © Thommy Weiss| Pixelio.de
  • BecomeToo Central
    Picture © Thommy Weiss| Pixelio.de
  • Way Too Central
    Picture © marctwo | Pixelio.de
  • Collaboration Dies
    And You Are a Fool withTools
    Picture retrieved from http://tinyurl.com/3xp7lmw
  • 3. RoadmapFor a SuccessfulIntroduction and Use of Collaboration Tools
    Picture retrieved from http://tinyurl.com/437zeos
  • 4 StepstoIntroduce & UseCollaboration Tool(s) - Successfully
  • Step 1: AssesstheCollaborationRequirements
    Picture © plumbe | Pixelio.de
  • Every successful project hastohavea cleardirectionand serve a clearpurpose
    The Good and Evil of Collaboration Tools
    and so doescollaboration
    as well ascollaborationtools
  • Understand Your Situation
    Pastprojects:
    • Whatdrovecollaboration?
    • Impedimentstocollaboration? Howweretheyovercome?
    • Examples of ineffectivecollaboration?
    Present project:
    • Nature?
    • Duration?
    • Players?
    • Location?
    • Collocatedorvirtualteam(s)?
  • Whatkind of collaboration do youreallyneed?
    The Good and Evil of Collaboration Tools
  • Different Project Roles Need Different Tools
    Picture: Manyika, J., Sprague, K., & Yee, L. (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital. Retrieved from http://tinyurl.com/yffzk4r
  • CollaborationTypes and Tools: Manager
  • Whatkind of collaboration do youvalue?
    The Good and Evil of Collaboration Tools
    Picture © Stephanie Hofschläger | Pixelio.de
  • Beware of CollaborationInefficiencies
    Picture © Gottfried Huemer | Pixelio.de
  • The Good and Evil of Collaboration Tools
    andCollaboration Blockades
    Picture © ThorbenWengert | Pixelio.de
  • CollaborationInefficiencies and Blockades
    DivergenceWastedeffort due tomismatch of goalsorpolitics
    MisunderstandingDisconnect in understanding
    InterpretingTime spentinterpretingcommunicationorartifacts
    SearchingTime spentsearchingforinformation, relationships
    TranslationTime spent conforming objects to new outputs
    WaitingDelays due to reviews, approvals, and bottlenecks
    MisapplicationIncorrect use of methods and techniques
    Source: Manyika et al (2009). Usingtechnologytoimproveworkforcecollaboration. WhatMatters McKinsey Digital
  • The Good and Evil of Collaboration Tools
    Whatkind of collaborationtools …
    Picture © Rike | Pixelio.de
  • The Good and Evil of Collaboration Tools
    ... helpovercomecollaborationinefficiences and blockades and helpenablethecolloborationyouvalue?
    Picture © Stephanie Hofschläger | Pixelio.de
  • Step 2: Select theRight Tools – WithYour Team
    Picture © Rainer Sturm | Pixelio.de
  • KnowEffective Communication Forms
    Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.
  • KnowEffective Communication Forms
    Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.
  • KnowEffective Communication Forms
    Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.
  • KnowEffective Communication Forms
    Source: Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.
  • Build an Assessment Matrix
  • Build an Assessment Matrix
  • Build an Assessment Matrix
  • Support
    Support
    Secure Necessary Executive Support
    Picture © Rainer Sturm | Pixelio.de
  • Step 3:KnowHowtoUsethe Tool(s)
    2
    3
    1
    Picture © Rainer Sturm | Pixelio.de
  • The Good and Evil of Collaboration Tools
    Picture © Monika Tukcu | Pixelio.de
  • Invest in Necessary Training
    Picture © M. Großmann | Pixelio.de
  • Step 4: Keep the Tool(s) AlignedWiththe Project Purpose
    Picture retrieved from http://tinyurl.com/3ax8tm6
  • CollaborationHastoBeResults-Driven
    Picture retrieved from http://tinyurl.com/37onqsv
  • Environments Change – So Do CollaborationRequirements
    Picture © Birgit H | Pixelio.de
  • Adapt and Keep Eyes on Goals
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • IfNecessary, Break Resistance
    Picture © berwis | Pixelio.de
  • NurtureCollaboration
    Picture © berwis | Pixelio.de
  • Conclusion
  • A Fool with a Tool is still a Fool
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • Picture © Stephanie Hofschlaeger | Pixelio.de
  • Technology CanFacilitateCollaboration
    A Fool with a Tool is still a Fool
    Picture © Margot Kessler | Pixelio.de
  • A Fool with a Tool is still a Fool
    Collaboration Is NotAbout Technology
    Picture © Margot Kessler | Pixelio.de
  • Collaboration Is AboutPeople
    Picture © Stephanie Hofschlaeger | Pixelio.de
  • NurtureCollaboration
    Picture © Peter Kirchhoff | Pixelio.de
  • Know and AvoidPossiblePitfalls of Introducing and UtilizingCollaboration Tools
    Picture retrieved from http://tinyurl.com/329prby
  • 4 StepstoIntroduce & UseCollaboration Tool(s)- Successfully
  • The Good and Evil of Collaboration Tools
  • Tool = Tool = Tool
    =
    =
    Picture retrieved from http://tinyurl.com/ye6lbwr
  • The Good and Evil of Collaboration Tools
    Picture retrieved from http://tinyurl.com/3qmbzjv
  • The Good and Evil of Collaboration Tools
    Picture © Gerd Altmann | Pixelio.de
  • Suggested Reading and Websites withCollaboration Tools
    http://bit.ly/krtCXkhttp://bit.ly/eKDKUJ
    fredericmartin
    http://www.elizabeth-harrin.com/sm4pm/
  • Web: www.ThomasJuli.comwww.TheProjectLeadershipPyramid.net
    Blog: www.thomasjuli.wordpress.com
    Email: tj@thomasjuli.com
    Twitter: thomasjuli
    Facebook: thomas.juli
    YouTube:mindjettjep
    LinkedIn
    Xing
    Phone: +49 (0)15 15 16 333 22
    © 2011 by Thomas Juli
    107
    Thomas Juli, Ph.D., PMP®, CSM® Managing Director, Thomas Juli Empowerment Partners