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Trying to implement enterprise collaboration

Trying to implement enterprise collaboration



This is the presentation that I will be giving at the LIFT conference during the Open Stage.

This is the presentation that I will be giving at the LIFT conference during the Open Stage.



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  • exceptional demonstration..convinced me to have a hardlook at my company model..great
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Trying to implement enterprise collaboration Trying to implement enterprise collaboration Presentation Transcript

  • Trying to implement enterprise collaboration? Challenges and lessons learned
        • Stephane Cheikh
  • In this short presentation
    • Define enterprise collaboration
    • Validate the need for enterprise collaboration
    • Scan the available tools on the market
    • Glance at the basics features & functionalities
    • Once you have selected a tool
      • Recommended steps to follow
      • Discuss the issues faced
      • Review key lessons learned
  • About SITA
    • SITA is the world's leading service provider of IT business solutions and communications services to the air transport industry.
    About myself
    • Project management, KM, Collaboration
    • Web 2.0 concept applied to the enterprise
  • Define enterprise collaboration
    • Collaboration fulfill two key functions:
      • Allowing teams to share and synchronize information at any time, irrespective of location;
      • Enabling the creation of electronic workspaces so that groups can work together in real time.
    • Collaboration is a process and the tools need to be geared towards supporting this process.
    • Main enterprise collaboration tools:
      • Enterprise blogs & Wiki
  • Why Enterprise Collaboration?
    • Today we try to collaborate:
      • Face to face, phone: unsaved, one2one / one2many
      • E-mail: unstructured, personal, difficult to search
      • IM / Web Conferencing: one2one, unsaved
      • Intranet: one2many, simplex
      • Databases: very structured, simplex
      • Files: no context, no collaboration
    • Information is kept on individual desktops or on access limited mailboxes, databases
    • Over usage of email and attachments
    • Document management feature not available
  • Expected benefits
    • Foster cross-department interactions and encourage employee participation
    • Increase visibility on projects and initiatives
    • Better collect experiences on customers and market
    • Better identify expertise
    • Better capture knowledge (integrate KM strategy and methodology)
    • Improve communication in general
    • Better identify and promote commitment and initiatives
    • Better identify and collaborate on internal issues
    • Create a corporate culture of dialogue
  • Tools available on the market
    • List of enterprise collaboration tools (Wikipedia)
  • Basics features & functionalities
    • Organization, Permission and Views
      • Front Page & Project Pages
      • Category Labels/Keywords
      • Calendar Navigation
      • Access Control and Security
      • Dynamic, Permission Filtered Views
      • Dynamic, Permission Filtered Search
    • Content Creation and Management
      • Publishing, Editing & Linking
      • WebDAV Attachments & Project Share Folders
      • Comments and Threaded Discussions
      • Email Reply
      • Audit Trails
      • Presence Awareness
  • Basics features & functionalities
    • Content Distribution and Export
      • Automated Email Summary Digest
      • Trackback
      • Dynamic RSS and Atom Feeds
      • Printing
      • Export to Word or PDF
    • Authentication, Interoperability and Security
      • Authentication & Interoperability
      • Security
      • Interfaces and Skins - Options and Customization
      • Custom Displays and Views
      • Language, Localization and Time Zone Support
      • DMZ Availability
  • Tool selection
    • Engage with a small team keen on collaboration and web savvy
    • Document their need and requirements
    • Choose 2 products/solutions that will come close to answer the need and requirements – simple is key
    • Give a demo of both tools, with its features & functionalities
    • Let the team use both systems for a couple of weeks and reconvene for feedback sessions
    • Decide on 1 product/solution
  • IT or not IT
    • One of the first question you will have to answer:
      • Can this solution be hosted externally? (ASP mode)
      • Or it has to be on an internal server?
    • Second question that should be your first one:
      • Do I have to involve the IT department in this initiative?
      • Or I can just buy licenses and start using a specific product?
    • If IT is involved:
      • Delays and complexity
      • Solution not meeting user requirements
      • Deployment issues
      • No moderation
  • Initial steps
    • Engage with a small team (keen on collaboration and web savvy)
    • Understand their pain points around sharing information
    • Identify at least one main key document/process important for their work
    • Map out the behaviour, sharing patern and flows with this key document/process
    • Promote a member of this team as the owner, driver, moderator (reward)
  • Example - Regional Marketing
    • Met with the head of regional marketing and some members of its very geographically dispersed team
    • Identified that the Monthly Event Report was a key document for the whole team
    • Mapped out the behaviour around this Monthly Event Report
    • Re-created the Monthly Event Report on the enterprise collaboration tool
    • Results were an easy to use and update series of web page (using blogs & wiki concept)
  • Monthly Event Report
  • From email to collaboration
  • From email to collaboration
  • Other examples
    • Marketing Communications
    • Professional Services (Consulting)
      • Expertise locator
  • Lessons learned
    • Before implementation:
      • Start small – with a web savvy group
      • During product demo - custumize your presentation to their needs with expected benefits (what’s in it for me)
      • Use real life example – diagrams, scenarios…
    • Once started:
      • Train your users approprietly
      • Train them again 2 weeks after start
      • When you train, use the live tool with real documents
      • Need a lot of hand holding, do not hesitate to start publishing on their behalf, for uptake
  • Lessons learned
    • Keep your tool simple
      • Blog to post and comment on articles
      • Wiki to collaborate/modify a document/text
    • Be there the first 4 to 6 weeks to moderate, entertain, maintain…
    • Make sure that the team’s manager is using the tool and lead by example
    • Once it picked up – continue to work with users on moving to the tool other types of process for more collaboration
  • Overall
    • Close to a full time job
    • Not technology – but human behavior project
    • Uptake is slow
    • You will need the following traits:
      • Patience
      • Hand holding
      • Lobbying
      • Politics
      • Psycology
    • Blog available: http://enterprisecollab.wordpress.com
    • The end, any questions?