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Trying to implement enterprise collaboration


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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.

Published in: Business, Technology

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  • exceptional demonstration..convinced me to have a hardlook at my company model..great
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  • Transcript

    • 1. Trying to implement enterprise collaboration? Challenges and lessons learned
          • Stephane Cheikh
    • 2. 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
    • 3. 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
    • 4. 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
    • 5. 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
    • 6. 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
    • 7. Tools available on the market
      • List of enterprise collaboration tools (Wikipedia)
    • 8. 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
    • 9. 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
    • 10. 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
    • 11. 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
    • 12. 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)
    • 13. 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)
    • 14. Monthly Event Report
    • 15. From email to collaboration
    • 16. From email to collaboration
    • 17. Other examples
      • Marketing Communications
      • Professional Services (Consulting)
        • Expertise locator
    • 18. 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
    • 19. 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
    • 20. 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
    • 21.
      • Blog available:
      • The end, any questions?