Slideshow Transcript

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