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ca Intellicenter 
Enabling Change Across a 
Global, Virtual Organization 
Chris Shortall, Polycom 
ICX01S #CAWorld 
Chris Craig-Jones, Digital Celerity
2 
Speakers 
Chris is a Program Director in Polycom’s Business 
Operations and Organizational Effectiveness Group, having 
been with Polycom for 3.5 years. His focus is on leading 
transformational projects across Polycom’s Development 
organization, including PMO, Engineering, Product 
Management and finance. He is a PMP and PMI-ACP. 
Chris 
Shortall 
Polycom 
Program Director, 
Business Operations 
and Organizational 
Effectiveness
3 
Speakers 
Chris is a highly accomplished Engagement Manager and 
Architect in Digital Celerity's PPM & Governance Practice 
and is responsible for the PPM maturity assessments, 
road-mapping and effective delivery and support of 
solutions to meet customer business and architectural 
needs. He is a PMP and CSM. 
Chris 
Craig-Jones 
Digital Celerity 
Engagement Manager
4 
Agenda 
POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS 
THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL 
SUMMARY AND KEY POINTS 
WHAT IS GLOBAL, REMOTE, ORGANIZATION CHANGE? 
ORGANIZATION CHANGE MANAGEMENT–HOW WE CHANGED THE WORLD 
RECOMMENDATIONS 
1 
2 
3 
4 
5 
6
5 
Polycom–The Company 
 Polycom helps organizations unleash the power of human collaboration. More 
than 415,000 companies and institutions worldwide defy distance with secure 
video, voice and content solutions from Polycom to increase productivity, speed 
time to market, provide better customer service, expand education and save lives. 
 With product development teams in 10+ locations around the globe, Polycom 
relies heavily on its own collaboration products for communication between 
teams, with a strong culture of utilizing video and content technologies. 
POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS
6 
Polycom® RealPresence® Video Solutions 
Polycom: Voice, Video, and Content Solutions 
Core Networking & Security 
VIDEO SOCIAL 
COLLABORATION 
IM/PRESENCE WEB MOBILITY 
CONFERENCING 
CALL CONTROL BUSINESS 
APPS 
RealPresence® CloudAXIS™ Suite 
RealPresence APIs 
Polycom® RealPresence® Platform 
Video Content 
Management 
Firewall Traversal 
and Security 
Virtualization 
Management 
Video Resource 
Management 
Universal 
Video Collaboration 
On the Go Home Office Work Office Conference Room Immersive Theater
7 
Polycom–The Project 
 Polycom was looking for a tool to help enable: 
– Budget and expense management 
– Resource management 
– Program work/task management 
 Waterfall and Agile methodologies 
– Reporting and dashboards 
 Tool implementation and utilization included a cross-functional team 
across various departments and locations. 
THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL
8 
What is Global, Remote, Organization Change? 
 “Change management is a comprehensive, cyclic and structured approach 
to transitioning individuals, groups and organizations from a current state 
to a future state with intended business benefits” 
 “It helps integration and alignment of people, processes, structures, 
culture and strategy” 
CHANGE MANAGEMENT–AN INDUSTRY-STANDARD DEFINITION 
Defined by the PMI in: Managing Change in Organizations: A Practice Guide
9 
Organization Change Management (OCM) 
COMMUNICATION IS THE KEY 
Situation Solution/Actions 
Multiple countries and time 
zones 
Create and agree a formal communication plan (reporting, core 
and review team call). 
Differing skills and focus 
Provide SPTs and run briefing and demonstration sessions 
before starting. 
No common understanding 
Conduct maturity assessment of PPM adoption based on 
PMBOK processes, questionnaires, reviews.
10 
Requirements gathering teams 
 Needs global core team to define functionality/capabilities requirements (single 
functionality/capability focus) 
 Each country needs a review team across all functionality/capability 
Requirements gathering sessions 
 Needs video conferencing and strong technology support 
 Flexible schedule across countries with repeat sessions 
 Record and share all sessions 
 Consolidated requirements from the core team are reviewed and approved by the 
review team(s) 
GLOBAL, REMOTE WORKSHOPS NEED STRONG TECHNOLOGY 
Organization Change Management (OCM)
11 
RealPresence® 
Desktop 
Software for PCs 
and Macs 
RealPresence® 
Mobile 
Software for Tablets and 
Smartphones 
Microsoft® Lync® 
Portfolio 
From the Desktop to the 
Conference Room 
RealPresence® 
Group Series 
Small/Huddle, Mid-Size, 
Large Rooms 
VIDEO COLLABORATION FOR ANY ENVIRONMENT 
Organization Change Management (OCM)
12 
Organization Change Management (OCM) 
When Words Will Not Work Use Pictures And Prototypes. 
Situation Solution/Actions 
Different languages 
Be pictorial where possible due to differing languages, mix of 
pictures and demonstrations. 
Prototyping 
Use iterative prototyping of configuration to firm up designs and 
common understanding. 
Schedules 
Allow for extended and flexible schedules due to multiple 
reviews within multiple countries, including overnight sessions.
13 
WHEN WORDS WILL NOT WORK USE PICTURES & PROTOTYPES 
Organization Change Management (OCM)
14 
 Testing used as briefings for mentors (core and review teams) 
 Needs agreed test plans, cases, report(s) and cycles 
 Involves both core and review teams 
 Core teams test, review teams check test results and provide governance 
 Takes a long time, be prepared to reconfigure and retest 
TESTING IS A LEARNING EXPERIENCE WITH A FORMAL CADENCE 
Organization Change Management (OCM)
15 
 Rollout of CA Project & Portfolio Management (CA PPM) functionality was done 
with teams in Waves, rather than all at once across all development teams. 
– Aimed to not overwhelm product development 
– Enabled focus/training for specific teams 
– Allowed for more efficient oversight of migration to new tool 
 Waves were grouped across locations and product teams based on current 
status of the product program 
GLOBAL DEPLOYMENT NEEDS MULTIPLE WAVES 
Organization Change Management (OCM)
16 
Results 
The implementation and rollout of CA PPM has driven: 
– Improved tracking of Polycom development work 
– Standardized program management processes 
– Improved and readily accessible reporting/dashboards 
– Major change efforts within Polycom 
– CA PPM as The Single Source of the Truth
17 
Recommendations 
 Communication is the key. 
 Global, remote workshops need strong and reliable technology. 
 When words will not work use pictures and prototypes. 
 Testing is a learning experience with a formal cadence. 
 Global deployments need multiple waves. 
 Be prepared to repeatedly teach/facilitate similar content. 
WHEN PLANNING GLOBAL ORGANIZATIONAL CHANGE, REMEMBER...
18 
For More Information 
To learn more about Management Cloud, 
please visit: 
http://bit.ly/1wEnPhz 
Insert appropriate screenshot and text overlay 
from following “More Info Graphics” slide here; 
ensure it links to correct page 
Management Cloud
19 
For Informational Purposes Only 
This presentation provided at CA World 2014 is intended for information purposes only and does not form any type of warranty. 
Content provided in this presentation has not been reviewed for accuracy and is based on information provided by CA Partners 
and Customers. 
Terms of this Presentation

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Enabling Change Across a Global, Virtual Organization

  • 1. ca Intellicenter Enabling Change Across a Global, Virtual Organization Chris Shortall, Polycom ICX01S #CAWorld Chris Craig-Jones, Digital Celerity
  • 2. 2 Speakers Chris is a Program Director in Polycom’s Business Operations and Organizational Effectiveness Group, having been with Polycom for 3.5 years. His focus is on leading transformational projects across Polycom’s Development organization, including PMO, Engineering, Product Management and finance. He is a PMP and PMI-ACP. Chris Shortall Polycom Program Director, Business Operations and Organizational Effectiveness
  • 3. 3 Speakers Chris is a highly accomplished Engagement Manager and Architect in Digital Celerity's PPM & Governance Practice and is responsible for the PPM maturity assessments, road-mapping and effective delivery and support of solutions to meet customer business and architectural needs. He is a PMP and CSM. Chris Craig-Jones Digital Celerity Engagement Manager
  • 4. 4 Agenda POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL SUMMARY AND KEY POINTS WHAT IS GLOBAL, REMOTE, ORGANIZATION CHANGE? ORGANIZATION CHANGE MANAGEMENT–HOW WE CHANGED THE WORLD RECOMMENDATIONS 1 2 3 4 5 6
  • 5. 5 Polycom–The Company  Polycom helps organizations unleash the power of human collaboration. More than 415,000 companies and institutions worldwide defy distance with secure video, voice and content solutions from Polycom to increase productivity, speed time to market, provide better customer service, expand education and save lives.  With product development teams in 10+ locations around the globe, Polycom relies heavily on its own collaboration products for communication between teams, with a strong culture of utilizing video and content technologies. POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS
  • 6. 6 Polycom® RealPresence® Video Solutions Polycom: Voice, Video, and Content Solutions Core Networking & Security VIDEO SOCIAL COLLABORATION IM/PRESENCE WEB MOBILITY CONFERENCING CALL CONTROL BUSINESS APPS RealPresence® CloudAXIS™ Suite RealPresence APIs Polycom® RealPresence® Platform Video Content Management Firewall Traversal and Security Virtualization Management Video Resource Management Universal Video Collaboration On the Go Home Office Work Office Conference Room Immersive Theater
  • 7. 7 Polycom–The Project  Polycom was looking for a tool to help enable: – Budget and expense management – Resource management – Program work/task management  Waterfall and Agile methodologies – Reporting and dashboards  Tool implementation and utilization included a cross-functional team across various departments and locations. THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL
  • 8. 8 What is Global, Remote, Organization Change?  “Change management is a comprehensive, cyclic and structured approach to transitioning individuals, groups and organizations from a current state to a future state with intended business benefits”  “It helps integration and alignment of people, processes, structures, culture and strategy” CHANGE MANAGEMENT–AN INDUSTRY-STANDARD DEFINITION Defined by the PMI in: Managing Change in Organizations: A Practice Guide
  • 9. 9 Organization Change Management (OCM) COMMUNICATION IS THE KEY Situation Solution/Actions Multiple countries and time zones Create and agree a formal communication plan (reporting, core and review team call). Differing skills and focus Provide SPTs and run briefing and demonstration sessions before starting. No common understanding Conduct maturity assessment of PPM adoption based on PMBOK processes, questionnaires, reviews.
  • 10. 10 Requirements gathering teams  Needs global core team to define functionality/capabilities requirements (single functionality/capability focus)  Each country needs a review team across all functionality/capability Requirements gathering sessions  Needs video conferencing and strong technology support  Flexible schedule across countries with repeat sessions  Record and share all sessions  Consolidated requirements from the core team are reviewed and approved by the review team(s) GLOBAL, REMOTE WORKSHOPS NEED STRONG TECHNOLOGY Organization Change Management (OCM)
  • 11. 11 RealPresence® Desktop Software for PCs and Macs RealPresence® Mobile Software for Tablets and Smartphones Microsoft® Lync® Portfolio From the Desktop to the Conference Room RealPresence® Group Series Small/Huddle, Mid-Size, Large Rooms VIDEO COLLABORATION FOR ANY ENVIRONMENT Organization Change Management (OCM)
  • 12. 12 Organization Change Management (OCM) When Words Will Not Work Use Pictures And Prototypes. Situation Solution/Actions Different languages Be pictorial where possible due to differing languages, mix of pictures and demonstrations. Prototyping Use iterative prototyping of configuration to firm up designs and common understanding. Schedules Allow for extended and flexible schedules due to multiple reviews within multiple countries, including overnight sessions.
  • 13. 13 WHEN WORDS WILL NOT WORK USE PICTURES & PROTOTYPES Organization Change Management (OCM)
  • 14. 14  Testing used as briefings for mentors (core and review teams)  Needs agreed test plans, cases, report(s) and cycles  Involves both core and review teams  Core teams test, review teams check test results and provide governance  Takes a long time, be prepared to reconfigure and retest TESTING IS A LEARNING EXPERIENCE WITH A FORMAL CADENCE Organization Change Management (OCM)
  • 15. 15  Rollout of CA Project & Portfolio Management (CA PPM) functionality was done with teams in Waves, rather than all at once across all development teams. – Aimed to not overwhelm product development – Enabled focus/training for specific teams – Allowed for more efficient oversight of migration to new tool  Waves were grouped across locations and product teams based on current status of the product program GLOBAL DEPLOYMENT NEEDS MULTIPLE WAVES Organization Change Management (OCM)
  • 16. 16 Results The implementation and rollout of CA PPM has driven: – Improved tracking of Polycom development work – Standardized program management processes – Improved and readily accessible reporting/dashboards – Major change efforts within Polycom – CA PPM as The Single Source of the Truth
  • 17. 17 Recommendations  Communication is the key.  Global, remote workshops need strong and reliable technology.  When words will not work use pictures and prototypes.  Testing is a learning experience with a formal cadence.  Global deployments need multiple waves.  Be prepared to repeatedly teach/facilitate similar content. WHEN PLANNING GLOBAL ORGANIZATIONAL CHANGE, REMEMBER...
  • 18. 18 For More Information To learn more about Management Cloud, please visit: http://bit.ly/1wEnPhz Insert appropriate screenshot and text overlay from following “More Info Graphics” slide here; ensure it links to correct page Management Cloud
  • 19. 19 For Informational Purposes Only This presentation provided at CA World 2014 is intended for information purposes only and does not form any type of warranty. Content provided in this presentation has not been reviewed for accuracy and is based on information provided by CA Partners and Customers. Terms of this Presentation