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Use your IBM Collaboration tools smarter to make your work less stressful

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Feeling like you need more time in the week? Did not get your work plan fit your schedule? Is too much email bringing you down? Having to chase people to see if their tasks are done?
IBM has introduced some great features and tools such as Connections, Verse and Watson to make your life less stressful. Combine a mix of proven concepts from time management principles (David Allen, Stephen Covey), agile task and project management, and Cognitive Technology to help you stay on track, find what you need, and get things really done pro-actively.

Are you ready to see how smarter usage of your existing tools can help your employees to be fit for summer? Join this highly interactive session!

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Use your IBM Collaboration tools smarter to make your work less stressful

  1. 1. Fit for summer! Use your IBM Collaboration tools smarter to make your work less stressful Roland Driesen + Sasja Beerendonk | 22 May 2018 | SS Rotterdam © Copyright & proprietary Silverside B.V.
  2. 2. Who are we? Roland Driesen Director R&D Sasja Beerendonk Change consultant 2
  3. 3. Roland Driesen © Copyright & proprietary Silverside B.V. Roland Driesen Director R&D Roland Driesen is the founder of Silverside and Connecting Colours and works for both companies hands-on for approximately 120 different organisations throughout EMEA. With Silverside Roland has more than 20 years of experience in the Enterprise Collaboration market. He has worked as the Director of Learning & Development, since 2010, and advises global organisations and teams on new implementation strategies. He has consulted to large international organisations such as KPN Mobile, ING, SES, PON, BE Semiconductor, PANalytical and Apollo Vredestein. While his technical background remains in IBM and Microsoft products he has shifted his focus to Change Management. His passion is to combine technology with psychology, which created the PACE implementation methodology and the logic for the Collaborative Culture Assessment. 3
  4. 4. Sasja Beerendonk © Copyright & proprietary Silverside B.V. Sasja Beerendonk Change consultant “Work is expending effort on things we don't want to do. Passion is expending energy on things we love to do. The goal is to do no work.” – Simon Sinek I help to increase productivity of employees with the use of smart tools. Consulting clients on an adoption strategy for their collaboration platform. Some international, national, large and small clients Sasja worked with include SES, Omron, Saxion University, SKG, NN Group, Belastingdienst, Flanderijn, Attero. 4
  5. 5. Thank you for being late Me We Key © Copyright & proprietary Silverside B.V. What we’ll address 5
  6. 6. Thank you for being late © Copyright & proprietary Silverside B.V. Sasja Beerendonk Too many apps, not enough productivity 6
  7. 7. 7
  8. 8. Me-We-Key KEY WE ME 8 Key to the organisation Top-down information, requiring structure and governance E.g. Communication Portals, Q&A, Knowledge Centres, Complex projects Day-to-day collaboration in groups Bottom up, teams working amongst themselves, requiring agility E.g. daily operations, short-term projects Personal productivity 1:1 and ad-hoc collaboration
  9. 9. Me © Copyright & proprietary Silverside B.V. Roland Driesen 9
  10. 10. Eisenhower Stephen Covey David Allen & IBM Software ME = Personal Effectiveness 10
  11. 11. • > 150 emails per day • 30% of the time in the inbox • More channels coming up • Depressed feeling Feeling overwhelmed? 11
  12. 12. GTD Principle IS IT ACTIONABLE? WHAT IS MY NEXT ACTION? DO IT DIRECT TRASH EVER ARCHIVE PROJECT DELEGATE DEFER ON LIST WEGGOOIEN INPUT NO NO YES YES DOES IT TAKE LESS THEN 2 MINUTES? 12
  13. 13. Eisenhower Time Management Matrix Urgent Non Urgent ImportantNonImportant 13
  14. 14. Q1: Fire fighting Q2: Planned work Q3: Interruptions Q4: Time Wasters Urgent Non Urgent ImportantNonImportant Eisenhower Time Management Matrix 14
  15. 15. Schedule your big rocks first 15
  16. 16. 16
  17. 17. Be the best ... Project Manager Trainer Partner Friend Director 17
  18. 18. Rule your technoloy • Disable all notifications (pop-up, sounds, icons) • One place for your smartphone • Start fresh with an empty inbox • Invest time in your tooling • Limit channels 18
  19. 19. We © Copyright & proprietary Silverside B.V. Sasja Beerendonk Transform from an email culture to a more collaborative culture 19
  20. 20. Keep score of your email behaviour Total # / % emails recieved with attachments without attachments from internal (colleagues) from external with attachments without attachments forwarded sent to ≥ 2 or cc
  21. 21. Keep score of your email behaviour Total # / % emails sent with attachments without attachments to internal (colleagues) to external with attachments without attachments forwarded sent to ≥ 2 or cc
  22. 22. We • Stop doing The way we work now • Email and Fileshares practices • Start doing From ‘Send to’ to ‘Share with’ • Productivity scenarios • Community Model • Collaboration and Communication matrix • Smarter use of tools @ work • Work out loud / Share • Stay informed (notification settings, follow, activity feed) • Manage work and stay up-to-date of progress • Finding Expertise • Use cognitive to stay on track 22
  23. 23. Stop doing ‘The way we work now’ A lot of different apps require you to switch often. Email for conversation, discussion, information sharing, planning, file sharing. Fileshares for file sharing and co-authoring, planning, tasks. Laptop (D:) for personal files and access offline. Save renamed copies as versions. 23
  24. 24. Versioning nightmare Report.docx Report1.docx Report2.docx Report3.docx Report.docx Report_draft.docx Report_final.docx Reportfinalfinal.docx Report_201803.docx Report_201804.docx Report_201805.docx Report_201806.docx 24
  25. 25. Start doing ‘the way we work new’ Collaborate as a team: Choose the right app for when … Share and co-author files (versions) Have group conversations Have personal chats Do Audio / Video meetings Plan and organize work 25
  26. 26. From ‘Send to’ … Reports Report.docx Report_Ron.docx Report_22032018.docx 26
  27. 27. … to ‘Share with’ Reports Report.docx
  28. 28. Better collaboration & communication Share a file Files Messages around file collaboration Comments, Statusupdates or Conversation (WW) Share knowledge Wiki Share information, updates or opinions Statusupdates / Conversation Ask a question or feedback Forum / Ideation Blog Have a discussion Forum Share information to specific people within the group @mention people in feed or conversation (WW) Share notes, like meeting minutes Blog Plan and track progress Activity / Board Formal message Email Informal message Chat Private informal message Chat Urgent Talk Chat (with audio / video) 28
  29. 29. © Copyright & Proprietary Silverside B.V. Community of Interest Team Community Project Community Community of Practice Sharing Information Finding Expertise On-boarding People Co-authoring documents (formal document management) Smarter decisions (data analysis, dashboards) Running a Project Smarter decisions (Progress, Go/No Go) Smarter project meetings (Agile/Scrum) Collaborating as a Team Smarter Decisions (Progress, Focus area) Smarter team meetings (Weekly stand-up) 29
  30. 30. © Copyright & Proprietary Silverside B.V. Community of Interest Team Community Project Community Community of Practice 30
  31. 31. Smarter Decisions
  32. 32. Running a Project
  33. 33. Smarter Meetings
  34. 34. Key © Copyright & proprietary Silverside B.V. Roland Driesen 34
  35. 35. Me-We-Key KEY WE ME 35 Key to the organisation Top-down information, requiring structure and governance E.g. Communication Portals, Q&A, Knowledge Centres, Complex projects Day-to-day collaboration in groups Bottom up, teams working amongst themselves, requiring agility E.g. daily operations, short-term projects Personal productivity 1:1 and ad-hoc collaboration
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