Enterprise collaboration in the cloud

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A broad overview of how ways organisations can collaborate using cloud computing. Includes examples of tools and comparisons between Google Apps for Business and Office 365.

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  • Next level of file sharing
    It is not clear cut – many EFSS tools are adding DM features
  • http://www.naa.gov.au/records-management/agency/secure-and-store/rm-and-the-cloud/
    http://www.naa.gov.au/records-management/publications/cloud-checklist.aspx


  • http://office.microsoft.com/en-au/business/compare-all-office-365-for-business-plans-FX104051403.aspx
    - The basic plan doesn’t have the desktop version of Office
  • http://www.cloudave.com/27679/the-five-step-maturity-model-for-building-a-collaborative-organization/
  • Mobile constraints – infrastructure cf Telstra wifi nation, iiNet

    Moores Law being replaced by technology convergence
  • Larry Page and Satya Nadella
    (And Bruce Buffer)

    There are other key players eg. Amazon, HP, IBM,
    And a raft of longer shots – Box, Dropbox

    Microsoft is in the middle of another metamorphosis – reinventing itself as a cloud vender (and mobility.)
    Tools like email, SharePoint are moving to the cloud

    Satya Nadella, fresh from driving Microsoft’s cloud computing division is now in charge of the whole show.
    He’s on record that he wants the productivity tools to remain central, as the move to the cloud
    …and even for the Internet of Things
  • Enterprise collaboration in the cloud

    1. 1. Driving enterprise collaboration through the use of cloud technologies Andrew Bishop Principal Consultant with Jacobs andrew.bishop@jacobs.com.au @andrewbish
    2. 2. Agenda • Cloud computing 101 • Collaborating in the cloud • Future collaboration
    3. 3. Collaboration matters • Est. workers spend 28 hours per week writing emails, searching for information and meeting each week • Employees spend an average of 9 hours a week searching for info (Atlassian) • 96% of execs cite lack of collaboration or ineffective communication for work- place failures. (SalesforecRypple.)
    4. 4. What’s impacting on Collaboration? • Cloud • Mobility • Remote working • Connectivity infrastructure • Automation vs PKM • Social tech • Efficiency
    5. 5. Mobility and the cloud – a perfect match • 33% of companies moved to the cloud to give device accessibility • Mobile now accounts for ½ of total email opens (Litmus)
    6. 6. What is cloud computing? “Using someone else’s computer” “Sharing a resource pool”
    7. 7. 1960s-90s – time sharing of big central systems
    8. 8. 1990s – sharing networks (VPNs)
    9. 9. 2
    10. 10. Amazon racks AWS has 5 times more deployed cloud infrastructure as their next 14 competitors have...in aggregate Amazon EC2 has ~40,000 servers In a day, AWS adds as much new infrastructure as they had used to run the entire Amazon business when it was a $7B business AWS partner, Netflix, accounts for up to ⅓ of Internet traffic during peak usage times
    11. 11. Who are the cloud leaders? (Gartner)
    12. 12. IaaS, PaaS & SaaS
    13. 13. Cloud computing benefits • Cost is flexible, less and moved to OPEX • Elastic services • Transfer of risk • Advanced technologies • Better processes & skills • Bypass existing infrastructure limitations
    14. 14. “The disks still go around”
    15. 15. Now for the fun the part…
    16. 16. Collaboration components Collaboration Email & calendaring File share & sync Doc mgmt Team sitesSocial Presence & IM Video conferencing Access anywhere with any device ‘Elastic’ storage Easy to implement & support
    17. 17. Email Email Email Email
    18. 18. 1971 – The first email is sent
    19. 19. 1993-Web-based email
    20. 20. 1996 – Hotmail launched Acquired by Microsoft in 1997
    21. 21. • Market share has quadrupled in the past 6 months! • 0.5 billion users • ¼ of Americans use Gmail during business hours • Launched in 2004 (Hotmail was 10 years earlier)
    22. 22. Email still #1 tool in the office A typical corporate user spends over 2 hours a day dealing with emails. (Skydrive) On average, workers send and receive 15 emails with attachments a day! (Skydrive) The average office worker checks their email 36 times an hour! (Atlassian)
    23. 23. What makes a business-grade email & calendaring service?
    24. 24. Microsoft Exchange Online • Best of breed feature set for users and administrators • Lots of channels and providers • Hybrid option
    25. 25. Business grade email…Microsoft • 50 GB mailbox per user • Shared calendars • Custom domain (YourBusiness.com.au) • 24/7 customer support • 99.9% uptime guarantee • Strong encryption, antivirus scans on attachments • Centrally manage employee’s accounts, security and settings. • Compatible with desktop clients eg Outlook* • Ability to disable ads • PLUS you get the rest of the apps!
    26. 26. Gmail (via Google apps for business) • 25 GB mailbox per user • Shared calendars • Custom domain (YourBusiness.com.au) • 24/7 customer support • 99.9% uptime guarantee • Strong encryption, antivirus scans on attachments, and 2FA. • Centrally manage employee’s accounts, security and settings. • Compatible with Outlook & Apple desktop clients • Ability to disable ads • PLUS you get the rest of the apps!
    27. 27. You might also consider.. • Low-cost • Tons of features • Not Microsoft or Google! • Low-cost • Good biz features • Based in Melbourne! • 15 years history
    28. 28. Sharing & synchronising files
    29. 29. Shared Folders • Good for - sharing and structure (sort of) • Weak for - Discoverability & Sharing outside ‘silos’
    30. 30. File sharing in the cloud • Enterprise File Sharing and Synchronisation (“EFSS”) • Driven by use of multiple devices/consumers • You’re probably using one (or more) EFSS tools right now • There’s a lot of EFSS tools! • The EFSS vendors are getting serious
    31. 31. What makes a business-grade EFSS?
    32. 32. Google Drive • Good general features • Improving security • Privacy?
    33. 33. Microsoft OneDrive for Business • Maturing rapidly • 1Tb (soon)! • Office apps, • Office 365 • Secure
    34. 34. Dropbox for Business • Consumer base 300M+ • 1B files saved every 24 hours! • Business cred still WIP • Security black mark
    35. 35. Box.com • Good biz feature set • Big push to enterprise • Claiming 25M users • Growth plans & pains
    36. 36. EMC syncplicity • A raft of features • Great UX and admin features • Getting a lot of good press • Large enterprise focus • Integrations
    37. 37. MEGA • New kid • Solid set of features • Security/residency • Well-priced
    38. 38. 3 more to watch:
    39. 39. On premise /Pvt cloud: Hybrid: Alternatives to pure cloud
    40. 40. Document management
    41. 41. Key Doc management features Check In / Check Out (locking) Versioning and roll backs More granular access controls Audit Trail Metadata & tagging Summarization Process automation Office integration Capture Search
    42. 42. Document management in the cloud • Old-school tools but poor accessibility (and often ease of use)
    43. 43. Record management in the cloud • Compliance, retention & disposal • Data sovereignty – Australian solutions
    44. 44. Knowledge management
    45. 45. Collaborating as teams
    46. 46. Team collaboration tools • Key elements • Document sharing • Shared lists • Tasks • Wikis / pages • Shared calendars • Presence • Accessibility
    47. 47. Project collaboration tools • As for team collab. tools plus: • Time & resource mgmt • Error & bug management • Task management • Project scheduling & mapping
    48. 48. Social collaboration
    49. 49. Enterprise Social Networks (ESNs) • FB-like features, but biz/internal • Opening up to a wider audience • Auto/manual updates • Mind shift to group-awareness • Transparency & openness • The croud!
    50. 50. Key ESN features
    51. 51. Which ESN tool? • Purpose & capabilities? • Key platform vendor • Integrations • Data sovereignty
    52. 52. Collaboration suites
    53. 53. Office 365 Features • Email (with your domain) & calendars • Conferencing, presence & instant messaging (Lync & Skype) • Public website (basic) • File sharing (OneDrive for Biz – 25GB/user) • Team sites (10GB + ½ GB/user) • Office apps • Office for desktop • Yammer * not with all options
    54. 54. Office 365 Summary • Lots of features, inc. Office apps • Good mobile story • Lots of purchase options (too many?) • Aussie option • Limited channels
    55. 55. Google Apps for business Features • Email (with domain) & shareable calendars • Conferencing & instant messaging (Hangouts) • File sharing (Drive – 30GB/user) • Team sites (10GB + ½ GB/user) • Docs, spreadsheet and slide tools • Archiving & retention mgmt. (Vaults)
    56. 56. Google Apps for Business - Summary •Good set of key features •Business-ready •Google Docs •Cheaper •Limited purchase options
    57. 57. Which collab tool(s) should you choose? • Horses for courses • Select according to your readiness
    58. 58. What about the future?
    59. 59. Key future factor #1: Feature cross over and vendor consolidation Collaboration Email EFSS Doc mgmt Team sitesSocial Presence & IM Video conferencing
    60. 60. Key future factor #2: Mobile computing
    61. 61. Key future factor #3: Google v Microsoft: The two gorillas of enterprise collaboration “It’s TIME!”
    62. 62. Thankyou! Andrew Bishop andrew.bishop@jacobs.com.au Twitter: @andrewbish

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