ARMA Boston Spring Seminar 2011<br />Jesse Wilkins, CRM<br />Better Collaboration WITHOUT Email<br />
Alternatives to email<br />Alternatives vs. email<br />Collaborative tools and the records program<br />Session Agenda<br />
Alternatives to email<br />
Email isn’t the best tool to collaborate<br />Other more effective tools available<br />Instant messaging<br />Blogs and m...
5<br />Blogs<br />
It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to ...
Wikipedia<br />7<br />
Many different applications available<br />Fully-featured to fairly narrow<br />Generally compatible with common Office fu...
Social networking<br />
Screenshot of social sharing<br />
Alternatives vs. email<br />
Use blogs instead of email to send one-way communications<br />Internal announcements<br />Project updates<br />Feedback o...
Microblogging is better for: <br />Time-sensitive or transitory communications<br />Announcement of new or <br />	updated ...
Wikis are better for:<br />Collaborative authoring – documents, schedules, etc. <br />Drafting meeting agendas and minutes...
Send links to documents instead of email attachments<br />Ensures everyone is working on the most current version<br />No ...
Messaging is available to everyone in the network, not just sender/recipient<br />But can be sent privately or made privat...
Send links to documents/videos/etc. <br />Especially good for rich media documents<br />Subscribe to updates<br />Embed do...
Collaborative tools and the records program<br />
Prohibition is not realistic<br />
Address in policies<br />
Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once...
Provide guidance<br />Whether the tool & account is official or unofficial (add screenshot)<br />
Whether the account is monitored for actionable content (screenshot)<br />
Is the information unique and not available anywhere else?<br />Does it contain evidence of an agency’s policies, business...
Take a snapshot of record content<br />
Archive entire stream locally<br />
Records management in brief<br />Archive selected items locally<br />Use search queries and monitoring<br />Store selected...
Use the native backup to store locally<br />Store locally using built-in tools<br />
Use a third-party service to store locally<br />Store locally using third-party service<br />
Store locally using API<br />Store locally using APIs<br />
Use e.g. Word or Notepad to draft content updates and save *that* as a record<br />Draft content locally<br />
Check the service level agreement<br />
Implement enterprise versions<br />
Implement a compliance solution<br /><ul><li>  And many others</li></li></ul><li>Questions?<br />
Jesse Wilkins, CRM, ecmm, emmm, ermm<br />Director, Systems of Engagement<br />AIIM International<br />		(303) 574-0749 di...
20110512-4 ARMA Boston Alternatives to Email
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20110512-4 ARMA Boston Alternatives to Email

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This presentation at the 2011 ARMA Boston Spring Seminar described alternatives to email including blogs, microblogs, and wikis.

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20110512-4 ARMA Boston Alternatives to Email

  1. 1. ARMA Boston Spring Seminar 2011<br />Jesse Wilkins, CRM<br />Better Collaboration WITHOUT Email<br />
  2. 2. Alternatives to email<br />Alternatives vs. email<br />Collaborative tools and the records program<br />Session Agenda<br />
  3. 3. Alternatives to email<br />
  4. 4. Email isn’t the best tool to collaborate<br />Other more effective tools available<br />Instant messaging<br />Blogs and microblogging (Twitter)<br />Wikis<br />Social sharing and social networking<br />Using these tools can reduce email usage and increase productivity<br />Alternatives to email<br />
  5. 5. 5<br />Blogs<br />
  6. 6. It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to 140 characters.<br />-- Ari Herzog, Ariwriter.com<br />Microblogging (Twitter)<br />
  7. 7. Wikipedia<br />7<br />
  8. 8. Many different applications available<br />Fully-featured to fairly narrow<br />Generally compatible with common Office functionality<br />May default to private or public<br />Web-based office suites<br />Office 2.0<br />
  9. 9. Social networking<br />
  10. 10. Screenshot of social sharing<br />
  11. 11. Alternatives vs. email<br />
  12. 12. Use blogs instead of email to send one-way communications<br />Internal announcements<br />Project updates<br />Feedback on posts or resources<br />Meeting announcements<br />Availability of new resources<br />Knowledge transfer<br />Blogs vs. email<br />12<br />
  13. 13. Microblogging is better for: <br />Time-sensitive or transitory communications<br />Announcement of new or <br /> updated documents, <br /> presentations, resources, etc. <br />Crowd-sourcing research<br />Environmental scanning<br />Virtual water cooler<br />Microblogging vs. email<br />
  14. 14. Wikis are better for:<br />Collaborative authoring – documents, schedules, etc. <br />Drafting meeting agendas and minutes<br />Sharing best practices<br />Wikis vs. email<br />
  15. 15. Send links to documents instead of email attachments<br />Ensures everyone is working on the most current version<br />No “attachment spam”<br />Track changes more easily<br />Often provide more capabilities than just email – all in the cloud<br />Office 2.0 vs. email<br />
  16. 16. Messaging is available to everyone in the network, not just sender/recipient<br />But can be sent privately or made private if needed<br />Other capabilities available (polling, calendaring across organizations, etc.)<br />Commenting, rating/ranking, social aspects of social networks<br />Social networking vs. email<br />
  17. 17. Send links to documents/videos/etc. <br />Especially good for rich media documents<br />Subscribe to updates<br />Embed documents/videos in e.g. blog<br />Social sharing vs. email<br />
  18. 18. Collaborative tools and the records program<br />
  19. 19. Prohibition is not realistic<br />
  20. 20. Address in policies<br />
  21. 21. Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”<br />Policy 2.0 – in 140 characters<br />Image and quote source: <br />Gruntled Employees<br />http://www.gruntledemployees.com<br />
  22. 22. Provide guidance<br />Whether the tool & account is official or unofficial (add screenshot)<br />
  23. 23. Whether the account is monitored for actionable content (screenshot)<br />
  24. 24. Is the information unique and not available anywhere else?<br />Does it contain evidence of an agency’s policies, business, mission, etc.?<br />Is the tool being used in relation to an agency’s work?<br />Is there a business need for the information?<br />Does it document a transaction or decision?<br />Is it a record?<br />
  25. 25. Take a snapshot of record content<br />
  26. 26. Archive entire stream locally<br />
  27. 27. Records management in brief<br />Archive selected items locally<br />Use search queries and monitoring<br />Store selected items locally using search queries or RSS<br />
  28. 28. Use the native backup to store locally<br />Store locally using built-in tools<br />
  29. 29. Use a third-party service to store locally<br />Store locally using third-party service<br />
  30. 30. Store locally using API<br />Store locally using APIs<br />
  31. 31. Use e.g. Word or Notepad to draft content updates and save *that* as a record<br />Draft content locally<br />
  32. 32. Check the service level agreement<br />
  33. 33. Implement enterprise versions<br />
  34. 34. Implement a compliance solution<br /><ul><li> And many others</li></li></ul><li>Questions?<br />
  35. 35. Jesse Wilkins, CRM, ecmm, emmm, ermm<br />Director, Systems of Engagement<br />AIIM International<br /> (303) 574-0749 direct<br /> jwilkins@aiim.org<br /> http://www.twitter.com/jessewilkins<br /> http://www.linkedin.com/in/jessewilkins<br /> http://www.facebook.com/jessewilkins<br /> http://www.slideshare.net/jessewilkins<br />For more information<br />

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