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The Good and Evil of Collaboration Tools

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The Good and Evil of Collaboration Tools

Collaboration is and always has been a central factor for project success. In times of international projects and virtual team environments collaboration is more important than ever. Technology can help overcome geographical boundaries to active collaboration. Indeed, technology has become an enabler of communication and collaboration. And yet collaboration is not about technology. It is about people and human interactions.
Technology can enable, facilitate and promote collaboration. Provided we are aware of the limitations and possible pitfalls of collaboration tools. This presentation identifies possible pitfalls. And it lays out a roadmap how to overcome them and successfully utilize collaboration tools - without becoming slaves of our own collaboration tools.

Presentation held at the PMI Global Congress EMEA on May 9, 2011 in Dublin, Ireland

All rights reserved by Thomas Juli, 2011. www.thomasjuli.com, www.thomasjuli.wordpress.com

Collaboration is and always has been a central factor for project success. In times of international projects and virtual team environments collaboration is more important than ever. Technology can help overcome geographical boundaries to active collaboration. Indeed, technology has become an enabler of communication and collaboration. And yet collaboration is not about technology. It is about people and human interactions.
Technology can enable, facilitate and promote collaboration. Provided we are aware of the limitations and possible pitfalls of collaboration tools. This presentation identifies possible pitfalls. And it lays out a roadmap how to overcome them and successfully utilize collaboration tools - without becoming slaves of our own collaboration tools.

Presentation held at the PMI Global Congress EMEA on May 9, 2011 in Dublin, Ireland

All rights reserved by Thomas Juli, 2011. www.thomasjuli.com, www.thomasjuli.wordpress.com

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The Good and Evil of Collaboration Tools

  1. 1. The Good and Evil of Collaboration Tools<br />Session # PMT02<br />Dr. Thomas Juli, PMP®, CSM®<br />Thomas Juli Empowerment Partners<br />Picture © Gerd Altmann | Pixelio.de<br />
  2. 2. The Good and Evil of Collaboration Tools<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  3. 3. The Good and Evil of Collaboration Tools<br />Picture © Stephanie Hofschläger | Pixelio.de<br />
  4. 4. The Good and Evil of Collaboration Tools<br />Picture © Rike | Pixelio.de<br />
  5. 5. We all knowaboutcollaborationtools,don‘twe?<br />The Good and Evil of Collaboration Tools<br />
  6. 6. Today‘s Projects‘ Playgrounds … <br />Picture © Manfred Schimmel | Pixelio.de<br />
  7. 7. Havebecomebigger<br />Picture retrieved from http://tinyurl.com/2794mug<br />
  8. 8. … verybig<br />Picture retrieved from http://tinyurl.com/2evsx78 <br />
  9. 9. Ithasbecomecommonto talk about international projects<br />Picture © Rainer Sturm | Pixelio.de<br />
  10. 10. Teams aredistributed all overtheworld<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  11. 11. Onevirtualworld<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  12. 12. No end in sight<br />Picture © Helmut-J.-Salzer | Pixelio.de<br />
  13. 13. @<br />
  14. 14. Picture © M.E. | Pixelio.de<br />
  15. 15. Picture retrieved from http://tinyurl.com/2vugp9t<br />
  16. 16. The desiretoshareinformation<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  17. 17. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  18. 18. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  19. 19. A Fool with a Tool is still a Fool<br />Picture © Margot Kessler | Pixelio.de<br />
  20. 20. Technology hasincreasedproductivity<br />A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  21. 21. Technolgyhelps<br /><ul><li>Reducedendlessmeetings
  22. 22. Reduced time betweenmessagessent
  23. 23. Short transition time
  24. 24. Information easilyavailable
  25. 25. WIKI‘sallow Universal learning</li></ul>Picture © ThorbenWengert | Pixelio.de<br />
  26. 26. Thisisgoodnews<br />Picture © wrw | Pixelio.de<br />
  27. 27. Really?<br />
  28. 28. Havewebecomefools of ourowntools?<br />Picture retrieved from http://tinyurl.com/36xtnmr<br />
  29. 29. Downsides of Instant Communication<br />Picture retrieved from http://tinyurl.com/3ykoxty<br />
  30. 30. A scarythought?<br />Picture © Dieter Schütz | Pixelio.de<br />
  31. 31. Are Your Tools Out-of-Date?<br />Picture © Rebalu | Pixelio.de<br />
  32. 32. The Good and Evil of Collaboration Tools<br />Picture © Dieter Schütz| Pixelio.de<br />
  33. 33. CollaborationWaste<br />Picture © Stihl | Pixelio.de<br />
  34. 34. CollaborationWaste<br />Divergence<br />Misunderstanding<br />Under- orovercommunicating<br />Interpreting<br />Searching<br />Motion<br />Extra processing<br />Translation<br />Waiting<br />Misapplication<br />Source: Manyika et al (2009). Usingtechnologytoimproveworkforcecollaboration. WhatMatters McKinsey Digital<br />
  35. 35. A Word on Sharepoint®<br />The Good and Evil of Collaboration Tools<br />
  36. 36. A Fool with a Tool is still a Fool<br />Collaborationis NOT abouttechnology<br />Picture © Margot Kessler | Pixelio.de<br />
  37. 37. CollaborationisaboutPEOPLE<br />Unlesswe understand thefoundation and criticalsuccessfactors of collaboration,live and nurturecollaborationin ourdaily project life, weremainfools.<br />Picture © Stephanie Hofschlager | Pixelio.de<br />
  38. 38. Picture © Thommy Weiss| Pixelio.de<br />
  39. 39. 1<br />Critical successfactorsforeffectivecollaboration<br />Picture © Peter-Kirchhoff | Pixelio.de<br />
  40. 40. Possiblepitfalls of collaborationtools<br />2<br />Picture retrieved from http://tinyurl.com/329prby<br />
  41. 41. Roadmapfor a successfulintroductionand use of collaborationtools<br />3<br />Picture retrieved from http://tinyurl.com/437zeos<br />
  42. 42. 1. Critical SuccessFactorsforEffectiveCollaboration<br />Picture © Peter-Kirchhoff | Pixelio.de<br />
  43. 43. Picture © Markus Wegner | Pixelio.de<br />
  44. 44. “Players win games, teams win championships.”<br />Bill Taylor<br />
  45. 45. The Power of Team Synergy<br />Picture © Peter Draschan / Pixelio.de<br />
  46. 46. EffectiveCollaborationRequiresDiscipline<br />Picture retrieved from http://tinyurl.com/36qr5oj<br />
  47. 47. Shared Values<br />Picture © Stephanie Hofschlaeger / Pixelio.de<br />
  48. 48. KISS. Keep It Simple Stupid<br />
  49. 49. ResultsDriven<br />
  50. 50. 2. PossiblePitfalls of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/329prby<br />
  51. 51. Insightsof criticalsuccessfactorsforeffectivecollaboration<br />Team work and synergy<br />Discipline<br />Sharedvalues<br />KISS<br />Results-driven<br />Picture retrieved from http://tinyurl.com/3agftw5<br />
  52. 52. Lack of Insightsof criticalsuccessfactorsforeffectivecollaboration<br />Team work and synergy<br />Discipline<br />Sharedvalues<br />KISS<br />Results-driven<br />Picture retrieved from http://tinyurl.com/3agftw5<br />
  53. 53.
  54. 54. Lack of Executive Support<br />Picture © Ernst Rose / Pixelio.de<br />
  55. 55. Individual Opposition<br />Picture © A.Dreher / Pixelio.de<br />
  56. 56. ForcedOntoThem<br />Picture © A. Dreher | Pixelio.de<br />
  57. 57. Overwhelmed<br />Picture © Henrik G. Vogel / Pixelio.de<br />
  58. 58. Not Willingto Try Anything New<br />Picture © Gerd Pfaff | Pixelio.de<br />
  59. 59. Opposition to Project Transparency<br />Picture retrieved from http://tinyurl.com/345kupn<br />
  60. 60. Tool ≠ Tool ≠ Tool<br />≠<br />≠<br />Picture retrieved from http://tinyurl.com/ye6lbwr<br />
  61. 61. Picture © Rike | Pixelio.de<br />
  62. 62. Over-engineered<br />Picture © Rike | Pixelio.de<br />
  63. 63. YourCollaboration Tools<br />Picture © Thommy Weiss| Pixelio.de<br />
  64. 64. BecomeToo Central<br />Picture © Thommy Weiss| Pixelio.de<br />
  65. 65. Way Too Central<br />Picture © marctwo | Pixelio.de<br />
  66. 66. Collaboration Dies<br />And YouHaveBecome a Fool withTools<br />Picture retrieved from http://tinyurl.com/3xp7lmw<br />
  67. 67. 3. RoadmapFor a SuccessfulIntroduction and Use of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/437zeos<br />
  68. 68. 4 StepstoIntroduce & UseCollaboration Tool(s) - Successfully<br />
  69. 69. Step 1: AssesstheCollaborationRequirements<br />Picture © plumbe | Pixelio.de<br />
  70. 70. Understand Your Situation<br />Pastprojects:<br /><ul><li>Whatdrovecollaboration?
  71. 71. Impedimentstocollaboration? Howweretheyovercome?
  72. 72. Examples of ineffectivecollaboration?</li></ul>Present project:<br /><ul><li>Nature?
  73. 73. Duration?
  74. 74. Location?
  75. 75. Players?
  76. 76. Collocatedorvirtualteam(s)?</li></li></ul><li>Collaboration Needs toServe a Clear Purpose<br />The Good and Evil of Collaboration Tools<br />
  77. 77. Step 2: Select theRight Tools – WithYour Team<br />Picture © Rainer Sturm | Pixelio.de<br />
  78. 78. CollaborationTypes and Tools*<br />* Manyika, J., Sprague, K., & Yee, L. (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital. Retrieved from http://tinyurl.com/yffzk4r<br />
  79. 79. Communication Forms WithRespecttoTheirEffectiveness*<br />* Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). UpperSaddle River, NJ: Addison Wesley.<br />
  80. 80. CollaborationTypes and Tools: Manager<br />
  81. 81. CollaborationTypes and ToolsMost effectivetoolsoverall<br />1. survey, WIKI<br />2. fax, podcasts<br />3. blogs, IM, sharedworkspace<br />
  82. 82. Build an Assessment Matrix<br />
  83. 83. Build an Assessment Matrix<br />
  84. 84. Build an Assessment Matrix<br />
  85. 85. Support<br />Support<br />Secure Necessary Executive Support<br />Picture © Rainer Sturm | Pixelio.de<br />
  86. 86. Step 3:KnowHowtoUsethe Tool(s)<br />2<br />3<br />1<br />Picture © Rainer Sturm | Pixelio.de<br />
  87. 87. Invest in Necessary Training<br />Picture © M. Großmann | Pixelio.de<br />
  88. 88. Step 4: Keep the Tool(s) AlignedWiththe Project Purpose<br />Picture retrieved from http://tinyurl.com/3ax8tm6<br />
  89. 89. CollaborationHastoBeResults-driven<br />Picture retrieved from http://tinyurl.com/37onqsv<br />
  90. 90. Environments Change – So Do CollaborationRequirements<br />Picture © Birgit H | Pixelio.de<br />
  91. 91. Adapt and Keep Eye on Goals<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  92. 92. IfNecessary, Break Resistance<br />Picture © berwis | Pixelio.de<br />
  93. 93. NurtureCollaboration<br />Picture © berwis | Pixelio.de<br />
  94. 94. Conclusion<br />
  95. 95. A Fool with a Tool is still a Fool<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  96. 96. Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  97. 97. Technology CanFacilitateCollaboration<br />A Fool with a Tool is still a Fool<br />Picture © Margot Kessler | Pixelio.de<br />
  98. 98. A Fool with a Tool is still a Fool<br />Collaboration Is NotAbout Technology<br />Picture © Margot Kessler | Pixelio.de<br />
  99. 99. Collaboration Is AboutPeople<br />Picture © Stephanie Hofschlaeger | Pixelio.de<br />
  100. 100. NurtureCollaboration<br />Picture © Peter Kirchhoff | Pixelio.de<br />
  101. 101. KnowPossiblePitfalls of Introducing and UtilizingCollaboration Tools and AvoidThem<br />Picture retrieved from http://tinyurl.com/329prby<br />
  102. 102. 4 StepstoIntroduce & UseCollaboration Tool(s)- Successfully<br />
  103. 103. The Good and Evil of Collaboration Tools<br />
  104. 104. Tool = Tool = Tool<br />=<br />=<br />Picture retrieved from http://tinyurl.com/ye6lbwr<br />
  105. 105. The Good and Evil of Collaboration Tools<br />Picture retrieved from http://tinyurl.com/3qmbzjv<br />
  106. 106. The Good and Evil of Collaboration Tools<br />Picture © Gerd Altmann | Pixelio.de<br />
  107. 107. Web: www.ThomasJuli.comwww.TheProjectLeadershipPyramid.net<br /> Blog: www.thomasjuli.wordpress.com<br /> Email: tj@thomasjuli.com <br /> Twitter: thomasjuli<br />Facebook: thomas.juli<br /> YouTube:mindjettjep<br /> LinkedIn<br /> Xing<br /> Phone: +49 (0)15 15 16 333 22<br />© 2011 by Thomas Juli<br />98<br />Thomas Juli, Ph.D., PMP®, CSM® Managing Director, Thomas Juli Empowerment Partners<br />

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