Working in remote/distributed teams isn’t easy, but it’s even harder if you work in a security-conscious industry
(like finance) that restricts access to cloud-based collaboration tools. How can you collaborate efficiently without the cloud? Let’s discuss. Learn how to:
• Discover new ways to use the tools you have.
• Develop your own collaboration tools and processes.
• Work with your organization to get access to the tools you want
And that's about to change! (Service Design Drinks Berlin May 2024)
Cloud Free Collaboration (Or How I Learned to Live Without Google Docs)
1. @TwitterHandle • #intelcontent
Cloud Free Collaboration
(Or How I Learned to Live
Without Google Docs)
Melinda Belcher
Senior Director, Mastercard
@melindarox
@melindarox • #ContentTECH
2. @TwitterHandle • #intelcontent
AGENDA
@TwitterHandle • #intelcontent
Cloud-Free Collaboration
① Work with what you’ve got
② Work around what you’ve got
③ Work towards better solutions for everyone
@melindarox • #ContentTECH
5. @TwitterHandle • #intelcontent
“Nearly 38 percent of millennials
said that they feel outdated
collaboration processes hinder
their company’s innovation.”
@melindarox • #ContentTECH
Daniel Davis
IBM Collaboration Solutions
15. @TwitterHandle • #intelcontent
Motivating the elephant:
• Quantify your pain
• Qualify the investment
• Tug the heartstrings
• Give a compelling reason to act
@melindarox • #ContentTECH
Combo workshop/therapy session so go ahead and ask questions if you have them
Want this to be conversational — we can co-create the content so it will be more memorable, to take a page from our speaker this morning
Defining the cloud and its capabilities
- Use whatever tools are available to you within the walled garden: Managed File Transfer tools can include workflow
Figure out which platforms are best for your team(s) and develop a process around that
Which teams are using which tools? Which teams do you need to collaborate with most?
- Sit down together with a whiteboard or laptop
- Screen share
- Demand to talk on the phone when you need to (10 lines of text on a prototyping platform) your job
--Is there a plug-in or integration you can find that will make your existing tools work better together?
-Can you request an upgrade of existing software that will provide increased functionality?
ALM has a Flowdock integration, for example, and Confluence has a lot of plugins
Can you quickly code something that will automate something you do every day?
Cheaper than buying something and makes you look GREAT
Devs love it too
Identify tools that may not be sanctioned by your company—can you get your department to sign off? (shadow IT)
Make sure there is not a sanctioned tool you’re replacing and that there is no security risk presented
BYOC actually hinders collaboration. If different people/groups are using different tools, they’ve put up a barrier to instead of facilitated collaboration with one another. Extrapolate that across a department or organization and you’ve got a big, dysfunctional mess on your hands.
Shadow IT is costly. Installing your own collaboration tools costs the company money in several ways. First, through loss of productivity by hindering collaboration. Second, through extra worker-hours as IT fields support requests for several different tools (even if just to respond, “we don’t support that tool – please remove it”). Third, the company has probably already paid for licenses for for sanctioned tools in addition to the new tools being expensed..
Shadow IT can compromise security. The extent of Shadow IT is so large now that IT departments can’t possibly check the security of all the rogue programs: A recent study determined that employees at a typical large enterprise run 15 to 22 times more non-authorized cloud applications than authorized ones3.
Quantify your pain: How much wasted time can this save? increasing business efficiency is a key selling point.
Qualify the investment: How much money can this save? salaries, reduced seats for software licenses, etc? Compare to any other business investment, like an acquisition or a new office. How can this solution help us get to market faster?
Making the case for new tools
These are tangible benefits are things like budget, investment, and ROI. You can also calculate time wasted with current processes and put a dollar value to that.
University of Virginia psychologist Jonathon Haidt uses a metaphor of a Rider and an Elephant to capture this tension. In their book, Switch, Chip and Dan Heath explain:
“Haidt says that our emotional side is the Elephant and our rational side is the Rider. Perched atop the Elephant, the Rider holds the reins and seems to be the leader. But the Rider’s control is precarious because the Rider is so small relative to the Elephant. Anytime the six-ton Elephant and the Rider disagree about which direction to go, the Rider is going to lose. He’s completely overmatched.”
Motivate the elephant: paint a picture, create a feeling (Intangible benefits, like employee experience and customer service, work nicely here)
Give a reason to act: Tie this to a business objective or product milestone; show executive sponsors how they might stand to gain professionally by backing your proposal
Quantify your pain: How much wasted time can this save? increasing business efficiency is a key selling point.
Qualify the investment: How much money can this save? salaries, reduced seats for software licenses, etc? Compare to any other business investment, like an acquisition or a new office. How can this solution help us get to market faster?
These are tangible benefits are things like budget, investment, and ROI. You can also calculate time wasted with current processes and put a dollar value to that.
University of Virginia psychologist Jonathon Haidt uses a metaphor of a Rider and an Elephant to capture this tension. In their book, Switch, Chip and Dan Heath explain:
“Haidt says that our emotional side is the Elephant and our rational side is the Rider. Perched atop the Elephant, the Rider holds the reins and seems to be the leader. But the Rider’s control is precarious because the Rider is so small relative to the Elephant. Anytime the six-ton Elephant and the Rider disagree about which direction to go, the Rider is going to lose. He’s completely overmatched.”
Motivate the elephant: paint a picture, create a feeling (Intangible benefits, like employee experience and customer service, work nicely here)
Give a reason to act: Tie this to a business objective or product milestone; show executive sponsors how they might stand to gain professionally by backing your proposal
Quantify your pain: How much wasted time can this save? increasing business efficiency is a key selling point.
Qualify the investment: How much money can this save? salaries, reduced seats for software licenses, etc? Compare to any other business investment, like an acquisition or a new office. How can this solution help us get to market faster?
These are tangible benefits are things like budget, investment, and ROI. You can also calculate time wasted with current processes and put a dollar value to that.
University of Virginia psychologist Jonathon Haidt uses a metaphor of a Rider and an Elephant to capture this tension. In their book, Switch, Chip and Dan Heath explain:
“Haidt says that our emotional side is the Elephant and our rational side is the Rider. Perched atop the Elephant, the Rider holds the reins and seems to be the leader. But the Rider’s control is precarious because the Rider is so small relative to the Elephant. Anytime the six-ton Elephant and the Rider disagree about which direction to go, the Rider is going to lose. He’s completely overmatched.”
Motivate the elephant: paint a picture, create a feeling (Intangible benefits, like employee experience and customer service, work nicely here)
Give a reason to act: Tie this to a business objective or product milestone; show executive sponsors how they might stand to gain professionally by backing your proposal
