Trying to implement enterprise collaboration

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This is the presentation that I will be giving at the LIFT conference during the Open Stage.

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  • exceptional demonstration..convinced me to have a hardlook at my company model..great
    Sharika
    http://winkhealth.com http://financewink.com
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  • Trying to implement enterprise collaboration

    1. 1. Trying to implement enterprise collaboration? Challenges and lessons learned <ul><ul><ul><li>Stephane Cheikh </li></ul></ul></ul>
    2. 2. In this short presentation <ul><li>Define enterprise collaboration </li></ul><ul><li>Validate the need for enterprise collaboration </li></ul><ul><li>Scan the available tools on the market </li></ul><ul><li>Glance at the basics features & functionalities </li></ul><ul><li>Once you have selected a tool </li></ul><ul><ul><li>Recommended steps to follow </li></ul></ul><ul><ul><li>Discuss the issues faced </li></ul></ul><ul><ul><li>Review key lessons learned </li></ul></ul>
    3. 3. About SITA <ul><li>SITA is the world's leading service provider of IT business solutions and communications services to the air transport industry. </li></ul>About myself <ul><li>Project management, KM, Collaboration </li></ul><ul><li>Web 2.0 concept applied to the enterprise </li></ul>
    4. 4. Define enterprise collaboration <ul><li>Collaboration fulfill two key functions: </li></ul><ul><ul><li>Allowing teams to share and synchronize information at any time, irrespective of location; </li></ul></ul><ul><ul><li>Enabling the creation of electronic workspaces so that groups can work together in real time. </li></ul></ul><ul><li>Collaboration is a process and the tools need to be geared towards supporting this process. </li></ul><ul><li>Main enterprise collaboration tools: </li></ul><ul><ul><li>Enterprise blogs & Wiki </li></ul></ul>
    5. 5. Why Enterprise Collaboration? <ul><li>Today we try to collaborate: </li></ul><ul><ul><li>Face to face, phone: unsaved, one2one / one2many </li></ul></ul><ul><ul><li>E-mail: unstructured, personal, difficult to search </li></ul></ul><ul><ul><li>IM / Web Conferencing: one2one, unsaved </li></ul></ul><ul><ul><li>Intranet: one2many, simplex </li></ul></ul><ul><ul><li>Databases: very structured, simplex </li></ul></ul><ul><ul><li>Files: no context, no collaboration </li></ul></ul><ul><li>Information is kept on individual desktops or on access limited mailboxes, databases </li></ul><ul><li>Over usage of email and attachments </li></ul><ul><li>Document management feature not available </li></ul>
    6. 6. Expected benefits <ul><li>Foster cross-department interactions and encourage employee participation </li></ul><ul><li>Increase visibility on projects and initiatives </li></ul><ul><li>Better collect experiences on customers and market </li></ul><ul><li>Better identify expertise </li></ul><ul><li>Better capture knowledge (integrate KM strategy and methodology) </li></ul><ul><li>Improve communication in general </li></ul><ul><li>Better identify and promote commitment and initiatives </li></ul><ul><li>Better identify and collaborate on internal issues </li></ul><ul><li>Create a corporate culture of dialogue </li></ul>
    7. 7. Tools available on the market <ul><li>List of enterprise collaboration tools (Wikipedia) </li></ul>
    8. 8. Basics features & functionalities <ul><li>Organization, Permission and Views </li></ul><ul><ul><li>Front Page & Project Pages </li></ul></ul><ul><ul><li>Category Labels/Keywords </li></ul></ul><ul><ul><li>Calendar Navigation </li></ul></ul><ul><ul><li>Access Control and Security </li></ul></ul><ul><ul><li>Dynamic, Permission Filtered Views </li></ul></ul><ul><ul><li>Dynamic, Permission Filtered Search </li></ul></ul><ul><li>Content Creation and Management </li></ul><ul><ul><li>Publishing, Editing & Linking </li></ul></ul><ul><ul><li>WebDAV Attachments & Project Share Folders </li></ul></ul><ul><ul><li>Comments and Threaded Discussions </li></ul></ul><ul><ul><li>Email Reply </li></ul></ul><ul><ul><li>Audit Trails </li></ul></ul><ul><ul><li>Presence Awareness </li></ul></ul>
    9. 9. Basics features & functionalities <ul><li>Content Distribution and Export </li></ul><ul><ul><li>Automated Email Summary Digest </li></ul></ul><ul><ul><li>Trackback </li></ul></ul><ul><ul><li>Dynamic RSS and Atom Feeds </li></ul></ul><ul><ul><li>Printing </li></ul></ul><ul><ul><li>Export to Word or PDF </li></ul></ul><ul><li>Authentication, Interoperability and Security </li></ul><ul><ul><li>Authentication & Interoperability </li></ul></ul><ul><ul><li>Security </li></ul></ul><ul><ul><li>Interfaces and Skins - Options and Customization </li></ul></ul><ul><ul><li>Custom Displays and Views </li></ul></ul><ul><ul><li>Language, Localization and Time Zone Support </li></ul></ul><ul><ul><li>DMZ Availability </li></ul></ul>
    10. 10. Tool selection <ul><li>Engage with a small team keen on collaboration and web savvy </li></ul><ul><li>Document their need and requirements </li></ul><ul><li>Choose 2 products/solutions that will come close to answer the need and requirements – simple is key </li></ul><ul><li>Give a demo of both tools, with its features & functionalities </li></ul><ul><li>Let the team use both systems for a couple of weeks and reconvene for feedback sessions </li></ul><ul><li>Decide on 1 product/solution </li></ul>
    11. 11. IT or not IT <ul><li>One of the first question you will have to answer: </li></ul><ul><ul><li>Can this solution be hosted externally? (ASP mode) </li></ul></ul><ul><ul><li>Or it has to be on an internal server? </li></ul></ul><ul><li>Second question that should be your first one: </li></ul><ul><ul><li>Do I have to involve the IT department in this initiative? </li></ul></ul><ul><ul><li>Or I can just buy licenses and start using a specific product? </li></ul></ul><ul><li>If IT is involved: </li></ul><ul><ul><li>Delays and complexity </li></ul></ul><ul><ul><li>Solution not meeting user requirements </li></ul></ul><ul><ul><li>Deployment issues </li></ul></ul><ul><ul><li>No moderation </li></ul></ul>
    12. 12. Initial steps <ul><li>Engage with a small team (keen on collaboration and web savvy) </li></ul><ul><li>Understand their pain points around sharing information </li></ul><ul><li>Identify at least one main key document/process important for their work </li></ul><ul><li>Map out the behaviour, sharing patern and flows with this key document/process </li></ul><ul><li>Promote a member of this team as the owner, driver, moderator (reward) </li></ul>
    13. 13. Example - Regional Marketing <ul><li>Met with the head of regional marketing and some members of its very geographically dispersed team </li></ul><ul><li>Identified that the Monthly Event Report was a key document for the whole team </li></ul><ul><li>Mapped out the behaviour around this Monthly Event Report </li></ul><ul><li>Re-created the Monthly Event Report on the enterprise collaboration tool </li></ul><ul><li>Results were an easy to use and update series of web page (using blogs & wiki concept) </li></ul>
    14. 14. Monthly Event Report
    15. 15. From email to collaboration
    16. 16. From email to collaboration
    17. 17. Other examples <ul><li>Marketing Communications </li></ul><ul><li>Professional Services (Consulting) </li></ul><ul><ul><li>Expertise locator </li></ul></ul>
    18. 18. Lessons learned <ul><li>Before implementation: </li></ul><ul><ul><li>Start small – with a web savvy group </li></ul></ul><ul><ul><li>During product demo - custumize your presentation to their needs with expected benefits (what’s in it for me) </li></ul></ul><ul><ul><li>Use real life example – diagrams, scenarios… </li></ul></ul><ul><li>Once started: </li></ul><ul><ul><li>Train your users approprietly </li></ul></ul><ul><ul><li>Train them again 2 weeks after start </li></ul></ul><ul><ul><li>When you train, use the live tool with real documents </li></ul></ul><ul><ul><li>Need a lot of hand holding, do not hesitate to start publishing on their behalf, for uptake </li></ul></ul>
    19. 19. Lessons learned <ul><li>Keep your tool simple </li></ul><ul><ul><li>Blog to post and comment on articles </li></ul></ul><ul><ul><li>Wiki to collaborate/modify a document/text </li></ul></ul><ul><li>Be there the first 4 to 6 weeks to moderate, entertain, maintain… </li></ul><ul><li>Make sure that the team’s manager is using the tool and lead by example </li></ul><ul><li>Once it picked up – continue to work with users on moving to the tool other types of process for more collaboration </li></ul>
    20. 20. Overall <ul><li>Close to a full time job </li></ul><ul><li>Not technology – but human behavior project </li></ul><ul><li>Uptake is slow </li></ul><ul><li>You will need the following traits: </li></ul><ul><ul><li>Patience </li></ul></ul><ul><ul><li>Hand holding </li></ul></ul><ul><ul><li>Lobbying </li></ul></ul><ul><ul><li>Politics </li></ul></ul><ul><ul><li>Psycology </li></ul></ul>
    21. 21. <ul><li>Blog available: http://enterprisecollab.wordpress.com </li></ul><ul><li>The end, any questions? </li></ul>

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