Enterprise 2.0 and the information management and technology professional
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This document discusses the rise of collaborative technologies known as Enterprise 2.0. It defines key terms like blogs, wikis, social networks and microblogging. It explores use cases for these tools and how important adoption is given trends like the consumerization of IT. The document recommends that information management professionals understand these technologies, experiment with use cases, determine appropriate use, and work with legal and IT to develop governance strategies and update policies.
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Enterprise 2.0 and the information management and technology professional
- 1. Enterprise 2.0 and the IM and Technology Professional Douglas Schultz Principal Consultant, Access SciencesPrincipal Consultant, Access Sciences Corporation
- 2. Learning Objectives Upon completion of this session, participants will be able to: – Identify and describe the various collaborative tools available inside and outside the enterprise – Identify the use cases for collaborative tools in the enterprise – Address concerns of the IM&T professional in the use of collaborative tools with specific governance recommendations 2
- 3. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 3
- 4. Timeline Pre-2004 2004 Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon 4
- 5. Timeline Pre-2004 2004 Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt toand an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them. Tim O’Reilly 12/10/2006 5
- 6. Timeline Pre-2004 2004 Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to Web 2.0 Distributed Social Writeable Syndication Web 1.0 Centralized Individual Readable Transmissionand an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them. Tim O’Reilly 12/10/2006 Syndication Spontaneous Dynamic Loosely coupled Network Costs Broadband Sharing Tags Communities Transmission Deliberate Static Rigid Hardware Costs Dial-up Owning Taxonomy Companies 6
- 7. Timeline Pre-2004 2004 2006 2008 Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon Enterprise 2.0 Is the use of emergent social software platforms (ESSP) within companies, or between companiesand an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them. Tim O’Reilly 12/10/2006 between companies and their partners or customer. Andrew McAfee, “Enterprise 2.0: The Dawn of Emergent Collaboration” 7
- 8. Timeline Pre-2004 2004 2006 2008 Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon Enterprise 2.0 Is the use of emergent social software platforms (ESSP) within companies, or between companies Enterprise 2.0 A system of web- based technologies that provide rapid and agile collaboration, information sharing, emergence andand an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them. Tim O’Reilly 12/10/2006 between companies and their partners or customer. Andrew McAfee, “Enterprise 2.0: The Dawn of Emergent Collaboration” emergence and integration capabilities in the extended enterprise. AIIM 8
- 10. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 10
- 11. What is a Blog? ∗ A blog is basically a journal that is available on the web. The activity of updating a blog is “blogging” and someoneis “blogging” and someone who keeps a blog is a “blogger.” – Glossary of internet terms 11
- 12. Blog Characteristics ∗ Items are posted on a regular basis ∗ Focused on a particular topic ∗ Entries can be text, images and/or links ∗ Permanent links∗ Permanent links ∗ Entries displayed in reverse chronological order 12
- 13. Blog Characteristics (cont.) ∗ Ability to browse past entries – Archives – by date – Topic – by category – Author – for multi-author blogs– Author – for multi-author blogs ∗ Comments ∗ Syndication ∗ Trackbacks/Pingbacks 13
- 15. Blog Use Cases ∗ Project Management ∗ Internal Communications ∗ Public Relations ∗ Knowledge Management/Journal∗ Knowledge Management/Journal 15
- 16. Poll Question ∗ How many regularly read blogs? ∗ How many author a personal blog? ∗ How many author a corporate blog? 16
- 17. Blog Usage Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200917
- 18. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 18
- 19. Wiki basics ∗ “The simplest online database that could possibly work” – Ward Cunningham (creator of the first wiki, 1995) ∗ Content management system∗ Content management system ∗ Collaborative authoring of content ∗ Version control ∗ Collaborative model that allows and encourages broad and open participation 19
- 21. Public Wiki Examples ∗ Wikipedia (www.wikipedia.org) – 3,395,000+ articles in English – More than 16 million in 273 languageslanguages ∗ Wiktionary (www.wikitionary.org) – 1,800,000+ definitions in English ∗ WikiQuote (www.wikiquote.org) – 18,000 + quotations21
- 22. Wiki Use Cases ∗ Project workspace ∗ FAQ’s ∗ Process Documentation ∗ Meeting Agenda/Minutes∗ Meeting Agenda/Minutes 22
- 23. Email vs. Wiki-based Collaboration Image source: Chris Rasmussen, US National Geospatial Intelligence Agency23
- 24. Poll Question ∗ How many have consumed content from a wiki? ∗ How many have contributed to a public wiki?wiki? ∗ How many have contributed to a private wiki? 24
- 25. Wiki Usage Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200925
- 26. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 26
- 27. What is a Social Network? ∗ A social network is a social structure made of individuals or organizations, which are connected by one or moreconnected by one or more specific types of interdependency. 27
- 31. Social sharing ∗ Extension of social networks ∗ Web sites for sharing just about anything about you or your organizationyour organization – Photos – Videos – Presentations – Documents – Favorite links 31
- 32. Use Cases for Social Networks and Social Sharing ∗ Networking ∗ Expertise locator ∗ Sharing Content 32
- 33. Poll Question ∗ How many use LinkedIn? ∗ How many have a Facebook account? ∗ How many use a business social network? ∗ How many have a social network in your∗ How many have a social network in your organization? 33
- 34. Social Networks Usage Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200934
- 35. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 35
- 36. What is Microblogging? ∗ Combination of blogging and instant messaging ∗ A microblog post, which is called an update can be a maximum of 140update can be a maximum of 140 characters (Twitter) ∗ Microblogging services also allow people to subscribe to your updates 36
- 37. Ways to Send Updates ∗ Via the products website ∗ Via text message ∗ Via desktop and cell phone clients ∗ Via web-based clients and services∗ Via web-based clients and services ∗ Via email 37
- 39. Enterprise tools ∗ Yammer ∗ Present.ly ∗ Communote ∗ Identi.ca∗ Identi.ca ∗ Many integrated into other tools 39
- 40. Use Cases for Microblogging ∗ Public Relations/Announcements ∗ Live Blogging Events ∗ Knowledge Sharing ∗ Request/Informal Polling∗ Request/Informal Polling ∗ Brand Monitoring ∗ Trending Topics/News 40
- 41. Poll Question ∗ How many use Twitter for personal use? ∗ How many use Twitter for business use? ∗ How many use a private microblogging service?service? 41
- 42. Microblog Usage Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200942
- 43. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 43
- 44. Office 2.0 ∗ Web-based office productivity tools – Documents, Spreadsheets, Presentations, etc ∗ Varied functionality – Some compatible with Microsoft Office– Some compatible with Microsoft Office ∗ Provides both the application and the storage mechanism – Content stored “in the cloud” ∗ Easy to use, share and collaborate 44
- 47. Use Cases for Office 2.0 ∗ Collaborative Authoring ∗ Lightweight Document Sharing ∗ Lower Cost Alternative ∗ “Outside the firewall” Projects∗ “Outside the firewall” Projects 47
- 48. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 48
- 49. The New Enterprise ∗ The organization is changing: – More distributed and global – More virtual because of increased telecommuting and outsourcingtelecommuting and outsourcing – Boomer staff retiring and knowledge leaving the organization – New skillsets coming into organization via Generation X/Y 49
- 50. The New Enterprise ∗ New challenges to the organization: – Finding people and skills in the organization – Locating and leveraging existing knowledge – Higher productivity requirements of workforce– Higher productivity requirements of workforce – Enabling teams to be more effective 50
- 51. Consumerization of IT ∗ In the past, computer technology was applied at work and then entered the consumer space. ∗ Now people are using technologies in∗ Now people are using technologies in personal lives before they're introduced in their workplace. ∗ "Why can't we apply this to our work?" 51
- 52. Key Drivers to Change ∗ McKinsey and Company Survey ∗ Kelton Research ∗ Aberdeen Group Survey ∗ Gartner - Social Software Predictions∗ Gartner - Social Software Predictions ∗ Forrester – Top 15 Technology Trends 52
- 53. Business Drivers for Enterprise 2.0 Technologies Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200953
- 54. Accenture Millennial Survey ∗ Expect to use their own technology and devices ∗ Want employers to provide the latest technologiestechnologies ∗ Awareness of or adherence to corporate IT policies is limited ∗ Use a wider variety of communication tools Source: Accenture Jumping the Boundaries of Corporate IT Q2 200954
- 55. In Their Own Words… ∗ I do install software from the Internet without the permission from the IT department, simply because it makes my work easier and faster, and I don’t see thework easier and faster, and I don’t see the potential risk of doing that. ∗ People obviously want technology to be more user-friendly, faster, and simpler. If a certain application can provide this, then why not get it? Source: Accenture Jumping the Boundaries of Corporate IT Q2 200955
- 56. Agenda ∗ History and definitions ∗ Blog ∗ Wiki ∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing ∗ Microblog ∗ Office 2.0 ∗ Why is this important now? ∗ Summary and Recommendations 56
- 57. Enterprise 2.0 Meets Records Management Image source: Wikipedia.com57
- 61. Governance ∗ The set of policies, processes, roles and responsibilities put in place to guide the development and use of a technology solution in the enterprise.technology solution in the enterprise. Policies Processes Roles & Responsibilities 61
- 62. Enterprise 2.0 Governance ∗ Formal process for deploying tools – Who is the “owner” – Who are the “users” – Expectations for the employee– Expectations for the employee – Training in usage of the tools ∗ Establish a governance committee to oversee the implementation and adoption ∗ Clearly understand the content being created and record implications 62
- 63. Other Considerations ∗ Policies – Internal or External usage – Corporate Culture and Organization type – Regulatory Environment– Regulatory Environment ∗ E-discovery – Preservation – Monitoring – Retention Policies – ESI Data Maps 63
- 64. Action Items for Information Management Professionals ∗ Understand how the technologies work ∗ Experiment with various use cases ∗ Determine use in your organization ∗ Stay in contact with IT and/or users of the∗ Stay in contact with IT and/or users of the tools ∗ Work with Legal and IT in creating strategies for capturing records ∗ Update policies as required 64
- 65. Records Management 2.0 “The orthodox approach to managing records is rapidly reaching the limits of its effectiveness. Within a feweffectiveness. Within a few short years the changes … threaten to make the way we currently manage our records obsolete.” 65
- 66. ARMA 2009 Conference ∗ Dr. Timothy P. O’Keefe, University of North Dakota: – Records managers run a huge risk of being seen as irrelevant if they don’t provideseen as irrelevant if they don’t provide leadership in harnessing Web 2.0. There is a strong need to develop and provide sanctioned options for employees, develop workable oversight approaches, and collaborate with records managers and legal within your own organization. 66
- 67. Learning Objectives ∗ You are now able to: – Identify and describe the various collaborative tools available inside and outside the enterpriseenterprise – Identify the use cases for collaborative tools in the enterprise – Address concerns of the IM&T professional in the use of collaborative tools with specific governance recommendations 67
- 68. Continue the Conversation!Continue the Conversation! #ARMA10 www.twitter.com/arma2010 TwitterTwitter ARMAARMA iConferenceiConference http://iconference.arma.org ARMAARMA iConferenceiConference … and find us on… and find us on FacebookFacebook & LinkedIn!& LinkedIn! Tweet this Session: #ARMA102592 68
- 69. Enterprise 2.0 and the IM and Technology Professional Please Complete YourPlease Complete Your Session EvaluationSession Evaluation Douglas Schultz Principal Consultant, Access Sciences Corporation dschultz@accesssciences.com Session EvaluationSession Evaluation 69