IBM Connections: Mastering a Rollout for up to 600 kingdoms and 12'000 Users - Roberto Mazzoni, University of Zurich and Sandra Bühler, Belsoft Collaboration @ Engage
This presentation was given at the launch of the DH23Things Programme at Cambridge University. The programme aims to help early career researchers in Arts, Humanities and Social Sciences explore the use and impact of digital technologies in their work. Find out more at http://dh23things.wordpress.com/
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Using the Crowd to Understand and Adapt User InterfacesJeffrey Nichols
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Preparing Our Users For Digital Life Beyond the Institutionlisbk
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See https://ukwebfocus.wordpress.com/events/digital-life-beyond-the-institution/
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2. Agenda
• The speakers
• The University of Zurich
• The collaboration stack of the University of Zurich
• IBM Connections – a long, long journey (what we did
wrong and what works now)
11. IBM Notes® @ UZH – History -> 2nd Glance
• 2008
• End of evaluation, final decision done by the university management
• 2009
• Internal “Going live” with IT services
• 2010
• Official “Going live” and migration of the 40'000 users (yes, they found some
more...)
13. IBM Notes® @ UZH – History -> 2nd Glance
• Huge and successful migration to Domino/Notes in
Switzerland -> and (almost) nobody knew until November
2015 …
14. Facts & Figures: email is not dead -> at all
• 553’000 internal emails daily
• 110’000 emails received from Internet daily
• 84’000 (76 %) classified as SPAM
• 47'000 sent to Internet daily
• 140’000 email addresses registered for 46’000 persons or
functions in the Domino Directory
17. IBM Connections – a long, long journey
• 2011: IBM Connections kicks in
• Licensing support by Belsoft
• Missing Management Support
• First rollout within IT Service
• Connections 3.0
• We did wrong what can be done wrong
• No management support
• No plans which component should be used in which manner
• No community manager established
• Nevertheless: IT department employees won’t miss it after
short time of usage!
• Upgrade to 4.0
• Ask the experts: Simon Vaughan (@SimplyS1mon) to mention one who really helped to fix it
19. IBM Connections challenges – Change the
behavior of the users
• It is a great platform - can be spread even if
your management does not promote it
• Show the features people always missed for
their work
• It is not “normal” to work with a Social Business environment
• It is not a matter of age !
• People like email, they used it for years
• People are shy (you won’t have digital natives in your administration)
• People like folders (!)
• People can’t distinguish between privacy and transparency
20. IBM Connections – Integrate to your
environment
• Make IBM Notes/iNotes and IBM Connections one experience
if you have Notes
• Add IBM Connections to Notes
• Easiest way to get rid of attachments in emails
• Get your tasks from your activities to your calendar
• Show up your community calendar in Notes
• Get the profile pictures back to Notes
through Sametime
• IBM Connections Desktop Plug-in
• Replaces your File Shares with much more
benefits (Versions just to mention one)
• Yes, the OS X Finder integration is
different
21. IBM Connections approaches – Integrate
people with their projects
• Identify stakeholders that will help spread the word
and help them with their projects
• Integrate in working environment
• show advantages and simplifications in the daily work
• Find teams that cross borders
• Adopt communities to their needs
• University Management
• University Crisis management group needs to collaborate with all other departments
• Main library wants to collaborate with all department libraries
• Faculty projects need collaboration tools (Physics Olympiad will be hold in Zurich 2016)
23. Be prepared for hazards
• University Crisis management group
• Scenarios in case of hazards ready to use
• Radiation Protection
• Biological Safety/Security
• Fire Safety
• Chemical Safety
• Hazardous Waste Management
• People from different departments involved in associated
communities
• Subcommunitiesfor handling hazards
24. Be prepared for hazards
• Content “private” only
• Yes, it’s fine to keep Communities restricted
• ensure that members gain confidence
• also social business must be learned
• prepare content for later public access
25. Private Communities 2nd Glance
• Yes, it’s fine to keep “some” Communities restricted
• ensure that members gain confidence
• also social business must be learned
• prepare content for later public access
27. Enable collaboration
• Main Library
• 1 public library (not only University Library, Zentralbibliothek)
• 1 main library for science
• 1 main library for medicine
• 50 libraries spread across the city
• one library system hosted by Swiss Federal Institute of Technology
for all
28. Enable collaboration
• Main Library
• project targeted to determine
efficient usage
• Different communities with one
“portal” community, some of them including
subcommunities
• Half day training programs for Community owner
29. Enable collaboration – 2nd Glance
• Main Library
• 50 libraries spread over the campus
• Within the 150 departments, with great
attention for 560 kingdoms
• Who could spread the voice better ?
30. The role of HR – or forget the minute of silence
• If you want to forget your minute of silence…
• Identify the needs HR has
• Find stakeholders willing to optimize processes
• And now the voice is spread over 150 units!
• Grazie, Marco!
31. Rollout for 12’000 people
• Most of them will not play an active role
• Prepare the rollout and spread the voice
• YES, HR can help!
• Units want to use it!
32. Workshop for future “Community Managers”
• Rollout is not a technical challenge !!!
• It’s a organisationalchallenge
• Prepare units to be aware of it
• Community Manager
• There is no technical role for it
• People need to be enabled for it
• Workshops
• Your users know what they need
• Let them find out and assist them
• IT will be critical: loss of control
33. It’s open – let it open !
• Let them use and show them all options !
• Notes integration
• Desktop plugins
• Mobile Apps
• If you miss it: they will found out!
• You can’t loose control – you will never have!
• It’s social !
• It’s open, let it open
• People need to learn and will learn to handle it
• Discuss consequences of errors