Do Collaborative

Spaces Ever Work?

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PANEL Lori Ann Hall

HP Autonomy

Gordon Vala-Webb

McMillan LLP

Jed Cawthorne BMO

Financial Group

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• Document Centric Collaboration

spaces – SharePoint team sites,

DMS with commenting

• Conversation Centric collaboration

spaces – social collaboration tools,

such as:

o Jive

o IBM Connections

o SharePoint 2013 Social

Community Sites

Matrix by Peter O’Kelly from his blog at: http://pbokelly.blogspot.ca/2010/10/cisco-community-central-enterprise.html

DEFINE: COLLABORATIVE SPACES

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DEFINE: Social networking

Characteristics of social networking

Many-to-many

Open

Pull (not push)

Parallel

Image source: http://www.pwc.com.ar/es_AR/ar/publicaciones-por-industria/assets/transforming-collaboration-with-social-tools.pdf #INFO1

• Is your organization using collaborative spaces internally in

your current work environment?

• Is your organization using collaborative spaces with clients

in your current work environment?

• Do you think that collaborative spaces are or could be an

effective way to encourage collaboration in your current

work environment?

SURVEY

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Debate

Rules

Flip to see who is “for” and “against”

Debate sequence:

• Proposer – 3 minutes

• Opposer – 3 minutes

• Floor debate • anyone can make one-point

(30 sec each)

• Opposition summary – 2 minutes

• Proposition summary – 2 minutes

DEBATE

Social networking

/ collaborative

spaces within a

firm are a

dangerous

distraction from

doing real work. #INFO1

Lori’s 5 things

Do’s and Don’ts when

selecting technology for

collaboration

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#1 – DO – Define the needs

• Business requirements & Features

• Who, what, where, when & why

• DMS/Workspaces

• Document

• Knowledge

• Search

• File-sharing

• Discussion forums

• Concentrate on the area of greatest need and start there

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#2 – DO – Consider the culture

AGE

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#2 – DO – Consider the culture

SHARING

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#2 – DO – Consider the culture

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#3 – DON’T – Make people fit technology

• “Collaboration is a fundamentally human activity.”*

• If the process doesn’t feel natural, they are not going to do it

• IT people get excited over tech – lawyers, on average, do not

• Just because you think it’s a cool toy, doesn’t mean they’ll play with it

• Make the technology fit the needs, people, and culture

* Article, “Today's enterprise collaboration landscape: Cloudy, social, mobile” by Dion Hinchcliffe for Enterprise Web 2.0; www.zdnet.com #INFO1

#4 – DON’T – Try to do it all at once

• Life is a game of inches, so is collaboration innovation

• Feedback, adjust, feedback, adjust, repeat

• Users need time to adjust to new tech before adopting a new one

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#5 – DO – Tell vendors what you want

If you ask, they will build it

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Gordon’s 5 things

“It ought to be remembered that there

is nothing more difficult to take

in hand, more perilous to conduct, or

more uncertain in its success, than to

take the lead in the introduction of a

new order of things.”

Niccolo Machiavelli

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Things 1 and 2 Why? And the social networking Catch 22

Thing 1

Add value (know why)

Thing 2

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Thing 3 Go big and lean in

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Thing 4 – Build it into the work flow

• Look for bottlenecks in work

• Re-engineer using social networking tech

• Sustain the change

http://upload.wikimedia.org/wikipedia/commons/thumb/a/a1/Bottleneck.svg/451px-Bottleneck.svg.png #INFO1

Thing 5: You don’t always get what you want

Increase productivity of professionals by 20-25% (McKinsey, 2012)

Jan 13 Jun 13 Aug 13 Oct13 Dec13

MEASURE Activity & outcomes

Jed’s 5 things

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#1 - PLAN

• The 5P’s: Prior Planning Prevents Poor Performance

• Do not go into this with a “if I build it, they will come” attitude

• Define outcomes, know what you want and plan accordingly

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#2 - SELECT THE RIGHT TECHNOLOGY

• Social collaboration is not all about the technology, but having a decent tool helps

• Select the right tool for the job

• There is no “one ring to rule them all” !

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#3 - LEAD BY EXAMPLE

• Have champions / social community leaders

• Seed content, nurture discussion, moderate if required

• Build support into your organizational culture

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#4 - KEEP IT SIMPLE

• What is the simple value proposition ?

• Keep it simple to understand

• Keep it simple to use

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#5 - MAKE THE MOST OF IT!

• Maximize your investment

• Use it or lose it ?

• Different use cases have different value propositions

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FINAL SURVEY

• Do you (still or now) think that

collaborative spaces are or could be

an effective way to encourage

collaboration in your current work

environment?

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We’ll now open it up for questions

Questions

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• Matrix by Peter O’Kelly from his blog at:

http://pbokelly.blogspot.ca/2010/10/cisco-community-central-

enterprise.html

• Article, “Today's enterprise collaboration landscape: Cloudy, social,

mobile” by Dion Hinchcliffe for Enterprise Web 2.0; www.zdnet.com

• Social networking graphic

http://www.pwc.com.ar/es_AR/ar/publicaciones-por-

industria/assets/transforming-collaboration-with-social-tools.pdf

• 20 Contemporary Enterprise Collaboration Tools

http://www.zdnet.com/20-contemporary-enterprise-collaboration-tools-

7000030065/

References

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Thank You

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