UKLUG 2012 – Cardiff, Wales

Social Intranet for Small Businesses Sandra Bühler, Klaus Bild

September 2012

UKLUG 2012 – Cardiff, Wales

About us…

UKLUG 2012 – Cardiff, Wales

Agenda

• Why (Objectives) • How (Use cases) • What (Our environment) • Conclusions

UKLUG 2012 – Cardiff, Wales

IBM Connections = Major Enterprises? Sure, the official success-stories of implementations of IBM Connections are all about large multinational companies, globally dispersed and acting

worldwide, but…

UKLUG 2012 – Cardiff, Wales

IBM Connections = Major Enterprises? And we?

How could IBM Connections help us, as a very small and locally acting

company?

Pfäffikon SZ

Zürich

Widnau

UKLUG 2012 – Cardiff, Wales

Why did we implement a Social Intranet?

UKLUG 2012 – Cardiff, Wales

Our Objectives of Implementing Social SW

• Improving internal communication • Simplification of cooperation • Improving know-how transfer • Protecting and sharing know-how

UKLUG 2012 – Cardiff, Wales

Improving internal communication

UKLUG 2012 – Cardiff, Wales

How was the communication before TOP

DOWN BOTTOM

UP

1:1

Verbally

Fragmented

AMONG PEERS

Project BU

UKLUG 2012 – Cardiff, Wales

Improving internal communication (Top Down)

Organizational communities (CEO, HR, Sales…)

UKLUG 2012 – Cardiff, Wales

Improving internal communication

Employee handbook

UKLUG 2012 – Cardiff, Wales

Improving internal communication (Bottom Up)

UKLUG 2012 – Cardiff, Wales

Improving internal communication (among peers)

Forum, Status updates (Socializing), @Mentions (Sharing)

UKLUG 2012 – Cardiff, Wales

Improving internal communication

Marketing Media Gallery (working across business units)

UKLUG 2012 – Cardiff, Wales

Simplification of cooperation

UKLUG 2012 – Cardiff, Wales

Simplification of cooperation (Processes)

Activities – processes, installation checklists, events

UKLUG 2012 – Cardiff, Wales

Simplification of cooperation (Transparency)

Wikis – Gathering information

UKLUG 2012 – Cardiff, Wales

Simplification of cooperation (or how to cut short discussions)

UKLUG 2012 – Cardiff, Wales

Improving know-how transfer

UKLUG 2012 – Cardiff, Wales

Improving know-how transfer (How to’s)

UKLUG 2012 – Cardiff, Wales

Improving know-how transfer (Backoffice / OP)

UKLUG 2012 – Cardiff, Wales

Preserve and share know-how

UKLUG 2012 – Cardiff, Wales

Preserve and share know-how

UKLUG 2012 – Cardiff, Wales

Preserve and share know-how

Communities – knowledge containers

UKLUG 2012 – Cardiff, Wales

Implementation of our Social Intranet – Our approach

UKLUG 2012 – Cardiff, Wales

• Establishing of know-how communities (we are techies)

• Appointing community-leaders who are responsible for the content

• HR- and Management communities are established

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• Introduction and training of all employees

• Official means of communication are the community blogs of the management and the HR (it is the duty of the employee to follow and to be informed)

• Convince the employees -> using positive examples of the benefit when using the social intranet (not only passively, but also actively)

• Management and community owners have to be role models

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• Attitude of sharing and playing an active part in the social intranet is the norm and counts as a professional qualification

Pilot phase (2010)

Productive since January 2011

Future?

UKLUG 2012 – Cardiff, Wales

Our environment - Setup Started with V2.5

V3.0

V3.0.1

V4 (&Cognos)

V4.5 (&CCM)

INTERNET DMZ INTRANET

iOS/Android/BB

HTTPS 443

Connections Server

DB2/HTTP Server

Cognos Server

Edge Reverse Proxy

Notes/Connectors/Browser

LDAP Server

UKLUG 2012 – Cardiff, Wales

Our environment - Integration

Notes Client • Standard Plugin (Activities, Files, Status Updates, Search) deployed with IBM TEM

• Still no Embedded Experience Integration -> if you are using a reverse proxy and you have EE working you should come and talk to me!

UKLUG 2012 – Cardiff, Wales

Our environment - Integration

Sametime • Integration into Connections WebUI through Sametime Proxy

UKLUG 2012 – Cardiff, Wales

Our environment - Integration

Domino Mail • Integration into Connections WebUI through Connections Mails

UKLUG 2012 – Cardiff, Wales

Our environment - Integration

Windows Connector • Standard Plugin (MS Explorer, MS Office) deployed with IBM TEM

UKLUG 2012 – Cardiff, Wales

Our environment - Customizations

• Look and feel

• Added a Belsoft Menu

• Profiles

-> Google Map, Click2Call

• Richtext Editor

-> (Adding Plugins)

UKLUG 2012 – Cardiff, Wales

Our environment – Future Plans

• Embedded Experience inside Notes Client

• Gamification (i.e. through Kudos Badges)

• Adding Notes Views (i.e. through Generic NSF View Widget)

• Activity Stream Injections (custom App)

UKLUG 2012 – Cardiff, Wales

Numbers don’t lie Number of unique authenticated visitors

UKLUG 2012 – Cardiff, Wales

Numbers don’t lie Number of visits

Average 1500 visits per month

UKLUG 2012 – Cardiff, Wales

Numbers don’t lie

110 new activities

UKLUG 2012 – Cardiff, Wales

Numbers don’t lie

237 blog entries

UKLUG 2012 – Cardiff, Wales

Numbers don’t lie

133 new wiki pages

UKLUG 2012 – Cardiff, Wales

Conclusion

UKLUG 2012 – Cardiff, Wales

Conclusion of a new employee

«… I never thought that you could shorten the period of vocational adjustment just in having in place something like know-how communities and you can access the know-how of your peers at your finger tips.»

«… when I look up some technical information internally first, I can be sure, that the relevance is much higher and I trust the source.»

UKLUG 2012 – Cardiff, Wales

Conclusion of the management after more than two years Our Objectives of Implementing Social Software were all achieved Improving internal communication Simplification of cooperation Improving know-how transfer Protecting and sharing know-how

Some challenges remain Critical mass (10% rule doesn’t work) File Explorer in mind (where exactly is…) Finding time to contribute during busy days Change Management (organisational)

UKLUG 2012 – Cardiff, Wales

My personal conclusion

«Our social intranet is a success story … but language skills and communication skills are more important than ever.»

UKLUG 2012 – Cardiff, Wales

Questions?

UKLUG 2012 – Cardiff, Wales

Contact us belsoft.ch

youtube.com/belsoftag

slideshare.com/belsoft

slideshare.com/kbild

linkedin.com/pub/sandra-bühler/10/48a/628/

linkedin.com/in/kbild

twitter.com/sandrach

twitter.com/kbild

kbild.ch