Collaboration & E2.0: work meets play or the future of business?

Collaboration and Enterprise 2.0:

work-meets-play or the future of business?

© AIIM 2010

Peggy Winton, Vice President,AIIM

Enterprise 2.0 word cloud

Courtesy of www.wordle.net

Who are we?

AIIM is the community focused on providing education, research, and best

practices to help organizations find, control, and optimize their information

for maximum value.

Statistics

Demographics

United States; 56%

Canada; 11%

UK and Ire-land; 13%

Other Europe; 13%

RoW; 9%

1-10 employees

11-100 employees

101-500 employees

501-1,000 employees

1,001-5,000 employees

over 5,000 employees

0% 5% 10% 15% 20% 25% 30% 35% 40%

Government & Public

Services – Local/State

Government & Public

Services – National

IT

Banking, Finance & InsuranceUtilities, Telecomms, Oil

& GasConsultant

Manufactur-ing, Engin-eering &

Construction

Education

Healthcare

Transport, Distribution,

Retail

Chemicals & Pharmaceut-

icals

Legal, Pro-fessional &

Charity Media, Pub-lishing, Web Other

18-30

31-45

Over 45

Are any of the following barred for access by your staff from their desks (during work hours)?

Are any of the following barred for access by your staff from their desks (during work hours)?

49% 47

%43%

47%

N=575, March 2010

The Seesaw

Collaborate &Innovate

Key Driver: better use of shared knowledge75%

The Seesaw

Control &Secure

Biggest Impediment: corporate culture40%

The Seesaw

Control &Secure

Collaborate &Innovate

Key Driver: better use of shared knowledge75%

Biggest Impediment: corporate culture40%

Twitter is an important rapid-feedback tool for business use, not a time-waster

27%

17%

7%

18-30

31-45

>45

N=573 “Agree” or “Strongly agree”

May 2009


27%

17%

7%

18-30

31-45

>45

17%

18%

15%N=568 “Agree” or “Strongly agree”

March 2010


18-30

31-45

>45

N=568 “Disagree” or “Strongly disagree”

March 2010

17%

18%

15%45%Think it is a time waster

N=568 “Agree” or “Strongly agree”

March 2010

Social networking will make a dramatic change to business life in the next few

years

40% 60% 80% 100% 120% 140% 160%

Series1 Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

How do you feel about the following statements?

N=568, March 2010

E2.0 Importance

58%Agree or strongly agree

It is easier to locate “knowledge” on the Web than it is to find it on our internal systems

I expect to use the same type of networking tools with my business colleagues as I do with my friends and family

Email will become less and less important for internal communication

Social networking only works if you expose personal details but I am prepared to take that risk

Series1 Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree


N=568, March 2010

E2.0 Importance


47%disagree or strongly disagree



There is a strong risk of exposing company-confidential in-formation via social networking

Social networking can take up far more time than it is worth

With social networking there is a risk that personal life and work life become too mixed up

Staff are likely to waste time if they have access to Facebook and Twitter during working hours

0% 20%

40%

60%

80%

100%

120%

140%

160%

180%

Series1 Strongly disagree Disagree Neither agree nor disagree Agree


N=568, March 2010

E2.0 Importance





Your Business

Your Business

Your Staff

-Team sites, blogs, expertise finders, micro-blogs, wikis, collaboration tools

Your Staff

-Team sites, blogs, expertise finders, micro-blogs, wikis, collaboration tools

Your (existing) Customers

Your (existing) Customers

Your Suppliers

Your Suppliers

Your Partners

Your Partners

Your Website

Your Website

External Internal

Executives need to understand the

difference between playing around on

Facebook and building a true collaborative

infrastructure for their organization.

The Key to Implementation

For most executives, social media is scary.

Imperative

Significant

Average

Minimal

Not at all

0% 5% 10% 15% 20% 25% 30% 35%

External 2.0

Enterprise 2.0

In your view, how critical is Enterprise 2.0/external social media to your organization’s overall business goals and success?

Enterprise 2.0 (internal)

29% “Imperative” or

“Significant”

External 2.0 (social media)

21%

N=568, March 2010

E2.0 Importance

Which THREE of the following would you say are the key drivers for use of external social media in your organizational unit?

Marketing

Customer Feedback

Staff Research

N=568, March 2010

Drivers – external social media

As a marketing tool to publicize products, events, etc, (eg. through Twitter and Facebook)

Improved communications for customers to feed back to the business (eg, Forums)

As a knowledge resource for staff to research or seek answers (TripAdvisor/Facebook/LinkedIn/Twitter)

Opportunity for staff to participate in forums with solutions to FAQs, product features, etc.

Job recruitment/candidate research (eg, LinkedIn)

Source/research of individual contacts or unusual opportunities for sales team (eg, LinkedIn)

Listening in on social media for favorable/unfavorable comment (eg, Twitter storms)

Channel/partner/membership network communications (eg, private forums)

Profile generating tool for your key managers, authors and/or knowledge experts (eg. via Blogs)

None of these

0% 5% 10%15%20%25%30%35%40%45%

Crowd sourcing

Which THREE of the following would you say are the key drivers for internal social media/collaboration/Enterprise 2.0 in your organizational unit?

Knowledge Sharing

Team Collaboration

Project Coordination

N=568, March 2010

Drivers – internal social media

Better use of shared knowledge

Increase collaboration within and between teams

Better project management and coordination

Better communication between management and staff

Brokering - bringing together people and expertise

Reduce travel and meetings costs

Self-service facilities for staff and new recruits

Better cohesion and social inclusion between staff

Better sharing of competitor updates, product problems, etc.

None of these

0% 10% 20% 30% 40% 50% 60%

Which THREE of these are the biggest impediments to wider implementation of Enterprise 2.0 in your organization?

Inhibitors

Lack of Understanding

Corporate Culture

Cost

10+ employees (656)

May2009

Lack of understanding

Corporate culture

Not a high enough priority

Cost

Lack of business case (ROI)

Potential security leaks

Staff unwillingness to participate

Potential legal issues

Concern over staff time-wasting

Technical complexity

Loss of control by management

Immaturity of technology

Customer/member/partner unwillingness to participate

How important is it in your organization to demonstrate an ROI for Enterprise 2.0 investments?

Justification

50% still looking for

hard RoI

10+ employees (656)

Always re-quired; 49%

Some need but not definit-

ive; 37%

Covered by innovation,

green or other initiatives; 6%

Seen as a cost of doing business; 7%

What is your organization's current approach to Enterprise 2.0?

Adoption

Its use is discouraged

No specific project but some rogue usage

Ad hoc usage in several areas or departments

Beginning to form a strategy for targeted usage

Partially implemented but not enterprise-wide

Actively used throughout

0% 5% 10% 15% 20% 25%

Restricted

Encouraged

10+ employees (656)May 2009

47%

Which group is the PRIMARY driver of Enterprise 2.0 in your organization?

Drivers – people

Driven from bottom up not

top down

Users

IT Managers

CIO/CTO

Senior/Executive Business Managers

Mid-Level Business Managers

CEO

0% 5% 10% 15% 20% 25% 30% 35%

10+ employees (656)

May 2009

In your organization, which departments are STRONG users of Enterprise 2.0 functionality?

Drivers - departments

The geeks are in the lead –

for now

IT

Marketing

Other operations

Training/membership/projects

Customer Support

Customer Communications

R&D

Sales

Human Resources

All departments

Admin

Finance

Legal

No one uses it

0% 10% 20% 30% 40% 50% 60% 70% 80%

10+ employees (656)

Collaboration

Collaboration ‘If you have an apple and I have an apple and we exchange these

apples then you and I will still each have one apple. But if you have an idea and I have an idea and we exchange these ideas, then each of us will have two ideas.’ — George Bernard Shaw

“If HP knew what HP knows, we would be

three times more profitable.”

-- Lew Platt, CEO HP, 1992 to 1999

Which THREE of the following document collaboration tools would you say are the most used by your team or within your business unit?

Collaboration

40% still using marked up

paper copies as “most used”

And most of us are still playing

email ping-pong

and struggling with Word!

10+ employees (656)

May 2009

Marked up paper copies

Emailed suggestions and changes

Annotated PDF files

Review and track-change functions in Word

Specialist document-sharing application

Ad hoc wiki sites

Document review workflows within DM or ECM system

Team sites within SharePoint

Team sites within other collaboration suites

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization?

Collaboration

Knowledge sharing

Efficiency

Timelines

Travel costs

10+ employees (656)

May 2009

Enhanced team-work and knowledge sharing

Reduced time and effort to find information and documents

Improved efficiency of document or proposal creation process

Faster project delivery

Reduced travel costs and time

Fewer mistakes due to wrong versions or incorrect transcription of changes

Better relationships with partners and customers

Reduced storage of email attachments

Support of Green initiatives

Better innovation

Fewer cycles on sign-offs

My organization is unlikely to spend anything on these tools.

0% 10% 20% 30% 40% 50% 60% 70%

We use SharePoint team sites

We use team sites in another ECM suite

We use a stand-alone/dedicated in-house platform for team sites

We use a hosted/SaaS external platform for team sites

We don’t use team sites

0% 10% 20% 30% 40% 50%

Which collaboration platform do you use MOST for team/project sites?

Collaboration platforms

42% use SharePoint team-sites

10+ employees (656)

May 2009

How will your spending on Enterprise 2.0 technologies in the next 12 months compare with the previous 12 months?

Spend

Spending up in all

areas

10+ employees (656)

May 2009

Dedicated document collaboration software

SharePoint Client Access Licences (CALs)

Collaboration modules in other ECM suite

Dedicated Enterprise 2.0 suite

SaaS access to web-hosted blog/wiki/forum platforms

Video production for the web

Consulting services around Enterprise 2.0

Training for Enterprise 2.0

0% 25% 50% 75% 100%

xxx Much less Less Same More

What is your organization's budget to access or implement Enterprise 2.0 functionality?

Spend

24% are spending

serious money on this stuff

10+ employees (656)

May 2009

$0

<$10k

$10-50k

$50-100k

$100-500k

$500k-1m

>$1m

0% 2% 4% 6% 8% 10% 12% 14%

Is E2.0 the future face of all Enterprise Applications?

How important is it (or would it be) to you that your ECM suite offers a full range of Enterprise 2.0 capabilities?

ECM’s Role

40% consider it important that E2.0 is part of

their ECM suite

10+ employees (656)

May 2009

Not at all important6%

Not im-

portant9%

Useful44%

Important26%

Very import-

ant14%

Collaboration without governance is a recipe for

disaster.

Sign off for blogsand forums

20%

Sign-off for press releases & website80%

Governance – content types

How are the following content types managed and archived in your organization - % “Unmanaged”

Twitter and blog posts not

archived in 80+% of organizations

using them

– but neither are instant

messages!

- and emails 39% “unmanaged”

N=604 March 2010

Normalized for “Not Applicable”

Twitter posts

External blog posts

Instant messages

Internal blog posts

Telephone recordings

Audio recordings

Faxes

Video/CCTV recordings

Archived web pages

Photo images

Emails

Active web pages

Electronic documents

Scanned documents

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

“Is there a policy in your organization related to how employees interact with

external social networking tools?” 64% No

Does your organization have a specific policy or guidance on the USAGE and/or CONTENT of the following technologies?

Governance

70% have no policies on Web 2.0 or

Enterprise 2.0

Whereas 88% have AUP for

email

10+ employees (656)

May 2009

Email

Slide presentations

Social Networks – access during work time

Instant messaging

Video

SNS/Text messaging

Blogs

Social Networks – personal

Discussion Forums

Wikis

Social Networks – business-oriented

Podcasts

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Which of the following best describes your organization’s policy regarding PUBLIC-FACING Blogs and Forums?

Governance - blogs

47% discourage staff from

public blogs

- although 13% have

official CEO or Marketing

blogs

10+ employees (656)

May 2009

We have no official blogs and we discourage all staff from using them for work-related matters

We have official blogs (eg, CEO, Marketing, Editorial) but we discourage others

We neither encourage nor discourage staff participation in external blogs

All staff are encouraged to have or contribute to blogs and forums

Contribution and participation in external blogs and forums is recognized in staff appraisals

0% 10% 20% 30% 40% 50%

Press releases

Public website

Internal website/Intranet

Company Wikipedia entry

Public-facing company blogs

Public-facing personal blogs

Public-facing company forums and discussion groups

Public forums and discussion groups

Staff-facing blogs

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Does your organization have sign-off procedures for CONTENT published in the following places?

Governance - approvals

Corporate image and

messaging may be at risk

10+ employees (656)

May 2009

About AIIM

We are the community that provides education, research, and best practices to help organizations find, control, and optimize their information.

www.aiim.org.ukClassroom, in-house and online. 1, 2 & 4-day courses

AIIM State of ECM Industry 2009

Download the reports free from: www.aiim.org/research

Doug Miles

Director Market Intelligence, AIIM

[email protected]

Blog: ECM by numbers (Typepad)

Peggy Winton

VP, AIIM

[email protected]

mailto:[email protected]

Collaboration & E2.0: work meets play or the future of business?

Technology

Transcript of Collaboration & E2.0: work meets play or the future of business?