@Waterstonsltd

www.waterstons.com

Collaboration in the post ‘SharePoint’ era

Alex Bookless and Chris Grosberg

Why are we here?

@ There is a lot more to any collaboration/communication project than installing SharePoint or Lync or deploying Office 365

@ SharePoint is not a silver bullet

@ There are other options

A wealth of options

Example 1 – Geographically diverse teams

@ A team spread throughout the world are working together to deliver a project

@ Challenges

@ Time zones

@ Information sharing

@ Task management

Solution – Asana

@ Manage tasks – assign to people

@ People can comment and upload attachments to tasks

@ Document management abilities are limited

Solution - Office 365 Groups

@ Quick and Easy setup

@ Social feed/conversations

@ Document management

@ Calendar

@ Integrated in Office 365

Solution – Basecamp

@ Can track to-do lists, upload documents, have discussions within a project

@ Document management features are limited

@ No real time chat

Solution – Lync

@ Telephony, Instant Messaging, Presence Indication, File sharing, Chat Rooms

@ Corporate Federation

@ Unified Communications only

Example 2 – ECM

@ A fast growing company must be certified to a standard and currently stores all documents in a folder share.

@ Challenges

@ Easily Accessible

@ Finding relevant documents

@ Compliance with standards and legislation@ Approval of documents

@ Retention of documents

@ Document Information Classification

@ Different types of documents have different requirements

Solution - SharePoint

@ Document Management is key ability

@ Integrates well with Office Suite

@ Well supported and used

@ Can be customised easily

@ Doesn’t guarantee standards compliance OOB

Solution - M-Files

@ Document Management is also key ability

@ Integrates with Windows well

@ Process more familiar to a file share

@ Allows process customisation

Example 3– Internal Communications

@ Challenges

@ Lots of emails

@ Company initiatives

@ Knowledge held in silos

@ Lack of single source of company information

Solution - Yammer

@ Good for allowing conversations and small informal updates

@ Document management abilities are limited

@ Information shared has a short lifespan

@ Group areas for teams/projects

Solution - Web Content Management

@ Can be easily styled

@ Advanced content editing and publishing

@ Mobile friendly

@ Typically one way communication

Solution - Interact

@ Built to be an intranet

@ Social feed

@ Team sites

@ Basic Content Management

@ No document/records management

Picking the right route?

@ Our approach

@ Alignment

@ Planning

@ Implementation

@ Business as Usual

Alignment

@ How can we improve teamwork and collaboration?@ Understand the wider situation

@ What collaboration obstacles are stopping us implementing our business strategy?@ Is there an IT strategy? Has collaboration been considered?@ Do we have existing systems which can help collaboration?

@ Identify and explore the problems with people@ Talk to them!@ Who do they talk to? Internal and external?

@ Customer Journey and other tools@ Define measurable targets

@ Not usage stats!

Planning

@ Can we leverage what we already have? Options appraisal ?

@ Identify and define the solution and validate the business case

@ Any collaboration solutions means changing the way people work -change management must be considered

@ Governance

@ Information Governance – where is my data being stored? When should it be deleted?

@ Solution governance – business ownership, continuous improvement

@ Benefits Realisation

Implementation

@ It’s not all technical

@ What do we want to achieve for the business?

@ Start implementing the governance plan

@ Start preparing the business – surprise is only good for parties

Business as Usual

@ Review our targets

@ Hone the solution to best fit the business

@ Has the business need for collaboration changed?

@ Easier to adapt to latest technology

@ Identify areas that could be benefited by the solution

In Summary

@ SharePoint is still a great product but…

@ Collaboration will not be solved with a single product alone

@ There has never been a richer set of options open to us than now

@ People – not technology will determine whether any collaboration project is successful

@ Governance is vital

Any Questions?

@ Alex Bookless

@ Alex.Bookless@waterstons.com

@ Chris Grosberg

@ Christopher.Grosberg@waterstons.com

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