Concise Guide on How to Use Connections (to manage your projects, your team, and put connections to...

The Concise Guide !on How to Use Connections (to manage your projects, your team and put connections to work for you)!

Changing the WAY we work!to harness collective knowledge, !serve clients with speed, amplify !impact across the business.!

Jim Claussen!Strategy Manager Social Business Category, IBM@JimClaussen!www.jimclaussen.com!www.executivesocialacademy.com/askjim!!!

COPYRIGHT 2014 Jim Claussen

Purpose:Help you get started, be more efficient, achieve greater impact.!

Why?!The more we all use Connections,!the more impact & value we can all drive.!

SOCIAL-‐ize your team

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Table of Contents

Being Open: What It’s All About ……………..………….............

The Big Picture: Connections Overview …….………………...

Start: Setting up Your Social ……..…………….………………...

The Toolbox: The Tools to Accelerate Your Team …..……….

Day-to-Day: How to Manage it All ……….....…………………...

Sec-on 1

Sec-on 2

Sec-on 3

Sec-on 4

Sec-on 5

Section 1 Being Open… !What It’s All About!


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Being Open: What It’s All About

What is Social Business? Social business = Open Business (Luis Suarez) Open interaction, scales through participation, connectedness Social business is a way of working Networked, open collaboration, sharability, member led


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Why is this important? Creates value… for IBMers, for Clients, for Partners “Your value will not be what you know, but what you share” * Social is a market differentiator Multiplier effect (leveraging our #s, our size) It’s not a lift, it’s a complete shift People driven transformation in new age age of connection * (Ginni Rometty, Council of Foreign Relations, Mar 7 2013)


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Yesterday Closed Scarcity effect Email (inbox full = mail jail) Small closed teams Duplication of work Reinventing the wheel Sequential processes Stuff on your HD Knowledge drain Computer dies, work lost

Today Open Multiplier effect Connections (+ less Email) Dialog, sharing, insights Open & extended teams Reuse of existing work Nonlinear processes Resources in the cloud Knowledge retain Computer dies, nothing lost

A shift (not an add) – it’s a change in HOW we work


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This all seems too much for me….

My advice: Don’t go into Social, grow into Social Start small, start simple, and build momentum

Section 2 The Big Picture… Connections Overview!


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The Big Picture: Connections Overview

Connections – comprehensive connectedness


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What can you do with your team?

Share and jointly edit files Manage team projects Brainstorm with your team Share useful and important links Collaborate on documents Centralize education and training Share opinions and drive though leadership Leverage extended “team” knowledge across IBM Use what other teams have already created Achieve alignment and focus around objectives … all from any internet device (laptop or mobile)

TIP: Start with activities to manage projects.

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http://w3-connections.ibm.com (use your intranet log-in)

Use the main connections menus to navigate around

How do I get on Connections?

TIP: Make the link above a main bookmark.

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I’m following: View updates for people & things you are following (+ responses to you) Status Updates: View status updates from your network My Notifications: View updates & comments related to your content & your notifications Action Required: View items that require your response (like To Do items in Activities)

How do I ‘follow’ my team?

Use ‘Home’ as your dashboard

TIP: Build habit of scanning these 4.

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Where do I work ‘social’ with my team?

Community Description – summarize purpose / focus of community

Blog – share opinions, lead with insights, provide guidance

Activities – manage projects

Files – upload, centralize, jointly edit, share assets

Bookmarks – share important links

Wikis – jointly build & edit ‘html’ pages

Forums – openly engage, discuss and share ideas on topics

Subcommunities – build out sub categories of specialty focus

Use the tools in Communities

TIP: Define clear goals and focus in Description.

Section 3 Starting Out…!How to Getting Setup!

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Starting Out: Get Setup

Where do I start? STEP 1

þ Add your team to your network

þ Add your ‘extended’ group to your network

þ Follow senior execs (Jon Iwata, Maria Winans…)

þ Add tags for your expertise

þ Add your key links (twitter, blog, team community…)

þ Post updates on what you are working on

Setup your Profile

TIP: For Status Updates how can you help people.

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Starting Out: Get Setup

Then what? STEP 2

þ Go to Communities / All Communities

þ Click “Start A Community” Button

þ Fill out form, click Save (Use “Restricted” for working team Communities)

þ Add your direct team as members

þ Click “Community Actions”, “Customize” to add widgets

þ Recommend starting with Blog, Activities, Files, Bookmarks, Forums

þ Start adding content (we will detail each widget in Toolbox section)

þ To add additional working members, click Members in left column

þ Add Tags to make findable

Setup a Team Community as your team’s social hub

TIP: Call on IDR Social Ambassador if need help

Section 4 Toolbox:The Tools to Accelerate !Your Team!

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Toolbox: The Tools to Accelerate Your Team

How do I create a Community Description? WHEN TO USE THIS TOOL: To describe the goals and focus for the community

þ Go to your team community

þ Click “Community Actions”, “Edit Community”

þ Click “Upload Community Image” to add a community icon

þ In the description area, edit/paste content

-  Add links

-  Add images

-  Use Rich Text formatting

-  Can paste HTML from another HTML editor


Examples:

Detail goals

Describe purpose of community

Use graphics to create menu

Click Communities on main menu

to see all kinds

of examples and

good practices

TIP: See this blog post for how to add graphics in table layout

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How do I create an Activity? WHEN TO USE THIS TOOL: Use an “Activity” to manage a project with your team


þ Scroll to Activities

þ Click “Start an Activity”, Name it and save

þ Click on Activity Name to setup the details

þ Click “Add Section” for parts or steps of the projects

þ In each “Section”, click “Add Item”, (click “Add File” for assets)

þ Click “To Do Item” to add actions for team

þ Click “Notify Other People” to alert team to Activity info or To Dos


Examples:

Manage team meetings

Track travel requests for your team

Manage finance submissions

Plan for an event

Click Apps, Activities on main menu

to see all kinds of examples and

good practices

TIP: Click and drag Sections to change their order in Activity

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How do I create a Blog? WHEN TO USE THIS TOOL: Use a “Blog” to share guidance & insights for team


þ Scroll to Blogs

þ Click “Create Blog Entry”

þ Enter title and content (rich text), add relevant tags

þ If you know HTML, you can copy and paste into “HTML View”

þ Save

þ Option: click on a blog post, at bottom, click “More Actions”, “Notify Others”


Examples:

Share a “How To”

Guidance on key initiative

Perspectives on strategy

Sharing a success story

Click Apps, Blogs

for all kinds of

examples

TIP: Highlight your blog post with a status update. Include link.

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How do I create a Forum? WHEN TO USE THIS TOOL: Use a “Forum” as an online discussion board


þ Scroll to Forums

þ Click “Start a Topic”

þ Enter Title for discussion

þ Add an attachment if appropriate

þ Click “Reply to this Topic” to comment on the overall topic (title)

þ Click “Reply” under a specific comment, to comment on that specific point


Examples:

Team brainstorming

Debate a topic

Share team thoughts on topic

Click Apps, Forums

for all kinds of

examples

TIP: Use a Forum to pre-discuss a topic before a team call

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How do I add Bookmarks? WHEN TO USE THIS TOOL: Use “Bookmark” to share key links with your team


þ Scroll to Bookmarks

þ Click “Add a Bookmark”

þ Enter URL and Name

þ For persistent links you want to highlight, click “Add to Important Bookmarks”

Examples:

Point to IDR WW Community

Point to Get Social in IDR

Highlight key training

Click Apps, Bookmarks

for all kinds of

examples

TIP: Keep Names short to prevent wrapping in Important list

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How do I create a Wiki? WHEN TO USE THIS TOOL: Use “Wiki” to create ‘html’ pages that team can edit


þ Scroll to Bookmarks

þ Click “Create a Wiki Page”

þ Add page name and content

þ To create a subpage, go to wiki pg, click “Page Actions”, select “Create Child”

þ If you see wiki design you like, copy whole thing, create new wiki page, paste

Examples:

Create repository of collateral

Assemble links and content to 1 pg

Create a community newsletter

Click Apps, Wikis

for all kinds of

examples

TIP: Use tables to organize your layout and information

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How do I upload Files? WHEN TO USE THIS TOOL: Use “Files” to share documents with team without sending as attachment in email


þ Scroll to Files (to upload to your community)

þ Or go to Apps/Files (to upload to your profile)

þ Click “Upload a File”

þ Input Title & Tags

þ Choose who you want to share it with (no one, public, private)

þ Choose whether or not people can edit or just read

Notes:

Upload from Profile: only you edit

Upload in Community: open edit

Set if others can share file

Upload once, post everywhere

500MB limit

Folders to organize

Click Apps, Files for

examples

TIP: “Pin” a file to keep it at the top of the list of files

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More details on Files FILE MANAGEMENT TIPS: Main features to manage your files and folders

Pinned Files: priority files you pin to keep at top of file list

My Files: Files you have uploaded

Shared With Me: Private files shared directly with you

Shared By Me: Private files you have shared with individuals

Community Files: Files from Communities you are member of

FOR BIG FILES Use the IBM Media Library to

store files, and just link to them

TIPS: For each file, use Tags to make them findable If you have lots of files, use folders to organize Periodically delete old files to manage your 500MB

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More details on Files INSIGHTS ON THE FILE VIEW: Understanding the details of the file view

TIPS: Tag it to make findable. Like it to share with your network.

Download: click to download to your HD

Upload New Version: update with new version (previous versions are retained in a history view)

Share: to control private (share with specific people) or public

Add to Folder: to organize into a specific folder

More Actions > Edit Properties: to rename a file to be more presentable/cleaner

More Actions > Lock File: to prevent further edits/changes to the file

Add Comment: to add remarks or guidance on file for viewers

About this File: to see who on your team (or beyond) has downloaded the file

Versions: to see the version history (you can open those)

Section 5 Day-to-Day:!How to Manage it All!


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Day-to-Day: How To Manage It All

This all seems like more work….

My advice: Remember, it’s a shift… a change in how we work Email less, use Connections more If you are not used to it… stick with it – it’s actually pretty easy If you try it… you will start to have ah ha moments on value Start with small steps and build momentum


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How to get started

Steps to success in working ‘social’ with your team: 1.  Setup your Profile 2.  Add you team to your network 3.  Keep building your network 4.  Share Updates on what you and your team are working on 5.  Create a team Community 6.  Start with Activities, Files, Bookmarks 7.  Then start Blogs, Forums 8.  Engage with others through Connections 9.  Grow your momentum, be creative, experiment 10.  Follow the 5 Tips to success


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Tip #1 - “Follow” a Community

For Communities you belong to, go to the Community and click “Follow this Community” to include updates from that community in your daily email update your Home page > Status Updates


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Tip #2 - Setup your daily Connections update Setup a daily email summary to easily scan Connections

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Go to your “Settings” Set your daily “Notification” 1 2


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Tip #3 – Use you Home Use “Home” to follow Status, Activity, Community, Blog, etc. updates

I’m following: View updates for people & things you are following (+ responses to you) Status Updates: View status updates from your network My Notifications: View updates & comments related to your content & your notifications Action Required: View items that require your response (like To Do items in Activities)


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Tip #4 – How to Search Connections

Go to “Advanced Search” Use Tags, Keywords, Names to find content on Connections 1 2


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Tip #5 - Go Mobile with Connections

Engage with your team on the go…. Setup your mobile device with Connections For: iPhones, Android Phones, Blackberry iOS and Android Tablets


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Summarizing the toolbox for Managers

Is collaboration critical to your team’s success? How do you foster the kind of open communication on your team that encourages information sharing, learning, partnering on projects, breakthrough thinking?

Communities

Do you ever need to find experts outside of your team in order to be successful on a project or with a client?

Profiles

Do you look for places where your team’s critical skills can be put to use? Is networking with other teams in IBM important to your personal success? Do you want a better way to stay current on what’s happening in your network?

Homepage Micro-blogging

Do you want a way to manage projects, assign tasks and due dates and get an overall view of the project’s status – in real-time?

Activities

Do you need to more easily communicate your strategy and priorities with your team in an open space where they can respond and communicate with one another as well?

Blogs

Has your email inbox become a productivity drain filled with an unmanageable number of notes and large attachments? Have you been in email jail in the last 6 months?

Files

Do you want to foster creativity, collaboration and best practice sharing on your team? Forums

Do you need to co-create web documents or curate online material? Wikis

Do you want to share valuable web links for others to use? Bookmarks

Do you struggle to share information and stay current when you are traveling or can’t be attached to the network?

Mobile IBM Connections


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Additional Resources

IBM ONLY

Connections Community – comprehensive resources around Connections

Digital IBMer Hub – comprehensive training around how to do social

Social Business Category Community – the main Social Business community

OPEN ACCESS FOR EVERYONE

Social Business Insights Blog – insights on Social Business in the enterprise

@IBMSocialBiz – feed for info, updates, resources, studies on Social Business

Executive Social Academy – helping managers magnify impact & grow into social

AskJim Podcast – answering user questions on IBM Connections, 5 days a week


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Build Your Knowledge – 5min a Day

The AskJim Podcast Answering your questions about IBM Connections, 5 days a week

www.executivesocialacademy.com/askjim

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Concise Guide on How to Use Connections (to manage your projects, your team, and put connections to...

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