How Social Media can add value to solve strategic issues in your organisation?

From strategy to practical user scenario’s

1www.friendsofmedia.nl

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What issues keep your CEO awake?

How we can reduce cost by working more effective

and efficiently?

How do we survive the crisis as a company?

How do we engage employees and get them connected to the new

strategy?

How can we increase efficiency and impact of intranet and

decrease cost?

How do we increase mobility?

Topics

How to increase the power to innovate?

By applying new technologies more effectively in working, communication,  learning and knowledge sharing. 

People and Organisation:Focus on the added value of new media/ technologies for the employee and your organisation.

Technology in Context:Connect the new way of working, learning and communication closely to the current work processes to make change successful => use business scenario’s

Practical and Diverse:  effective change requires support, a practical toolkit and a multidisciplinary approach (IT, HR, change,  learning, and marketing).

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How to increase the power to innovate?

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Is message “start sharing” enough for effective usage?

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Without guidance and support 0nly 3 – 5% will actively use it

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Other 95%

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Result

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How you can achieve faster results and use less resources and money?

Use a practical approach and toolkit for faster adoption

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Connect added value new media to work, communication, learning and knowledge sharing processes

to conribute to solve strategic issues of the company

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How we can reduce cost by working more effective

and efficiently?

How do we survive the crisis as a company?

How do we engage employees and get them connected to the new

strategy?

Scenario 3: How to share good practices between colleagues in the same

functional line or with the same interests?

Scenario 5 How to engage employees: connect them to

the strategy and stimulate two way interaction between

management and employees?

Scenario 15 How to become an entrepreneurial learner to keep your skills up-to-date

and stay a valuable employee forever!

How can we increase efficiency and impact of intranet and

decrease cost?How do we increase

mobility?

Scenario 8 How to integrate formal push content (messages and static

intranet content in the SCP?

Scenario 2 How to work more efficiently in your

(virtual) team

What keeps your CEO awake? How user scenario’s can help.

Scenario 7 Onboarding: how a new employee can become a member of the

team more quickly

Some examples of user scenario’s

• Scenario 1: How to find people with certain skills, knowledge and expertise?

• Scenario 2: How to work more efficiently in your (virtual) team

• Scenario 3: How to solve a task that is new for you (and share good practices)

• Scenario 4 …. 12 see appendix

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Example user scenario 3: How to solve a task that is new for you (and share good practices)

http://youtu.be/QQPKE8BIVkM

Situation:

You are an employee and have to complete a task or project where you do not know an answer for.

Possible Issues:

When you never solved a similar issue before it can cost you (and ING) a lot of time to find a solution.

  

How can the Social Collaboration Platform help?

Find people or information that can help you to solve the issue faster.

 http://youtu.be/QQPKE8BIVkM

 

WIIFY

When you find a colleague who solved a similar issue or find info that describes a possible solution you work smarter and can complete your targets faster and easier. It will make you more productive and more valuable as an employee.

WIIF ING?

The life insurance market is under pressure. Financial markets are unstable and banks are competing with us. That’s why we have to reduce cost and have to do more with less people. Re-using existing solutions makes our company more efficient. It saves money and makes us stronger in the market. See movie: http://youtu.be/6NiCysfuP0M

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Example user scenario 3: How to solve a task that is new for you (and share good practices)

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Step Description activity How?1 Search for the keywords that are related to your

challenge

How to use search (text)?  Instruction video

2 Read and download the documents you will find as a result of your search to orient yourself on existing solutions

 

3 Contact people that you found as a result of your search.

 

4 1 Check if there is a community that is related to the topic you are investigating or if there is a community for your functional line (IT, HR, COMMS, Finance, Risk , Commerce, etc) Join or follow this community so activities will be visible in your activity feed.

How to create a blog (text)?  Instruction video

Example user scenario 3: How to solve a task that is new for you? What can I do with the platform to solve a new challenge quicker?

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Step Description activity How?

5 Post your question in a forum or write a blog post.There will be people monitoring the community and react on your question.

 

6 Brainstorm/co-create a solution with other experts When you want to brainstorm with the other experts on an idea or plan you can create a Wiki page and invite other people to add or change information on the Wiki page.

How to create Wiki pages (text)?  Instruction video 

7 If you find out something yourself share your experiences in a global community (by writing a blog, or wiki).

 

Example user scenario 3: How to solve a task that is new for you? What can I do with the platform to solve a new challenge quicker?

Threat: The benefits of sharing knowledge within your functional area or around a shared business interest are less obvious than if you want to work more efficiently within your own team.

Key for success

1 the employee has to recognize the benefits 2 the manager has to recognize the benefits and has to encourage the employee to actively search people and information and share 3 there is one or more active community manager(s)4 there is already relevant content available in the community

Keys behaviour that needs to be reinforced.- create a network and follow people that have similar interests and responsibilities- write regular updates in interest groups (orange)- do not re-invent wheels yourselves but connect with experts and search for solutions- share your own experiences How to stimulate and reward as a manager?

Ask the employee how he,she solved new challenges during the End year Review session.

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Example user scenario 3: tips for adoption

• Sharing knowledge (within the same functional line) will require active, regular and inspiring community management.

• This could be done by involving 3 talents (from different countries) that are already actively involved in the topic as community managers for a period of at least one year. Make it an official assignment connected to their development and learning needs. Include in performance management cycle. What’s in it for these talents?- helps them to be visible for senior management as an expert (recognition)- helps them to build their network

Tasks community managers- make sure the community is already populated with relevant content before the launch of the community. - actively approach and invite people that could add value to the community - add blog posts, start discussions, monitor discussions, invite people to share local best.practices.

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Example user scenario 3: tips for community management

Step 1 analyse for what user scenario’s new media can add value

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Step 2 Select one or more user scenario’s to pilot with

• Scenario 1: How to find people with certain skills, knowledge and expertise?

• Scenario 2: How to work more efficiently in your (virtual) team

• Scenario 3: Solve a challenge regarding your work where you do not already have a solution.  How to share good practices between colleagues in the same functional line or with the same interests?

• Scenario 4 …. 12 see appendix

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Step 3 Check if needed functionalities to support user scenario’s are available within current infrastructure/ platform

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If Yes: continue to step 4If No: define gap and discuss possibilities with IT

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Functionaliteit Voordeel

Persoonlijk profiel Iemand kunnen vinden op kennis, vaardigheden, ervaring en interesse

Status update (tweet) Globaal op de hoogte blijven waar iemand mee bezig is

Wiki: samenwerken aan hetzelfde document

Scheelt enorm veel e-mail verkeer, + je hebt autom versie beheer.

Blog Meer gedetailleerd op de hoogte blijven waar iemand mee bezig is

Files delen Een centrale plek voor files

Volgen Informatie komt automatisch naar je toe ipv het op te zoeken

Mogelijkheid info te delen met grote groepen.

Info vraag stellen

Jezelf zichtbaar maken als expert.

Oplossing zoeken voor bepaald issue is makkelijk.

Tag meegeven aan iets Makkelijker info kunnen vinden

Step 4 Change & communication & learning aspects to consider

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How to create sense of urgency?

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Who will be your stakeholders?

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Who will be your sponsors ?

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Who will be the owner?

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5 Create learning materials for every scenario with specific examples to fit your organisation

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5 Learning objectives for a successful implementation

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WIIFC

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Situation:Your (project) team has regular calls or meetings.  Possible Issues:A lot of time is lost to update each other during a call or meeting. Those meetings can be boring and not really interactive.A lot of mails are sent within the team to create an agenda or meeting minutesYou do not have a central place where you can store files. How can the Social Collaboration Platform help?  Meetings can become shorter, more interesting and more interactive. And you can save at least 1 hour per person per week by: • updating each other with the platform in stead of in the meeting,• creating online agenda and meeting minutes,• brainstorming online,• share files via the platform in stead of mail. See Movie http://youtu.be/hQCuHShcbaE

Example user scenario 2: How to work more efficiently in your (virtual) team

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WIIFYMeetings become less boring and more interactive. In stead of listening you can discuss solutions and support each other. This way you will also learn more and develop yourself which makes you more attractive as an employee.  Also when you return from your holiday you have less e-mail and it is easier to catch up and to see what's happened in the team.

WIIF ING?• Reduce the number of meetings or reduce the duration of regular meetings with 50%.

Save at least 1 hour per person per week. • Reduce e-mail by 20 %• Improve the quality of the discussion and collaboration in your team.• By working more effective and efficiently the production and quality of your department

increases. This will enhance our profit.

Example user Scenario 2: How to work more efficiently in your (virtual) team

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Step Description activity How?

1 Create a community for your (project) team How to create a community (text)?  Instruction video

2 Write a welcome message (blog) to explain the purpose of the team community and write a blog with an update of your activities of the last week (suggestion: name your blog Update ÿour name week (nr: x) 

How to create a blog (text)? Instruction video

3 Create a wiki page for the weekly agenda, meeting minutes and actions and status updates for your project.

How to create Wiki pages (text)?  Instruction video

4 Add all team members to the team community How to add team members to the community?

Example user Scenario 2: How to work more efficiently in your (virtual) team: working instruction + links instruction system 1

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Step Description activity How?5 Schedule a meeting with the team and explain the

usage of the platform: 1 how to fill in your profile2 how to write a blog post3 hot to add info to a wiki4 how to upload files5 how to follow and find people and information

 During team meeting or virtual session

6 Make agreements in the team Suggestion: Only use the platform and not mail Every team member will write a weekly blog

post (at least 1 day before the weekly call or meeting) to update his colleagues. This will save time during the regular call.

React on each others blog posts Add items to the agenda Upload files on the platform in stead of mailing

them to each other When you discover a good practice that adds

value for colleagues in other functional lines upload it in the orange community in English.

 During team meeting or virtual session

Example user scenario 2: How to work more efficiently in your (virtual) team: working instruction + links instruction system 2

• The manager has to recognise the benefits and has to encourage the employee to write a blogpost once a week to update his colleagues and to read the blogposts of others.

• Give it some time for every member of the team to experience the value (takes about 5 – 6 weeks).

• Keep the discipline to only use the platform and not mail!

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Example user scenario 2: How to work more efficiently in your (virtual) team: Critical succesfactors + suggestions

1 Look broader at added value of new media to innovate your businessNew technologies can lead to more effectively in working, communication, learning and knowledge sharing. 

2 Focus on added value for the People and OrganisationWe focus on the added value of new media/ technologies for the employee and your organisation.

3 Place technology in Context Connect the new way of working, learning and communication closely to the current work processes to make change successful.

4 Embrace diversity:  effective change requires teamwork of a multidisciplinary team.

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Summary

Appendix: Adoption approach/ toolkit Friends of Media

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We increase your power to innovate.

HOW: by applying new technologies more effectively in working, communication,  learning and knowledge sharing. 

Jean In het Panhuis

Friends of Media

jeanpanhuis@friendsofmedia.nl

0615087722

@jeanpanhuis

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Appendix: some generic scenario’s 1

Some generic scenario’s:• Scenario 1: How to find people with certain skills, knowledge and

expertise?• Scenario 2: How to work more efficiently in your (virtual) team• Scenario 3: Solve a challenge regarding your work where you do

not already have a solution.  How to share good practices between colleagues in the same functional line or with the same interests?

• Scenario 4: …..• How to support a complex large global project • Scenario 5: How to engage employees by connecting them to the

strategy and by stimulating two way interaction between management and employees?

• Scenario 6: use strength of multi disciplinair approach internally and externally (avoid silod thinking)

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Appendix: some generic scenario’s 2

• Scenario 7: Onboarding: how a new employee can become a member of the team

• Scenario 8 How to integrate formal push content (messages and static intranet content in the SCP?

• Scenario 9: How to give talents a platform to be visible for senior management and expand their network?

• Scenario10: How to use it to engage talents within strategic issues • Scenario 11 How to support informal learning (learning on the job)  • Scenario 12: How to support the work of a back office employee• Scenario 13: How to support the work of a front office employee• Scenario 14: How to support the work of a sales employee

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Bijlage: Intro social media

Wat is social media?http://www.youtube.com/watch?v=MpIOClX1jPEWat is een social networkhttp://www.youtube.com/watch?v=6a_KF7TYKVc&feature=relmfuWat is een blog?http://www.youtube.com/watch?v=NN2I1pWXjXI&feature=relmfuWat is een wiki?http://www.youtube.com/watch?v=-dnL00TdmLYWat is Twitter?http://www.youtube.com/watch?v=ddO9idmax0oWat is RSS?http://www.youtube.com/user/leelefever#p/u/16/0klgLsSxGsU

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