Saxion Connect scenario

Manage meetings efficiently with Activities

Pilot and user adoption

Agenda

Slides and agenda About Saxion & e-office WorX Connect @ Saxion Pilot program What are scenarios? Manage meetings efficiently with Activities

– The problem with meetings addressed– Scenario overview– Activity template– Agenda, To Do list, Decisions

Demo

e-office 1970 history teacher

collaboration consultant Rotterdam

social IBM cooking

adoption cats-and-dogs travel sci-fi spinach

analytics

Sasja Beerendonksasja.beerendonk@e-office.comtwitter.com/sbeerendonkhttp://nl.linkedin.com/in/sbeerendonkhttp://thoughtsoncollaboration.com

Saxion 1963 advisor ICT in education

collaboration Hengelo

social IBM Tennis

Connect cats reading Sports music

Marion Vrielinkm.g.vrielink@saxion.nltwitter.com/MVrielinkhttp://www.linkedin.com/pub/marion-vrielink/a/410/84

About e-office

e-office, founded in 1991 We are IBM Premier Partner We employ about 100 specialists, located in Houten We propagate a good balance between people, organization and

technology to fit the way of working in this century: work21– We implement the latest IBM and mobile technologies – We guide the organizational and behavioral changes necessary to improve work

processes (user-adoption)– We advise organizations on how they can use technology to improve

collaboration and to work more efficiently, regardless of time or place

About Saxion University

Saxion University of Applied Science one of the largest institutions of higher education in the

Netherlands 2,300 employees Almost 24,000 students (and growing) with a total of 55 different

nationalities 3 Locations: Enschede, Deventer, Apeldoorn 293 studies/schools

WorX

Saxion’s own vision of the new way of working (nwow) Creating a professional work climate in which we use state of the art

ICT tools that will make work more effective and efficient Increasing the flexibility of the organizations and the staff Work concepts that contribute to employee satisfaction Increases the internal employer (image)

Not about the tools, is about starting the move from the way we work now to the way we work new that matches our ambitions, makig use of new technology. “Technology” is necessary to make the move possible “Living Technology”

Connect @ Saxion

Connect is the social collaboration tool for Saxion Universities’ employees It is also open for students Started with Connections 3 in 2011 Started with a user adoption pilot Upgrading to Connections 4 January 2013

Pilot program

Pilot project with 55 employees The new way of working (Worx) demands another tool Finding experts and expertise needs to be improved Plenty other tools in use that do not meet todays needs

– Who is who (Lotus Notes)– project databases / TeamRooms– Quickr Team Places – Yammer– Email

Interviews to identify problems/chances Define Scenarios Promote Connect Let employees experience Connect Collect Best Practices

Change through scenarios

technology platform and quick wins

awareness of work and technology

Adjustment of way of working, technology and organisation balanced

Employees create their own solution

scen

ario

s • daily work• direct advantage• Instant adoption• Low impact

• daily work• standardisation• steep learning curve• group / peer pressure• average impact

• all the work• big change• group / peer pressure• high learning curve • high techno impact

• empowered work force• self control• social processes• standardisation

Change management

technology push

What is a scenario?

Describes daily actions an employee performs to get a specific result.

The most productive way to do the task and to make maximum use of technological tools available.

3 aspects in a combined approach:– The situation and the goal– The behavior and agreements necessary– The tools used

• your daily work activities • from employee perspective• simplified representation• selective knowledge required• connecting technology, behavior

and organization in working agreements

Training aspects for a scenario

Why do we use this scenario ? (need to change) Work agreements How do I make use of the tools ?

(buttons training) Where can I find more information ?

Manage meetings efficiently with Connect

Why meeting efficiently ? Why use Connect for meetings? How?

– speaker / chairman– participant

What– Connect Activities– Lotus Notes Activity plugin

Example

central online storage

prepare meet

process actions

Why meeting efficiently?

Make better use of your/their valuable time Make meetings more purposeful, targeted (goal) Transform meetings into a ‘place and moment’ where decisons

are made Less pressure on your (busy) agenda Less need for meeting rooms Less emails with attachments

The result is a more efficient and effective meeting culture with clear agreements and a central (digital) place for sharing and collaborating on meeting information, accessible from any device, any time and anywhere.

Why use Connect for meetings?You No more searching through different folders, mailbox and shared drives: always have all

recent meeting information in one digital overview, such as the meeting agenda, actions, decisions, documents, discussions and announcements;

Share additional information before and after the meeting Present the meeting information during the meeting, using a beamer / TV / laptops / tablets. Save time (and money) in printing meeting information before and after the meeting Seamless integration between Lotus Notes and Connect with the Lotus Notes Activity plugin:

– Show Connect ToDos in your Lotus Notes Calendar – Drag and Drop information from Lotus Notes into the meeting Activity

Saxion By doing their work (collaborating around meetings) employees are contributing information.

This will automatically enrich their Profile with their expertise and builds the collaborative brain of the organisation. Colleagues can better find expertise and experts.

SaxionActivity

2. reserve a room with projector/TV, two computers and internet connection.

1. Create an Activity in Connect well before the meeting (see next slide):

• The agenda and minutes;• Proposed decisions (maybe with links to

discussion in a Forum in Connect)• Decisions;• Actions (To Do’s);• Put all the information in the Activity (files,

information, location etc.).

3. inform your colleagues:• Invite your colleagues through Lotus Notes

Calendar and link to the Activity;• Describe the purpose of the meeting; • Clarify the agreements / way of working;• Describe what is expected of participants

before and during the meeting.

Edit information on the go and create minutes in the Activity in Connect on a 2nd laptop/pc/iPad.

Meeting efficiently: How?Before the meeting During the meeting

Start with the goal of the meeting, the agreements and the agenda items.

Discuss progress and decisions. NB: Prevent lengthy discussions as much as

possible.

Present the Activity in Connect on a screen if not everybody has a laptop/iPad.

Chairman

Stop doing:• Send meeting information, updates, and documents through email;• New announcements during the meeting;• Lengthy discussions about information available before the meeting,

decisions, minutes etc. through e-mail or during the meeting itself.

4. Create To Do’s with a corresponding item in the agenda, assigned to specific participants.

3. Create an Entry for each agenda item and add documents /information as attachments.

Create and work in an Activity

5. Create a section for (proposed) decisions. This list will span multiple meetings. Create an item in this section for each (proposed) decision.

1. Go to Apps Activities Start an Activity 2. Create Sections to structure. For example for each meeting date a separate section.

Chairman

1. Plan enough time for preparations.

6. ! Tip for iPad or laptop user: Create your own tasks and notes during the meeting.

Meeting efficiently: How?Before the meeting During the meeting

5. Discuss progress and decisions. NB: Prevent lengthy discussions as much as possible.

4. Be on time and be prepared.

Participant

3. Prepare the meeting:• Read the information in the invitation (goal and

agreements);• Go to the Activity in Connect and read all meeting

information;• Add Comments to items or discussions;• Start (if desired) a discussion in a Forum that you link

to from an item;• Want to add to the agenda? Add this to the meeting

agenda item ‘announcements’;• Add all documents as attachments to the

corresponding item;• Do the tasks assigned to you and update the status.

2. Make sure your Profile is complete.

The past:• Send meeting information, updates, and documents through email;• New announcements during the meeting;• Lengthy discussions about information available before the meeting, decisions, minutes etc. through e-mail or during the meeting itself.

No more printing meeting documents

SaxionActivity

7. Create the minutes on the fly by adding text to the agenda items.(one particpant only).

demo

Overview of the meeting Activity Start a new meeting from a template Use sections, items and todo’s Use Lotus Notes Activities Sidebar to add emails Use To Do Items view to display all To Do’s for this Activity

(yours and other’s) Use the Calendar overlay to display your To Do list from all

Activities

Example (link)

Section with the agenda (and automatically minutes) for one meeting.

Each meeting topic is a separate item in the agenda section.

A To Do added to a agenda item.

Section with Decisions is one list for multiple meetings

All To Do Items for this Activity

(all members)

To Do List for all my Activities

can be shown as Calendar Overlay.

From Lotus Notes

With a tablet

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