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communicate collaborate
Co3 Group, Ltd. A Pattern Book
for
Contemporary Work Environments
connect© Co3 Group, Ltd., 2012
Co3 Pattern Book
An Introduction
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WHO IS Co3 GROUP ?
Ann BamesbergerMark WartenbergEric Richert
communicate collaborate connect© Co3 Group, Ltd., 2012
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CREDENTIALS• Developed the pioneering Flexible Office, iWork and Open Work programs at Sun
Microsystems, Inc., 1994 – 2010.• Developed the Open Work consulting business for Sun, working with clients such
as Bank of America, Canada Bell, Applied Materials, and Stanford University.• Charter members of and Lecturers for Stanford University’s Center for the Study
of Work, Technology and Organization; and early members, Stanford MediaX. • Charter members of the Work Productivity Consortium and the New Ways of
Working Network.• Provided testimony to the U.S. Congress Committee on Government Reform,
2005 and 2008.• Advised the European Commission on the support of collaborative work
environments, 2006. • Research and publications include chapters in three text books, major research
paper for NewWOW 2008 , and a white paper on managing in new ways of working environments for RYM Shok 2011.
© Co3 Group, Ltd., 2012
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communicate collaborate
Co3 Group, Ltd. A Pattern Book
for
Contemporary Work Environments
connect© Co3 Group, Ltd., 2012
Co3 Pattern Book
Part 1: Overview
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In nearly all environments where New Ways of Working have been successful, certain patterns repeat themselves regardless of the company, culture or individual circumstances.
The Co3 Pattern Book uses a set of common patterns as a template to evolve an existing workplace into one that supports contemporary work.
PATTERNS IN CONTEMPORARY WORK
© Co3 Group, Ltd., 2012
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© Co3 Group, Ltd., 2012
WHAT IS A PATTERN ?
a repeating system of parts that simplifies a complex whole into recognizable and understandable parts.
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A Pattern is
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© Co3 Group, Ltd., 2012
WHAT IS A PATTERN BOOK ?
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• A collection of patterns worthy of imitation…
• … that can be localized to particular needs or preferences.
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© Co3 Group, Ltd., 2012
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• Eliminate the need to “start from scratch”
• Build on what has proven successful
• Enable localization to fit specific needs.
A PATTERN BOOK HELPS TO
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FINDING COMMON GROUND
• Certain patterns are found where contemporary work is successfully supported
• 20% of a work environment is unique…80% is not.
• Three interconnected and co-dependent “domains”
communicate connectcollaborate© Co3 Group, Ltd., 2012
In ALL work environments …
• Build relationships
• Interact informally
• Get and stay engaged
• Find & communicate with each other
• Collaborate easily regardless of location
• Share our work & make it visible to others
Technology
PhysicalPlaces
Social & Work
Practices
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FormalAgreements
• 7 Universal Patterns • Provide the universal 80%• Guide localization of the
20%• Bridge between the
support functions and end users
• Simplifies and expedites• Design• Implementation• Adoption• Measurement
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© Co3 Group, Ltd., 2012
Network of
Places
Shared Work
Management
Formal Team
Agreements
Broad TechAdoption &
Compatibility
AnywhereAvailabilityof Tools &Materials
UbiquitousNetwork
Connectivity
Norms of
Choice
ORGANIZATION AND VALUE ADD
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HOW IS THE PATTERN BOOK PUT TOGETHER?
Norms of
Choice
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© Co3 Group, Ltd., 2012
Pattern
Sub-Pattern
Sub-Pattern
Principle
Principle
Principle
Principle
Enabler
Enabler
Enabler
Enabler
Enabler
Enabler
Enabler
Shaped to the work practices, culture, and circumstances specific to your organization.
Govern or explain the
patterns observed
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WHAT’S IN THE PATTERN BOOK?
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© Co3 Group, Ltd., 2012
Domain Pattern Topics Enablers
Social
Norms of Choice Where and when work can be done ?Policy Template
Approval TemplateChoice Guide
Shared Work Management
Who does what ?Where does accountability reside ?
Mgmt. and Team Ops Guidelines
Formal Team Agreements How teams agree to work together
Agreement Templates & Process
Technology
Ubiquitous Network
ConnectivityAbility to connect to resources from
anywhereUser Requirements
Functional Specifications
Broad Adoption and Compatibility
Assurance that tools will work togetherBaseline sets of tools for everyone
User Requirements Functional Specifications
Anywhere Availability of Tools
and Materials
Assurance that all the materials and applications required will be available
from any locationUser Requirements
Functional Specifications
Physical Places Network of Places Planning, design and management of
work locations and work settings
Design Guidelines, Planning Guides, Operations Guide, Illustrations
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communicate collaborate
Co3 Group, Ltd. A Pattern Book
for
Contemporary Work Environments
connect© Co3 Group, Ltd., 2012
Co3 Pattern Book
Part 2: Data
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Test and MeasurePrototype, Adjust, Prep Rollout
Develop a SolutionPattern Book + Localization
Collect the DataSurvey, Interviews, Workshops
Using the Pattern Book is a 3-Step process.
FIRST STEP IS DATA
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© Co3 Group, Ltd., 2012
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Collect the Data
DESIRED OUTCOMES DATA
Interviews with Executives
123
DATA GUIDES LOCALIZATION
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© Co3 Group, Ltd., 2012
12
WORK PRACTICE DATAWorkshops with
Employees
3
ENABLERS DATA Direction on how to Customize Enablers
to SupportWork PracticesWorkshops with
Employees
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communicate collaborate
Co3 Group, Ltd. A Pattern Book
for
Contemporary Work Environments
connect© Co3 Group, Ltd., 2012
Co3 Pattern Book
Part 3: Enablers
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© Co3 Group, Ltd., 2012
HOW DO I USE THE PATTERN BOOK ?
It’s a kit of parts to guide strategies of all shapes & sizes
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© Co3 Group, Ltd., 2012
It is also a kit of parts that provides implementation details
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HOW DO I USE THE PATTERN BOOK ?
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• Definition
• Purpose
• Sub patterns
• Supporting principles
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For each of the 7 Universal Patterns
WHAT WILL I FIND IN EACH OF THE 7 PATTERNS?
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NORMS OF CHOICE
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communicate collaborate connect© Co3 Group, Ltd., 2012
WHAT DOES THIS PATTERN MEAN?
• Employees have opportunities to choose when and where to work.
• Teams have a range of choices about how they will work together.
• The ranges of choices have “boundaries.”
• These choices are the norm within the organization; they are not special.
Normsof
Choice
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Normsof
Choice
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• Employees’ eligibility to make choices
• Managers’ authority to approve choices
• Range of work location choices
• Range of time of work choices
Choice Policy template articulates
UNIQUE TO THIS PATTERN
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Normsof
Choice
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UNIQUE TO THIS PATTERN
Choices are made when a team creates its agreements
• Group logistics
• Process choices
• Communications choices
• Information sharing choices
• Decisions
• Technology choices
Choice Policy template articulates a teams’ authority to make:
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Normsof
Choice
UNIQUE TO THIS PATTERN
communicate collaborate connect© Co3 Group, Ltd., 2012
A Choice Approval template• Guides choices and
discussions with managers• Provides explicit manager
approval of the choices made
• Provides detailed agreement for work-from-home choices
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SHARED WORK MANAGEMENT
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WHAT DOES THIS PATTERN MEAN?
communicate collaborate connect© Co3 Group, Ltd., 2012
• Management is the responsibility of all participants in a group or team.
• The individuals all have important, interdependent roles, including the team lead and group manager.
• The group reinforces the identity of the group.
• Shared work management requires providing each other with feedback and participation in measuring success.
Shared Work
Management
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Shared Work
Management
UNIQUE TO THIS PATTERN
communicate collaborate connect© Co3 Group, Ltd., 2012
Key Activities Guide
Team Operations Guide
• Individuals• Teams• Managers
• Distributed Meetings
• Getting Started
• Team Dashboard
• Team Travel Policy Template
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FORMAL TEAM AGREEMENTS
communicate collaborate connect© Co3 Group, Ltd., 2012
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WHAT DOES THIS PATTERN MEAN?
communicate collaborate connect© Co3 Group, Ltd., 2012
Formal team agreements provide the essential structure for working together.• Often assumed, but rarely made explicit:
• How will we communicate?• How and when will we find each other?• How will we make decisions?• How will we share information?• How will we give each other feedback?• How will we report out to management?
• Formal structure enables informal interactions
FormalTeam
Agreements
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FormalTeam
Agreements
communicate collaborate connect© Co3 Group, Ltd., 2012
• Template for Team Working Agreement
• Team Agreement Process
• Team Technology Agreement
UNIQUE TO THIS PATTERN
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1. Establish Objective Information, create team work-space
2. Poll all members for preference information
3. Meet with team to discuss and finalize
TEAM AGREEMENT PROCESS
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FormalTeam
Agreements
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1. Team Lead/Manager creates a shared work space online (for example, a Wiki, Google site).
2. Creates the “identity” of the group (naming), add all member contact information, roles, and add extended team members.
3. Adds “expectations” such as full-participation, sharing behaviors, and also a set of technological choices for signaling availability and preferred mode of contact.
Time involved: 4 hours of team lead/manager time
communicate collaborate connect© Co3 Group, Ltd., 2012
FormalTeam
Agreements
TEAM AGREEMENT PROCESS
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1. Team lead/Manager should localize polling questions and launch to all team members.
2. Questions are intended to create a team that is aware of individual circumstances (professional and personal) which would impact group communication and collaboration.
3. Results of polling identify areas of consistency and areas for discussion as group.
Time involved: 10 minutes to take poll, 2 hours to analyze results
communicate collaborate connect© Co3 Group, Ltd., 2012
FormalTeam
Agreements
TEAM AGREEMENT PROCESS
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1. Post polling summary on shared work space, showing consistencies and inconsistencies.
2. Inconsistencies become topics for group discussion, face-to-face meeting.
3. Meeting serves to finalize team agreement which can then be posted to team shared work space and become a living team “manifesto”.
Time involved: Travel and 2 day facilitated meeting
communicate collaborate connect© Co3 Group, Ltd., 2012
FormalTeam
Agreements
TEAM AGREEMENT PROCESS
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© Co3 Group, Ltd., 2012
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UBIQUITIOUS NETWORK CONNECTIVITY
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WHAT DOES THIS PATTERN MEAN?
communicate collaborate connect© Co3 Group, Ltd., 2012
• Connect to the resources needed to accomplish the work • People• Information• Materials
• Connectivity is not tied to a specific location.
• Access is simple and feasible from any approved device
• Bandwidth and reliability are sufficient to insure all baseline applications and tools function as required.
The network is to connect people, not places.
Ubiquitous Network
Connectivity
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Ubiquitous Network
Connectivity
communicate collaborate connect© Co3 Group, Ltd., 2012
• Functional Specifications• Wireless network at
company sites• Direct internet connectivity
at company sites
• Guidelines• Technology and network
guidelines for home workspace
• Bandwidth guidelines for company networks
UNIQUE TO THIS PATTERN
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BROAD TECHNOLOGY ADOPTION & COMPATIBILITY
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WHAT DOES THIS PATTERN MEAN?
communicate collaborate connect© Co3 Group, Ltd., 2012
• Applications, tools & devices are compatible.
• Technology enables people to work together.
• Usable internally and with extended team.
• Everyone is at least competent using the technology.
• Everyone on the team uses the technology as agreed .
Broad TechnologyAdoption
andCompatibility
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• Tools and Templates
communicate collaborate connect© Co3 Group, Ltd., 2012
• Guidelines • Best Practices• Why it matters
• Tech Toolkit Activity Matrix
• IT Roadmap Template
• Connection Time Guideline
Broad TechnologyAdoption
&Compatibility
• Baseline Technology Toolkit
UNIQUE TO THIS PATTERN
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communicate collaborate connect© Co3 Group, Ltd., 2012
ANYWHERE AVAILABILITY OF TOOLS & MATERIALS
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WHAT DOES THIS PATTERN MEAN?
communicate collaborate connect© Co3 Group, Ltd., 2012
• Everything required to do your job is available on the network.
• Minimize or eliminate• Locally stored data• Applications resident only on individual
computers.• Information transfer via portable drives• Documents via e-mail
• Tools, applications and materials are globally deployed and accessible from any location and device.
• Technology Support Function insures access and troubleshooting regardless of location.
AnywhereAvailability
of Toolsand
Materials
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communicate collaborate connect© Co3 Group, Ltd., 2012
Anywhere Availability of
Tools and Materials
Functional Specifications Calendar ServiceEmployee Profile & ContactInstant MessagingPersonal Operating SystemWeb Based Team WorkspaceWeb & Room based Video CollaborationWeb ConferencingWeb Based WhiteboardingOn Site & Home based network requirementsTelephony and Mobile Device requirementsDocument Storage and BackupCompute Device
UNIQUE TO THIS PATTERN
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NETWORK OF PLACES
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• A diverse set of places within and outside of an organization's control available for employees to work.
• Accommodates different work tasks, locations and preferences.
• Linked together via network of people who utilize them.
• Enables meaningful choices of work venues for:• Routine & demanding individual and group work• Working across time zones• Working with customers, vendors & others external
to the organization• To fit within family & personal circumstances
WHAT DOES THIS PATTERN MEAN?
Networkof
Places
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Networkof
Places
communicate collaborate connect© Co3 Group, Ltd., 2012
• Planning Guidelines
• Guidelines for Places in Between
• Guidelines for Operations
• Guidelines and diagrams for Hub Components
UNIQUE TO THIS PATTERN
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communicate collaborate
Co3 Group, Ltd. A Pattern Book
for
Contemporary Work Environments
connect© Co3 Group, Ltd., 2012
Find out more about how to put the Co3 Group Pattern Book to work for your organization
http://www.co3group.com