Collaboration on the Intranet: Keynote at Interaction 2013 Conference in London (September 2013)
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The document discusses the challenges and strategies related to fostering effective collaboration within organizations through intranet tools and governance frameworks. Key themes include the importance of culture, user adoption, and facilitating communication and joint work among teams. It emphasizes the need for clear policies, user engagement, and structured governance to enhance collaborative efforts and improve project outcomes.
Collaboration on the Intranet: Keynote at Interaction 2013 Conference in London (September 2013)
- 1. Collaboration on the Intranet Michael Sampson
- 2. Michael Sampson • Collaboration Strategist – Author – Workshop Leader – Analyst • Work with end-user organisations • Making Collaboration Work – Culture – Governance – Adoption
- 12. Policies, Procedures, Content A place to read stuff 2 Corporate Communications A place we’re told stuff 1 Workflow and Processes A place to do stuff 3
- 13. What’s New? Read the Policy on X COMMUNICATIONS CONTENT Find the Leave Form WORKFLOW 5 5 10 Vision and Intent Approach Approach
- 14. 5%
- 15. Important? Yes
- 16. Sufficient? No
- 17. Policies, Procedures, Content A place to read stuff 2 Corporate Communications A place we’re told stuff 1 Workflow and Processes A place to do stuff 3 Collaboration A place to work with other people 4
- 18. Many opportunities to improve current work practices 1 DRIVER
- 19. Document Co-Authoring Who has the latest edition? Duplication of comments Creating a single master
- 20. Running a Project Chaos (communications, documents, current status) Inducting new people
- 21. Finding Expertise Expertise is hidden Onboarding new employees is difficult Collaboration is accidental
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- 33. 95%
- 34. What’s New? Read the Policy on X COMMUNICATIONS CONTENT Find the Leave Form WORKFLOW 5 5 10 Vision and Intent Approach and Intent Approach Real Work Real Work Real Work COLLABORATION COLLABORATION COLLABORATION How Work is Done How Work is Done How Work is Done
- 37. communication 1 Talking Sharing Ideas Discussing Options Exploring Meaning Interacting Reflecting
- 38. agreements 2 How we “do stuff together” Rules of engagement Persist over time Up for re-negotiation Many are implicit
- 39. action 3 Doing “stuff” Jointly agreed and jointly executed Jointly agreed and individually executed Joint review and accountability
- 40. outcome 4 The change “we” create/produce A “thing” (product or service) A written document Greater understanding A decision
- 44. Openness to the ideas of others
- 45. Shared exploration of decisions
- 46. Shared risk and reward
- 48. pronouncementsperfectly formed radically fresh Traditional, Hierarchical Collaborative, Participatory
- 49. pronouncements feedback perfectly formed radically fresh sign of failure engagement Traditional, Hierarchical Collaborative, Participatory
- 50. pronouncements feedback decision making perfectly formed radically fresh sign of failure engagement closely-held widely-shared Traditional, Hierarchical Collaborative, Participatory
- 51. pronouncements feedback decision making perfectly formed radically fresh sign of failure engagement closely-held widely-shared risk and rewardindividual collective Traditional, Hierarchical Collaborative, Participatory
- 54. Facilitating Conversation Pre-Intranet • Email • Letters • Phone Calls Collaborative Intranet • Discussion forums • Yammer • Online meeting tools Example • CEMEX – Alternative Fuels
- 55. Tracking and managing projects Pre-Intranet • Whiteboard • Meeting table • Email Collaborative Intranet • Project workspaces • Microsoft SharePoint • Basecamp
- 56. Preparing documents Pre-Intranet • Microsoft Word • Email with attachments Collaborative Intranet • Google Docs • Wiki • Workspaces Example • Healthcare Firm – Finalising patient bill
- 57. Finding expertise Pre-Intranet • Word-of-mouth • Calling around Collaborative Intranet • Expertise Profiles • IBM Connections • SharePoint My Site Example • Bayer MaterialScience – Reducing research duplication
- 58. Talking at the watercooler Pre-Intranet • The watercooler • Meeting in the hallway • “You had to be there” Collaborative Intranet • Blogs • Yammer • IBM Connections • Instant messaging
- 59. It’s About Real WorkScenarios IMPLICATION
- 62. Definition Organisational Structure Decision Process Governance Themes Governance – a big discussion!
- 63. Definition Organisational Structure Decision Process Governance Themes Governance – a big discussion! Decision areas to explore and agree
- 64. Themes – Many Consistent Themes Intranet • Vision and Purpose • Findability • Permissions (some) • Taxonomy (content) • Fitness to purpose Collaboration • Vision and Purpose • Findability • Permissions (all) • Taxonomy (sites) • Fitness to purpose
- 65. Themes – Some New Themes Intranet • User Experience (content) • Personalisation • Content Creation • Content Closure • Content Template Collaboration • Group Experience (people) • “Groupisation” • Site Creation • Site Closure • Site Template
- 66. Governance Theme: Experience User Experience • How do we provide a high-quality experience to people when interacting with content? Group Experience • How do we provide a high-quality experience to people when interacting with other people?
- 67. Governance Theme: Tailoring Personalisation • “Me” • How do we make what shows on the screen personally relevant to the site visitor? Groupisation • “Us” • How do we make what shows on the screen relevant to group members?
- 68. Governance Theme: Creation Content Creation • Who can create content, when, what conditions? Site Creation • Who can create a site, when, what conditions?
- 69. Governance Theme: Closure Content Closure • What happens to content when it is no longer required? Site Closure • What happens to sites when the project is finished?
- 70. Governance Theme: Template Content Template • Do we have a consistent structure and layout for new content? Site Template • Are collaboration sites based on a template, and/or is customisation possible?
- 73. Adoption doesn’t just happen No adoption = No value Adoption strategy = Increasing the odds of value Business case assumes 100% adoption. Oops.
- 74. Poor adoption is a common issue
- 75. “The hard part is getting people to use it in a way which makes them more productive.” SharePoint
- 76. “The hard part is getting people to use it in a way which makes them more productive.” “There are plenty of examples of failed social software projects. Why did they fail? Because they were not embraced by users.” SharePoint Socialtext
- 77. “The hard part is getting people to use it in a way which makes them more productive.” “There are plenty of examples of failed social software projects. Why did they fail? Because they were not embraced by users.” “Administrators often find it difficult to teach business users how new tools can help them in their work. People are busy, and scared.” SharePoint Socialtext IBM Connections
- 78. Adoption is a process, not an event
- 79. Four Stage Model of User Adoption STAGE 4 Making It Real STAGE 3 Enlivening Applicability STAGE 2 Cultivating Basic Concepts STAGE 1 Winning Attention
- 80. Exemplar Stories • How other people in your organization are getting value and benefit • Real people, real situations … “social proof” • “I want that” • On intranet, in newsletters • E.g., rich personal profile with skills – Traveling salesperson, different office, order received in a foreign language, “Who here knows Spanish?” Stage 1. Winning Attention
- 81. Classroom Training • Teach the “what” of your collaboration tool – Various design considerations – Good for dense concentrations of people – Hands-on = better learning Stage 2. Cultivating Basic Concepts
- 82. Facilitated Group Re-Imagining • What are the activities the group does today? – These are underpinned by assumptions about technology capability sets – BUT … these have changed – So what now? – How can we re-imagine work? Stage 3. Enlivening Applicability
- 83. Internal User Group • Internal group made up of supportive individuals – Focus is on doing work better with the new stuff – Discussions, Asking questions, Finding expertise, Moaning together Stage 4. Making It Real
- 90. STAGE 4 Making It Real STAGE 3 Enlivening Applicability STAGE 2 Cultivating Basic Concepts STAGE 1 Winning Attention Executive Sponsorship Embedded Champion Pages on the Intranet Classroom Training Web-Based Training SharePoint Respondents (105)—Use
- 98. STAGE 4 Making It Real STAGE 3 Enlivening Applicability STAGE 2 Cultivating Basic Concepts STAGE 1 Winning Attention Executive Sponsorship Internal User Group Embedded Champion One-to-One Coaching Easy First Steps Real-to-Life Scenarios Pages on the Intranet Classroom Training Web-Based Training SharePoint Respondents (105)—Effectiveness
- 100. Executive Sponsorship Easy First Steps Embedded Champion One-to-One Coaching Real-to-Life Scenarios Internal User Group
- 103. 5%
Editor's Notes
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- #56: Localized physical knowledge is very hard to share beyond the meeting room.