Date post: | 18-Oct-2014 |
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Business |
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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.!
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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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Being Open: What It’s All About
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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Being Open: What It’s All About
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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Being Open: What It’s All About
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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The Big Picture: Connections Overview
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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The Big Picture: Connections Overview
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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The Big Picture: Connections Overview
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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The Big Picture: Connections Overview
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
þ Add Tags to make findable
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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Toolbox: The Tools to Accelerate Your Team
How do I create an Activity? WHEN TO USE THIS TOOL: Use an “Activity” to manage a project with your team
þ Go to your team community
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
þ Add Tags to make findable
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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Toolbox: The Tools to Accelerate Your Team
How do I create a Blog? WHEN TO USE THIS TOOL: Use a “Blog” to share guidance & insights for team
þ Go to your team community
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”
þ Add Tags to make findable
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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Toolbox: The Tools to Accelerate Your Team
How do I create a Forum? WHEN TO USE THIS TOOL: Use a “Forum” as an online discussion board
þ Go to your team community
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
þ Add Tags to make findable
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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Toolbox: The Tools to Accelerate Your Team
How do I add Bookmarks? WHEN TO USE THIS TOOL: Use “Bookmark” to share key links with your team
þ Go to your team community
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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Toolbox: The Tools to Accelerate Your Team
How do I create a Wiki? WHEN TO USE THIS TOOL: Use “Wiki” to create ‘html’ pages that team can edit
þ Go to your team community
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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Toolbox: The Tools to Accelerate Your Team
How do I upload Files? WHEN TO USE THIS TOOL: Use “Files” to share documents with team without sending as attachment in email
þ Go to your team community
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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Toolbox: The Tools to Accelerate Your Team
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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Toolbox: The Tools to Accelerate Your Team
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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Day-to-Day: How To Manage It All
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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Day-to-Day: How To Manage It All
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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Day-to-Day: How To Manage It All
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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Day-to-Day: How To Manage It All
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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Day-to-Day: How To Manage It All
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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