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Collaboration in the Enterprise: What’s new? (1 of 2) Anand Deshpande, Ph.D. Founder, Chairman and Managing Director Persistent Systems, Pune [email protected] 1 January 2009
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Collaboration in the Enterprise: What’s new?
(1 of 2)Anand Deshpande, Ph.D.Founder, Chairman and
Managing DirectorPersistent Systems, [email protected]
1
January 2009
Done in Collaboration with
□ Harvinder Walia
□ Queenmary James
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Disclaimers …• This is my recreational research topic
– necessity is the mother of invention!
• Everything that I am presenting is available on the Internet … you just have to find it! My contribution for this workshop has been to collect interesting ideas already researched by others and putting them together in one place – this is a MashUp.
• We at Persistent are building some cool products around these technologies.
• This is work in progress!5
What will we discuss today?
• What’s collaboration?• Why is it important?• How are people
collaborating in today’s Internet Age?
• What does it mean in today’s enterprise?
• Future Trends that may have an impact on how we Collaborate?
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Overview and Introduction
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Peter Drucker, the greatest management thinker of all time, pointed out that the "firm" is a relatively recent innovation, designed to do the things that individuals cannot easily do on their own.
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Peter Drucker Photo
□ A group needs only two things to be a tribe: a shared interest and a way to communicate.
Human beings can’t help it: we need to belong. One of the most powerful of our survival mechanisms is to be part of tribe, to contribute to (and take from) a group of like-minded people.
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Great leaders create movements by empowering the tribe to communicate!
A movement happens when – people talk to one another, – when ideas spread within the community
and most of all, – when peer support leads people to do what they
always knew was the right thing.
Ideas that spread win.Boring ideas don’t spread. Boring organizations don’t grow.
Source: Seth Godin in Tribes. 10
Nearly half the Enterprises are thinking of implementing a collaboration strategy
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As CIOs, why does your CEO want you to implement a collaboration strategy?
□ Increase employee productivity□ Improve internal communication effectiveness□ Promote corporate culture and community-
building□ Ensure compliance to internal processes□ More effectively leverage corporate knowledge
and expertise□ Eliminate inefficient communication tools and
habits □ Increase user adoption and more effectively
manage technology investments□ Create a more fulfilling work/life experience.
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Collaboration Tools: What are they?
Instant Messaging
Blogging
WikisDocument Management
Micro-blogging
Forums
Video ConferencingWeb Conferencing
File, Photo, Video Sharing
Telephone
SMS
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Instant Messaging
Blogging
WikisDocument Management
Micro-blogging
Forums
Video ConferencingWeb Conferencing
File, Photo, Video Sharing
Telephone
SMS
Collaboration
tools, by
definition, touch
multiple people
across the
organization!
Who drives your information agenda?
Marketing
• Brand, look
and feel
HR
• Culture,
message, news
Communications
• Who we want
to be
Web or Intranet
team
• Standards,
perfection
IT
• What is easy
for them
Everyone and
no one
• As convenient
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Collaboration Tools have
become the enterprise
“glue”
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Collaboration Tools have
become the enterprise
“glue”
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How many of you use these?
Instant Messaging
Blogging
WikisDocument Management
Micro-blogging
Forums
Video ConferencingWeb Conferencing
File, Photo, Video Sharing
Telephone
SMS
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History of Email
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Today’s #1 Mail Problem Deal With Spam and Virus
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□ Spam – 69.7% in October (a decrease of 0.4% since September) □ Viruses – One in 141.4 emails in October contained malware (a
decrease of 0.05% since September) □ Phishing – One in 233.3 emails comprised a phishing attack (an
increase of 0.08% since September)□ Malicious websites – 5,424 new sites blocked per day (an
increase of 48.2% since September)
22Source: Message Labs
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Now that we have handled spam, what’s next?
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About 60% of the executives spend at least half of their time dealing with email!
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Not much has changed with email in 40 years!
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From the 80s PARC system
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From the 90s ELM/MH/
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From 2000s: Outlook Express
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Why Email? And why now?
□ Metcalfe’s Law:– The power of the network is proportional to the square
of the number of nodes.
□ We are in a connected World.– What ever is important – either I have received
from someone or I have sent to some one
□ Email is a means of getting something done!
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Email Clients
Personal InformationManagementSystems (PIMS) 31
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Email Clients used by Business Recipients
http://fingerprintapp.com/email-client-stats 33
Consumer Email Accounts
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A modern day curse!
May you get lots of email
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Basic Email Operations
SEND
RECEIVE
STORE
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Why Do We Store Email?
READ
SEARCH
RESEARCHNow
Doing my job!
Local Storage
Looking for Something
Archive
Mining, Investigation
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Read Messages
□ What are you trying to do?□ How do you go about it?□ When?□ How often?□ How many messages are touched?
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Email: Getting Work Done?
□ Communicate – Status, …– Quick response, check availability
□ As a Front-End of an Enterprise Application– Respond to actions in Enterprise
Applications
□ Collaboration– Work on some documents, activities together
□ Schedule Events– Setup a time for meeting
□ Get Reports -- Information– Check for some information
Telephone/IM
Enterprise Systemsand Applications
Twiki/Groove
Calendar
Portal
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What Do You Do With Email?
□ For Corporate Workflow– Ensure that steps are followed –
activities are tracked
□ Personal Tasks– Task List Manager – track what I am
supposed to do today
□ For Off-line Activities– Easiest way of carrying work home!
□ For Addresses– Address Book functions
□ As a Repository of Things– If I am looking for something, it is
somewhere in my mail box.
Workflow Systems
Task List
Local FileSystem
AddressBook
SharedFile System
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Email is Simple
IM andTelephone
EnterpriseApplications
CollaborationTwiki
RSS / BlogsNews feeds
Calendar
Portal
SharedFile Systems
AddressBook
Local File System
TaskList
WorkflowSystems
PersonalDatabases
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Email is Simple – Needs Integration
IM andTelephone
EnterpriseApplications
CollaborationTwiki
RSS / BlogsNews feeds
Calendar
Portal
SharedFile Systems
AddressBook
Local File System
TaskList
WorkflowSystems
PersonalDatabases
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When we are looking for something – we remember
context and not text!
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Search Messages
□ What are you trying to do?□ How do you go about it?□ When?□ How often?□ How many messages are touched?
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Capturing Context!
I send a message to someone to achieve
something. Likewise there is a reason why I get a
message.
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Identifying and Capturing Context
□ Persons– My context– My role– My Organization– My Organization’s Context– My Social Networks
□ Time– Date– Events
□ Flags□ Attachments
What is the reason for this message?
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Capturing My Context
NameAddressPhone NumberEmailURL
Org-ChartCustomersVendors
My familyChildrenFriendsAlma-Mater
My context
My OrganizationalContext
My PersonalContext
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Building An Enriched Address Book
□ Visiting Cards, capturing address information from signature lines
□ Capturing Organizational Org-Charts□ Different email addresses□ Capturing Geographic Information
□ Building Connections – Social Networks– Why are the two of us recipients of this email message?
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Integration of Calendar and Email
□ Events and dates are very important aspects of context.
□ I received mail from Amit Kulkarni after CSI-2008
□ He sent me the presentation after I saw him Norway.
□ He sent me nice note and a poem after Arul was born!
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Prioritizing Email
□ Which messages do I reply to?
□ When do I respond to messages?
□ What are my patterns of replying to email messages?
□MAPS (Message Attention Priority Sequence ): Which messages must I reply to?
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Virtual Folders relate better to contexts of Emails
Examples of Context
• People
• Families
• Organization
• Groups etc.
• Geography
• Events
• Dates
• Parties
• Meetings etc.
□ Single mail can correspond to multiple contexts.
□ Virtual Folders provides multiple views over the same email where each view corresponds to the context associated with the email.
□ For example: An email is sent to the user by person X working in organization Y.org, which talks about an upcoming conference.
The user will see this email in the virtual folders corresponding to “events”, to X, to organization Y. And also in “this week” & “this month” virtual folders.
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Virtual Folders – some dimensions
• Flags– Unseen messages, Messages
addressed only to me, Messages marked for follow-up etc.
• Time-based– Today, This Week, This
Month
• People– Atul Kulkarni, Arun Jain
• Company’s Internal Messages– Executive Committee
– Admin messages
– HR messages
• Domain based folders– IITB, .COM, microsoft.com
• Categorization
– Sys-Admin messages, Status Reports, Technical Issues, etc.
• Alerts and Follow-up
– Feedback Expected
– High Priority Messages
• Project based folders
• Mailing Lists
– VentureWire, ACM Tech News, DBWorld
• Geography
– India, Pune,
• Events
– ICDE, New year
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Virtual Folders
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Email – some tenets of our research.
□ Context of the message is more important than the text in the message Itself.
□ Email is the Executive Desktop
□ Email is Corporate Resource – but it is personal.
□ Search and Navigation go hand in hand.
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Email is good …… but we need more!
□ Email is asynchronous and very individual centric.
□ The model encourages personal and point-to-point interaction.
□ Instant Messengers have become popular for synchronous collaboration.
□ Newsgroups (NNTP) became popular for “group mail”
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Chat -- Instant Messenger
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Microsoft Office Communicator 2007
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Microsoft Office Communicator 2007
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Wikis
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Atlassian Enterprise Wiki
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Atlassian Enterprise Wiki
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IBM Teamware – Quickr Wiki
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IBM Teamware - Quickr
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Document Management/Content Management
□ Document management systems provide centralized store for corporate content. Features include– Security– Access Control– with ability for classification and categorization, – search– Information sharing, – Versioning, – Business process automation and – Controlled Document Lifecycle.
□ Examples of these include Oracle ECM suite, EMC Documentum, Opentext and open source Drupal.
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EMC Documentum
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Source Control Systems
□ Source control systems are specialized versions of Document Management Systems.
Example: IBM Rational Clearcase, Visual Studio Team Systems (VSTS), Subversion etc.
□ These systems are specialized for software developers and integrate with other development tools such as– Bug Tracking Systems– Compilers and Debuggers– Profiling Tools
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Forums
□ Forums allow users to post content organized by topics, typically in the Q&A form.
□ Forums are used to facilitate discussion. □ Service delivery organizations such as an IT help
desk or HR employee services group use forums for customer service.
□ Employees ask and answer questions in the forum, allowing other employees to benefit from the answers provided and shared to all.
□ Topical forums allow practitioners to share information with their peers in the open (rather than in a limited email conversation).
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Forum Examples
□ EllisLab, IBM, Invision Power Services, Jive Software, Microsoft, Groupee’sUBB.threads, Jelsoft Enterprises’ vBulletin
□ Many free and open source forum server solutions are available for download. Low-cost options are available, ranging from about $100 to $300 per year for a server license. Higher-end solutions that license per user are available, are either hosted or downloaded, and can run $2,000 to $10,000.
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Forums
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37Signals – Project Mgmt
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37 Signals – Project management
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37 Signals – Project mgmt
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WebConferencing
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Collaboration embedded in Business Apps
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Engineers at the Global Collaboration Center in Everett, WA, leverage a virtual workspace that allows them to collaborate with 787 partners around the globe to make concurrent design changes to the airplane in real time. 81
Blogs are gaining in popularity
… they are also getting corporate!
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Who is blogging?
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Who is Blogging?
76,000 Blogs with TechnoratiAuthority of 50+
600,000 blog posts in the last 24 hours
1.5 Million in the last 7 days
7.4 Million in the last 120 days
133 Million Blogs indexed by Technorati since 2002
85http://www.technorati.com/blogging/state-of-the-blogosphere/
BloggerDemographics
http://www.technorati.com/blogging/state-of-the-blogosphere/86
Mini USA, the American branch of BMW's Mini Cooper line, tracks everything being said about its brand everywhere on line -- in blogs, discussion groups, forums etc. -- then uses what it learns to guide advertising campaigns.
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Top 10 Blog Sites
1. Breaking News and Opinion on The Huffington Post (Authority: 29,108)http://huffingtonpost.com
2. TechCrunch (Authority: 15,962)http://www.techcrunch.com
3. Engadget (Authority: 15,284)http://www.engadget.com
4. Gizmodo, the Gadget Guide (Authority: 14,912)http://gizmodo.com
5. Boing Boing (Authority: 12,437)http://www.boingboing.net
6. Lifehacker, tips and downloads for getting things done (Authority: 10,996)http://lifehacker.com
7. The Official Google Blog (Authority: 10,614)http://googleblog.blogspot.com
8. Daily Kos: State of the Nation (Authority: 10,501)http://dailykos.com
9. Ars Technica (Authority: 10,182)http://arstechnica.com
10.Smashing Magazine (Authority: 9,366)http://www.smashingmagazine.com 88
Source: Technorati
What are people blogging about?
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Microblogging:
Twitter is deceptively simple: it’s a Web protocol that makes it easy to instant message people with short messages. In fact the limit is 140 characters.
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Twitter in the Enterprise!
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RSS: Really Simple Syndication
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