Enterprise collaboration in the cloud

Driving enterprise collaboration through the use of cloud technologies

Andrew BishopPrincipal Consultant with Jacobs

andrew.bishop@jacobs.com.au@andrewbish

Agenda

• Cloud computing 101• Collaborating in the cloud• Future collaboration

Collaboration matters

• Est. workers spend 28 hours per week writing emails, searching for information and meeting each week• Employees spend an average of 9

hours a week searching for info (Atlassian)

• 96% of execs cite lack of collaboration or ineffective communication for work-place failures. (SalesforecRypple.)

What’s impacting on Collaboration?

• Cloud• Mobility• Remote working• Connectivity infrastructure• Automation vs PKM• Social tech• Efficiency

Mobility and the cloud – a perfect match• 33% of companies moved to

the cloud to give device accessibility •Mobile now accounts for ½ of

total email opens (Litmus)

What is cloud computing?

“Using someone else’s computer”

“Sharing a resource pool”

1960s-90s – time sharing of big central systems

1990s – sharing networks (VPNs)

2

Amazon racks AWS has 5 times more deployed cloud infrastructure as their next 14 competitors have...in aggregate

Amazon EC2 has ~40,000 servers

In a day, AWS adds as much new infrastructure as they had used to run the entire Amazon business when it was a $7B business

AWS partner, Netflix, accounts for up to ⅓ of Internet traffic during peak usage times

Who are the cloud leaders? (Gartner)

IaaS, PaaS & SaaS

Cloud computing benefits

• Cost is flexible, less and moved to OPEX• Elastic services• Transfer of risk• Advanced technologies• Better processes & skills• Bypass existing infrastructure

limitations

“The disks still go

around”

Now for the fun the part…

Collaboration components

Collaboration

Email & calendaring

File share & sync

Doc mgmt

Team sitesSocial

Presence & IM

Video conferencing

Access anywhere with any device

‘Elastic’ storage

Easy to implement & support

EmailEmail Email Email

1971 – The first email is sent

1993-Web-based email

1996 – Hotmail launched

Acquired by Microsoft in 1997

• Market share has quadrupled in the past 6 months!• 0.5 billion users• ¼ of Americans use Gmail during

business hours

• Launched in 2004 (Hotmail was 10 years earlier)

Email still #1 tool in the office

A typical corporate user spends over 2

hours a day dealing with

emails. (Skydrive)

On average, workers send and receive 15 emails with attachments a day! (Skydrive)

The average office worker checks their email 36 times an hour! (Atlassian)

What makes a business-grade email & calendaring service?

Full feature set Administration Security Availability

Support Data Residency Migration Integration

Microsoft Exchange Online

• Best of breed feature set for users and administrators• Lots of channels and providers• Hybrid option

Business grade email…Microsoft

• 50 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on

attachments• Centrally manage employee’s accounts, security

and settings.• Compatible with desktop clients eg Outlook*• Ability to disable ads• PLUS you get the rest of the apps!

Gmail (via Google apps for business)

• 25 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on attachments,

and 2FA.• Centrally manage employee’s accounts, security

and settings.• Compatible with Outlook & Apple desktop clients• Ability to disable ads• PLUS you get the rest of the apps!

You might also consider..

• Low-cost• Tons of features• Not Microsoft or Google!

• Low-cost• Good biz features• Based in Melbourne!• 15 years history

Sharing & synchronising files

Shared Folders• Good for - sharing and structure (sort of)

•Weak for - Discoverability & Sharing outside ‘silos’

File sharing in the cloud

• Enterprise File Sharing and Synchronisation (“EFSS”)• Driven by use of multiple devices/consumers• You’re probably using one (or more) EFSS tools right now• There’s a lot of EFSS tools!• The EFSS vendors are getting serious

What makes a business-grade EFSS?

Storage plan Desktop & mobile apps

Doc read & edit Versions

Sharing & collab Multi-user Administration Security

Data Residency

Google Drive

• Good general features• Improving security• Privacy?

Microsoft OneDrive for Business

•Maturing rapidly• 1Tb (soon)!• Office apps,• Office 365• Secure

Dropbox for Business

• Consumer base 300M+• 1B files saved every 24

hours!• Business cred still WIP• Security black mark

Box.com

• Good biz feature set • Big push to enterprise• Claiming 25M users• Growth plans & pains

EMC syncplicity

• A raft of features• Great UX and admin

features• Getting a lot of good press• Large enterprise focus• Integrations

MEGA

• New kid• Solid set of features• Security/residency•Well-priced

3 more to watch:

On premise/Pvt cloud:

Hybrid:

Alternatives to pure cloud

Document management

Key Doc management features

Check In / Check Out (locking)

Versioning and roll backs

More granular access controls Audit Trail

Metadata & tagging Summarization Process

automationOffice

integration

Capture Search

Document management in the cloud

• Old-school tools but poor accessibility (and often ease of use)

Record management in the cloud• Compliance, retention & disposal• Data sovereignty – Australian

solutions

Knowledge management

Collaborating as teams

Team collaboration tools

• Key elements• Document sharing• Shared lists • Tasks• Wikis / pages• Shared calendars• Presence• Accessibility

Project collaboration tools

• As for team collab. tools plus:• Time & resource mgmt• Error & bug management• Task management• Project scheduling &

mapping

Social collaboration

Enterprise Social Networks (ESNs)

• FB-like features, but biz/internal• Opening up to a wider audience• Auto/manual updates• Mind shift to group-awareness• Transparency & openness• The croud!

Key ESN features

Rich profiles

Activity feeds

Share documents

Pose questions

Join groups Get status Idesa Discussions

Which ESN tool?

• Purpose & capabilities?• Key platform vendor• Integrations• Data sovereignty

Collaboration suites

Office 365 Features

• Email (with your domain) & calendars• Conferencing, presence & instant messaging

(Lync & Skype)• Public website (basic)• File sharing (OneDrive for Biz – 25GB/user)• Team sites (10GB + ½ GB/user)• Office apps• Office for desktop • Yammer

* not with all options

Office 365 Summary

• Lots of features, inc. Office apps• Good mobile story• Lots of purchase options (too many?)• Aussie option• Limited channels

Google Apps for business Features

• Email (with domain) & shareable calendars• Conferencing & instant messaging (Hangouts)• File sharing (Drive – 30GB/user)• Team sites (10GB + ½ GB/user)• Docs, spreadsheet and slide tools• Archiving & retention mgmt. (Vaults)

Google Apps for Business - Summary

•Good set of key features•Business-ready•Google Docs•Cheaper• Limited purchase options

Which collab tool(s) should you choose?•Horses for courses• Select according to your readiness

What about the future?

Key future factor #1: Feature cross over and vendor consolidation

Collaboration

Email

EFSS

Doc mgmt

Team sitesSocial

Presence & IM

Video conferencing

Key future factor #2: Mobile computing

Key future factor #3: Google v Microsoft: The two gorillas of enterprise collaboration

“It’s TIME!”

Thankyou!Andrew Bishopandrew.bishop@jacobs.com.auTwitter: @andrewbish