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Pilot and user adoption. Saxion Connect scenario . Manage meetings efficiently with Activities. Agenda. Slides and agenda About Saxion & e-office WorX Connect @ Saxion Pilot program What are scenarios ? Manage meetings efficiently with Activities - PowerPoint PPT Presentation
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Saxion Connect scenario
Manage meetings efficiently with Activities
Pilot and user adoption
Agenda
Slides and agenda About Saxion & e-office WorX Connect @ Saxion Pilot program What are scenarios? Manage meetings efficiently with Activities
– The problem with meetings addressed– Scenario overview– Activity template– Agenda, To Do list, Decisions
Demo
e-office 1970 history teacher
collaboration consultant Rotterdam
social IBM cooking
adoption cats-and-dogs travel sci-fi spinach
analytics
Sasja [email protected]/sbeerendonkhttp://nl.linkedin.com/in/sbeerendonkhttp://thoughtsoncollaboration.com
Saxion 1963 advisor ICT in education
collaboration Hengelo
social IBM Tennis
Connect cats reading Sports music
Marion [email protected]/MVrielinkhttp://www.linkedin.com/pub/marion-vrielink/a/410/84
About e-office
e-office, founded in 1991 We are IBM Premier Partner We employ about 100 specialists, located in Houten We propagate a good balance between people, organization and
technology to fit the way of working in this century: work21– We implement the latest IBM and mobile technologies – We guide the organizational and behavioral changes necessary to improve work
processes (user-adoption)– We advise organizations on how they can use technology to improve
collaboration and to work more efficiently, regardless of time or place
About Saxion University
Saxion University of Applied Science one of the largest institutions of higher education in the
Netherlands 2,300 employees Almost 24,000 students (and growing) with a total of 55 different
nationalities 3 Locations: Enschede, Deventer, Apeldoorn 293 studies/schools
WorX
Saxion’s own vision of the new way of working (nwow) Creating a professional work climate in which we use state of the art
ICT tools that will make work more effective and efficient Increasing the flexibility of the organizations and the staff Work concepts that contribute to employee satisfaction Increases the internal employer (image)
Not about the tools, is about starting the move from the way we work now to the way we work new that matches our ambitions, makig use of new technology. “Technology” is necessary to make the move possible “Living Technology”
Connect @ Saxion
Connect is the social collaboration tool for Saxion Universities’ employees It is also open for students Started with Connections 3 in 2011 Started with a user adoption pilot Upgrading to Connections 4 January 2013
Pilot program
Pilot project with 55 employees The new way of working (Worx) demands another tool Finding experts and expertise needs to be improved Plenty other tools in use that do not meet todays needs
– Who is who (Lotus Notes)– project databases / TeamRooms– Quickr Team Places – Yammer– Email
Interviews to identify problems/chances Define Scenarios Promote Connect Let employees experience Connect Collect Best Practices
Change through scenarios
technology platform and quick wins
awareness of work and technology
Adjustment of way of working, technology and organisation balanced
Employees create their own solution
scen
ario
s • daily work• direct advantage• Instant adoption• Low impact
• daily work• standardisation• steep learning curve• group / peer pressure• average impact
• all the work• big change• group / peer pressure• high learning curve • high techno impact
• empowered work force• self control• social processes• standardisation
Change management
technology push
What is a scenario?
Describes daily actions an employee performs to get a specific result.
The most productive way to do the task and to make maximum use of technological tools available.
3 aspects in a combined approach:– The situation and the goal– The behavior and agreements necessary– The tools used
• your daily work activities • from employee perspective• simplified representation• selective knowledge required• connecting technology, behavior
and organization in working agreements
Training aspects for a scenario
Why do we use this scenario ? (need to change) Work agreements How do I make use of the tools ?
(buttons training) Where can I find more information ?
Manage meetings efficiently with Connect
Why meeting efficiently ? Why use Connect for meetings? How?
– speaker / chairman– participant
What– Connect Activities– Lotus Notes Activity plugin
Example
central online storage
prepare meet
process actions
Why meeting efficiently?
Make better use of your/their valuable time Make meetings more purposeful, targeted (goal) Transform meetings into a ‘place and moment’ where decisons
are made Less pressure on your (busy) agenda Less need for meeting rooms Less emails with attachments
The result is a more efficient and effective meeting culture with clear agreements and a central (digital) place for sharing and collaborating on meeting information, accessible from any device, any time and anywhere.
Why use Connect for meetings?You No more searching through different folders, mailbox and shared drives: always have all
recent meeting information in one digital overview, such as the meeting agenda, actions, decisions, documents, discussions and announcements;
Share additional information before and after the meeting Present the meeting information during the meeting, using a beamer / TV / laptops / tablets. Save time (and money) in printing meeting information before and after the meeting Seamless integration between Lotus Notes and Connect with the Lotus Notes Activity plugin:
– Show Connect ToDos in your Lotus Notes Calendar – Drag and Drop information from Lotus Notes into the meeting Activity
Saxion By doing their work (collaborating around meetings) employees are contributing information.
This will automatically enrich their Profile with their expertise and builds the collaborative brain of the organisation. Colleagues can better find expertise and experts.
SaxionActivity
2. reserve a room with projector/TV, two computers and internet connection.
1. Create an Activity in Connect well before the meeting (see next slide):
• The agenda and minutes;• Proposed decisions (maybe with links to
discussion in a Forum in Connect)• Decisions;• Actions (To Do’s);• Put all the information in the Activity (files,
information, location etc.).
3. inform your colleagues:• Invite your colleagues through Lotus Notes
Calendar and link to the Activity;• Describe the purpose of the meeting; • Clarify the agreements / way of working;• Describe what is expected of participants
before and during the meeting.
Edit information on the go and create minutes in the Activity in Connect on a 2nd laptop/pc/iPad.
Meeting efficiently: How?Before the meeting During the meeting
Start with the goal of the meeting, the agreements and the agenda items.
Discuss progress and decisions. NB: Prevent lengthy discussions as much as
possible.
Present the Activity in Connect on a screen if not everybody has a laptop/iPad.
Chairman
Stop doing:• Send meeting information, updates, and documents through email;• New announcements during the meeting;• Lengthy discussions about information available before the meeting,
decisions, minutes etc. through e-mail or during the meeting itself.
4. Create To Do’s with a corresponding item in the agenda, assigned to specific participants.
3. Create an Entry for each agenda item and add documents /information as attachments.
Create and work in an Activity
5. Create a section for (proposed) decisions. This list will span multiple meetings. Create an item in this section for each (proposed) decision.
1. Go to Apps Activities Start an Activity 2. Create Sections to structure. For example for each meeting date a separate section.
Chairman
1. Plan enough time for preparations.
6. ! Tip for iPad or laptop user: Create your own tasks and notes during the meeting.
Meeting efficiently: How?Before the meeting During the meeting
5. Discuss progress and decisions. NB: Prevent lengthy discussions as much as possible.
4. Be on time and be prepared.
Participant
3. Prepare the meeting:• Read the information in the invitation (goal and
agreements);• Go to the Activity in Connect and read all meeting
information;• Add Comments to items or discussions;• Start (if desired) a discussion in a Forum that you link
to from an item;• Want to add to the agenda? Add this to the meeting
agenda item ‘announcements’;• Add all documents as attachments to the
corresponding item;• Do the tasks assigned to you and update the status.
2. Make sure your Profile is complete.
The past:• Send meeting information, updates, and documents through email;• New announcements during the meeting;• Lengthy discussions about information available before the meeting, decisions, minutes etc. through e-mail or during the meeting itself.
No more printing meeting documents
SaxionActivity
7. Create the minutes on the fly by adding text to the agenda items.(one particpant only).
demo
Overview of the meeting Activity Start a new meeting from a template Use sections, items and todo’s Use Lotus Notes Activities Sidebar to add emails Use To Do Items view to display all To Do’s for this Activity
(yours and other’s) Use the Calendar overlay to display your To Do list from all
Activities
Example (link)
Section with the agenda (and automatically minutes) for one meeting.
Each meeting topic is a separate item in the agenda section.
A To Do added to a agenda item.
Section with Decisions is one list for multiple meetings
All To Do Items for this Activity
(all members)
To Do List for all my Activities
can be shown as Calendar Overlay.
From Lotus Notes
With a tablet
Like this