What Goes WhereRules of the Road for Microsoft Collaboration TechnologiesSharePoint Saturday Rhode Island9 November 2013

Mike Gilronan@mikegil

What We’ll Cover

• Background and Context• Collaboration Tools• Amplifiers, Hurdles, Simplifiers• How to Choose• Action Plan

Definition of terms

• Collaboration (def.) – People working with other people toward a common outcome. (M. Sampson, “Collaboration Roadmap”)

• Communication is different from, but essential to, collaboration.

Flickr photo courtesy of jovike: http://www.flickr.com/photos/jvk/19894053/

Why Does This Matter?

• World is:• Smaller• Flatter• More Complex• More Connected

• Collaboration is more important than ever, but still done badly.• “We built it and they didn’t come.”• “The business” and IT don’t agree• Business factors and human factors are not supported enough• Plenty of “People-Ready Software,” not enough “Software-Ready People”

Flickr photo courtesy of Eric Fischer: http://www.flickr.com/photos/walkingsf/6858366278/

About the Presenter -- Mike Gilronan• SharePoint Practice Director• Former (“recovering”) CPA• 20+ years consulting and professional services experience

• ERP and CRM• Collaboration and KM• Business Analysis, Training, Project

and Practice Management

mike.gilronan@mcgladrey.com

617.241.1102

@mikegil

http://mikegil.typepad.com/

Knowledge Mgmt

SharePoint

Project Mgmt

Financial Mgmt

Background – Narrative ArcOwnership Size Complexity Growth Core Business

Partner-owned Very large Very High Medium Accounting and Business Advisory Services

Family-owned Medium High High Software Product and Related Services

Private, VC-backed Medium Medium High Software Services and Related Products

Private Small Low Medium Professional Services

Private Small Medium High Professional Services (System Integrator)

Partner-owned Large High Medium Accounting and Business Advisory Services

Unindicted Co-Conspirator

About YOU -- Objectives

• Introduction:• Organization• Role• Types of Teams• Types of Content

TO TELL ME ABOUT YOURSELF

Microsoft’s Collaboration Story (-ies)

9

More structured

Less structured

Asynchronous

Synchronous

What it Means, Too Often

Photo source: Wikipedia

Your Palette:Communication and Collaboration Tools

F2F (Face-to-face) Communications

• Born: Time immemorial• Peak: pre-Guttenberg (c. 1450 AD)• Claim to Fame: the gold standard for collaboration• Strengths: highest trust, context, verbal + non-verbal, real-time

interactive feedback• Weaknesses: highest cost, airfare, real estate, not persistent, requires

synchronous presence

Flickr photo courtesy of MDGOV: http://www.flickr.com/photos/mdgovpics/7658177776/sizes/l/

(Hand-) Written Communication

• Born: ~3,500-2,900 B.C. (Phoenician, Sumerian, Egyptian alphabets)• Peak: pre-Industrial Revolution (c. 1870s, when typewriter and

mimeograph were invented)• Claim to Fame: Shakespeare, U.S. Constitution, early Bibles• Strengths: personal, hand-crafted, durable• Weaknesses: time-consuming, slow

Flickr photo courtesy of sure2talk: http://www.flickr.com/photos/finlap/213926774/sizes/o/

Telephone

• Born: 1876 (A.G. Bell patent)• Peak: 1950s-1970s• Claim to Fame: Cuban Missile Crisis, Watergate, Batman• Strengths: real-time interaction, with inflection• Weaknesses: (usually) no record of conversation, requires

synchronous availability

Flickr photo courtesy of pds209: http://www.flickr.com/photos/paulsedra/9733167606/

Fun fact: When was the Fax machine invented?

Telephone

• Born: 1876 (A.G. Bell patent)• Peak: 1950s-1970s• Claim to Fame: Cuban Missile Crisis, Watergate, Batman• Strengths: real-time interaction, with inflection• Weaknesses: (usually) no record of conversation, requires

synchronous availability

Fun fact: 1843, by Alexander Bain. First commercial version in 1861 by Giovanni Caselli, at least 11 years before invention of workable telephones.

Flickr photo courtesy of pds209: http://www.flickr.com/photos/paulsedra/9733167606/

E-mail

• Born: 1970s (ARPA), 1990s (commercial)• Peak: 2000s• Claim to Fame: Eliot Spitzer, Enron • Strengths: Simplicity, ubiquity, (relative) permanence, asynchronous,

attachments, ubiquity, choice of devices• Weaknesses: (Relative) permanence, spam, reply: all, poor filtering,

bad habits, storage, channel vs platform

Flickr photo courtesy of xJasonRogersx: http://www.flickr.com/photos/restlessglobetrotter/2660204217/

Network File Shares

• Born: 1980s (Novell, etc.)• Peak: 1990s-2000s• Claim to Fame: $22B local company (focused on storage)• Strengths: Ease of use, security, integration with directory services• Weaknesses: Require IT admin, no metadata, weak search,

hierarchical

SharePoint

• Born: ~2001• Peak: 2010-2013• Claim to Fame: Fastest MSFT product to $1B• Strengths: Platform of productivity tools, empowering content owners• Weaknesses: Bad IA, bad governance, bad adoption, limits

to/complexity of external sharing

SharePoint -- WGW Drilldown

• My Sites• Project Team Sites• Departmental Sites• Geographic Sites• KM Repositories• Home Page• Extranet• Internet

IM and Presence

• Born:• Peak: Yet to come• Claim to Fame:• Strengths: Instant, integrated• Weaknesses: IM means “Interrupt Me”,

exposure, newness means evolving norms

Video Conferencing

• Born: late 1980s (PictureTel)• Peak: Yet to come? (Skype, Facetime, Cisco UC, Lync, etc.)• Claim to Fame: Jack Bauer?• Strengths: Instant, integrated*, context and non-verbal cues• Weaknesses: Quality of video, emerging norms of behavior, not evenly distributed at

enterprise level

Enterprise Social Platforms

• Born: 2000s• Peak: Yet to come?• Claim to Fame: “Enterprise 2.0”• Strengths: Transparency, connectedness, serendipity, searchability,

data exhaust• Weaknesses: Emerging norms, mobility, fragmentation, governance

Frameworks for Assessment

How Do I Choose?

• Preferences and styles

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose• Don’t forget face-to-face meetings (with a purpose!)

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose• Don’t forget face-to-face meetings (with a purpose!)• Create synchronous and asynchronous venues

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose• Don’t forget face-to-face meetings (with a purpose!)• Create synchronous and asynchronous venues• Track progress

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose• Don’t forget face-to-face meetings (with a purpose!)• Create synchronous and asynchronous venues• Track progress• Use alerts!

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

How Do I Choose?

• Preferences and styles• Multiple ways to connect• Delineate between core team and broader stakeholder needs• Build on comfort to add new capabilities (with clear objectives)• Consider how team members will reach out, and for what purpose• Don’t forget face-to-face meetings (with a purpose!)• Create synchronous and asynchronous venues• Track progress• Use alerts!• Provide feedback, revisit what’s working/not working

Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

Tools and Techniques – Team Norms

Forming

Norming

Storming

Performing

• Arrival times: early? late OK? Call first?

• Working hours?• Expected availability on IM?• Turnaround time on email and

voicemail?• Number of exchanges on e-mail

before a phone call is made?• Rating content?• Use of BCC? Reply: All?• Totally transparent meetings?

MOST IMPORTANT:• What are consequences for breaking

these norms, and who enforces?

Sample Team Communication Planning Matrix

Objectives Audience Media Timing Content Creator Content Approver Other

Publish definitive RFP documents

RFP Response Team

Publish PDF documents to RFP Response Team Portal

Outset of RFP response process

RFP Response Team Lead

RFP Response Team Lead

Consider Office 365 for ease of external collaboration (external sharing must be activated at site collection level by Farm Admin)

Coordinate activities each day

RFP Response Team Conference call Daily

RFP Response Team Lead

RFP Response Team Lead

Call notes should be disseminated to team at close of call

Review deliverables prior to submission

RFP Response Team

Web conference to review documents that are stored in portal and version-controlled

Prior to submission of deliverables

RFP Response Team Lead

RFP Response Team Lead

[Adapted from “Leading Effective Virtual Teams,” by Nancy Settle-Murphy, used with permission]

Tools and Techniques – Communications Plans

Case Studies/Scenarios

1. Car talk2. Partner talk3. Wall talk

Go Forth…

• Listen to your teams• Document your norms• Build and publicize your plans• Deploy your tools• Govern your processes• Measure your results• Listen to your teams

Bibliography and Follow-Up

Wrap-Up

• Q&A• Giveaways• Continue the conversation (and materials):• @mikegil• http://mikegil.typepad.com

• Thank you to SPSRI and our generous sponsors!

Flickr photo courtesy of redstamp: http://www.flickr.com/photos/redstamp/3425825517/ All Flickr photos used with permission under Creative Commons license.

Thanks to our sponsors! And you.

Images © 2013 http://www.flickr.com/photos/boliyou/2884130773/

One final note• Fill out your evaluation form & turn for the

big raffle (tablet)• SharePint next door (American) 5:30pm• Don’t forget WaterFire downtown tonight!