Designing effective collaborative environments

Presentation by Lander Muruaga at Webvisions Barcelona on June 2014

Transcript

1. Designing ! effective ! collaborative environments Lander Muruaga
2. Who I am Interaction designer, independent UX consultant from Basque Country, based in Barcelona since 2001. ! Worked14 years for national and international companies in eBanking, Airlines, University, Government, Technology and Collaborative context, around B2B + B2C ! I teach Interaction Design and Multi-Platform interface design in ELISAVA at Design Degree and Master Degree hello@landermuruaga.com http://landermuruaga.com @eeeh
3. How I arrived to this Since beginning of 2013 I have been working with Planzone, Paris based collaboration software company, where I learned what online collaboration really is. http://planzone.com
4. But… • what is collaboration? • why it happens? • how does it happen? ! + the factors that make it easy, psychological and practical
5. Understand What the hell is collaboration
6. Is a complex act between two or more people and it happens for a reason
7. "Collaboration is the act of doing something with someone else with a common objective". https://www.flickr.com/photos/johnspooner/2199685678/
8. Humans survive and evolve collaborating
9. Imagine for a while those guys hunting Hal Hol Hul Hel
10. We take Hal out… Hal Hol Hul Hel
11. Hol Hul Hel then we take Hol out…
12. Hul Hel …and then Hul
13. Hel EVOLUTION INTERRUPTED What the hell?
14. In fact we learn and discover better things sharing our knowledge. We establish our ideas, and make them real. We like helping It makes us richer both emotionally and intellectually
15. Collaboration is about the history of humanity “Man is by nature a political animal” Aristotele zoon politikon
16. When we collaborate we create connections We influence each-other
17. 6 principles of influence Robert Cialdini
18. 1. Reciprocity 2. Commitment 3. Social proof 4. Authority 5. Linking 6. Scarcity 6 principles of influence related to collaboration We tend to return favors by default. Hospitality Agreement based honor, even if we don't like it People tend to copy what others do. We tend to obey people of authority. We follow them. We are persuaded by people we like. We value opportunities. We appreciate them.
19. Imagine back Hal, Hol, Hul and Hel in front of an elephant without those 6 principles, for example, without motivation …again, evolution interrupted
20. Intentional community Highly developed collaboration organizations
21. Suddenly Something 
 happens that ! breaks collaboration
22. But suddenly we got an interruption, a tipping point, a new player ! Something happened that became us stunned. ! Do you now what it is? No it’s not idiocracy. The internet www
23. We started changing, they way we act, the way we work, the way we connect. We started changing the way we think https://www.flickr.com/photos/nanagyei/6636632951/sizes/l/
24. we discover new ways to collaborate https://www.flickr.com/photos/dalbera/2738452057/sizes/l/
25. we start collaborating online with email
26. How many emails do you receive per day?
27. Email is linear you only can go up and down Main problem
28. https://www.flickr.com/photos/idogcow/391609724/sizes/o/ email is dying let’s be serious
30. Technology is evolving and we are still learning, adapting our lives and using it as everyday goody. ! We change our behavior, but we still carry our old habits. https://www.flickr.com/photos/11115086@N00/4276498711/sizes/l/
31. WebApps Write a document Share Store Organize Speak
32. Collaboration requires organization
33. Our knowledge continues to evolve This is where I started analyzing, searching the basics online collaboration
34. we are making a deep change, but we need to make it much better We need to understand the different contexts where collaboration happens.
35. Applying the theory
36. Small teams Medium teams Organizations Two or three people make a small team When there are more than two or three people there is a medium team When different teams work together we have an organization, which requires more structure The actors
37. They need to Adapt the way they work to online collaboration Organizations have their own way of working
38. Online Collaboration is multidirectional User Docs Comment Task
39. It could be synchronous or asynchronous
40. Synchronous or real time collaboration as conversation, meeting, notifications, etc…
41. Asynchronous or something between two, but not at the same time. Online means we have the ability to do things asynchronously
42. but always transversal
43. to understand the previous questions IMPORTANT
44. Task is the secret tool to get work done It can be simple or powerful. Remember our friends hunting the elephant
45. Simple 7 May Person (assignee) Due Date Description A simple task has a name and usually includes a description, an assigned person and a due date.
46. Simple Hunt the diner for tomorrow! ! Bring enough arrows. Remember last time ! Assigned to Hal ! Due date: tomorrow
47. Powerful Description A powerful task has the same concepts as a simple task, but adds more features to it so you can communicate what you want. Participants hours as well Beginning & End Date 7 May 2 May Planning (schedule) Documents Tags Constrains Discussion
48. Powerful Hunt the big elephant! Follow the group until the river and go for the big one Assigned to Hal, Hul, Hol, Hel Dates: Sunrise to Sunset Constraints: Start after “Hunt the dinner for tomorrow” Document: Stones, Arrows, Fire Tags: Food, Cave A Discussion: No comments yet
49. Lists When a number of tasks grow, we need to organize and group them into Lists and Sub-Lists to understand better the hierarchy and time between them to work effectively. Many Tasks 1! 2! 3
50. Lists 1. Hunt the elephant! 1. Sharpen the arrows 2. Take stones 3. Define the route to follow 4. Meet at sunrise
 2. Skin the elephant! 1. Cut in pieces 2. Dry meat
51. Users Super users The ones that take decisions, they need to understand the big picture how are we doing Collaborators Are the users that will focus on doing and completing concrete tasks to accomplish the project The profile of the user defines what he/she can do and see depending on the role you assign. Managers Users who organize the project, the information and different collaborators inside the project
52. Team management Need and ability to organize team members (collaborators) around tasks
53. Project A Project is where everything is organized to achieve a common objective; all tasks, people and lists pertain to a Project. Community
54. Business intelligence Show me quickly what I want to see Sort by Filters Tags Show
55. Motivational tools about the project How the team and the project are evolving. Are we on time? Work Progress What’s next and late Project Progress Tools to help the team
56. How you are doing and what you are working on Visualize My Tasks My Recent activity What’s coming up and late for me Tools to help me Motivational tools about the project My Work load Am I on time
57. It is not only about doing things, but understanding what you are doing and visualizing the actual situation, the evolution and the next things you need to do
58. Features Reports Making a better product, communication between stakeholders Integration (saas, etc) Templates
59. Balance keeping an interface with the right balance and the right tools. Avoid showing too much information, use the right filters, etc.
60. Tempo Maintaining a good flow with notifications and emails Notifications are the only way to avoid email
61. Motivation A good leader needs to motivate his team members to get their best. ! A good collaboration software needs the right tools to keep teams motivated to have successful projects
62. Michael Benninga Planzone CEO
63. Know how you are doing and where you are going Better design means improved understanding, more participation, better decisions & better results What is in it for the Customers
64. - Collaboration at work is a key differentiator …but we depend on Email
 ! - Work is changing less margins, faster time to market its going online to a flatter & more participative structure today’s team leaders have less formal project management training
 - So why is it so hard to implement needs structure document, agree the organisations tasks adapt them to an online shared environment ! ...and remember 
 we learned to use email, so we can learn to use collaboration tools What is happening
65. Users / Profiles The interface Work Understanding the layers of business collaboration Business Collaboration environment
66. What is in it for the Customers?! ! ! Tell me “How am I / are we doing?”! Quickly find information related to “work” what should I be doing what are others doing are they available Timeliness - are we behind, on time, ahead ! ! ! Opportunity to! Understand how your company gets work done = knowhow Re-use this knowhow Make better informed decisions Participate, share, help each other
67. Q&A
68. Thank you