Enterprise Collaboration: A Zoo of Tools - Current Strategies behind Enterprise Collaboration Platforms

Join this session and hear about the different approaches used by user organisations to develop their software portfolio for Enterprise Collaboration.
We are going to discuss the complex collaborative technology landscape in order to understand the evolving portfolios of collaboration software currently in use in organizations. This will include the examination of different areas of collaboration activity that these tools support and the areas of overlapping and redundant functionality. We will present findings from a study of 23 user organisations in which we identified three dominant strategies.
In this session, you will learn how the companies in our sample are addressing the zoo of software tools to shape their Enterprise Collaboration Platform.

Prof. Dr. Petra Schubert (Director of the Competence Centre for Collaboration Technologies (UCT) and is co-founder of IndustryConnect @University of Koblenz-Landau )
Sebastian Bahles (Researcher in the Business Application System Research Group @University of Koblenz-Landau)

Transcript

1. O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
   September 28 & 29, 2021
   A Zoo of Tools – Current Strategies behind
   Enterprise Collaboration Platforms
   Petra Schubert, University of Koblenz
   Sebastian Bahles, University of Koblenz
   

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2. PLATINUM SPONSOR
   PLATINUM SPONSORS
   GOLD SPONSORS
   SILVER SPONSORS
   

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3. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   Agenda
   1. Key Findings
   2. Enterprise Collaboration: Terminology
   3. Study: Dominant Configurations of
   Enterprise Collaboration Platforms (ECP)
   4. The Road Ahead
   

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4. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
   Key Findings
   

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5. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   Key Findings from the Study
   1. We need to build integrated platforms, they are not nice to
   have but essential, specialised little stand-alone tools for a
   single purpose are tempting but bad from an IT Management
   point of view
   2. Enterprise Collaboration Systems are candidates for the
   core (provide uniform user directory and content APIs)
   3. The Workspace is where the music plays, decisive for the
   software selection
   4. Enterprise Platforms will be built with software services from
   Provider Platforms (maybe even multiple providers),
   developer community, ecosystem (cf. Apple/Google store)
   

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6. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   The Study – Data Basis
   ▪ Examination of portfolios of collaboration
   software that user companies have
   implemented to build their ECP
   ▪ 23 user companies (organisations from
   different industry sectors)
   ▪ total of 730’000 employees
   

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7. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
   Terminology
   

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8. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   Quick Review: Areas of Collaboration
   Communication Cooperation
   Content
   Combination
   Coordination
   Enterprise Collaboration
   People-centric, synchronous or asynchronous
   Content-centric, mostly asynchronous
   Informing & exchanging
   Chat
   Video Conferencing
   Blog
   Joint work on documents
   File share
   Office tools
   Wiki
   Task and project mgmt
   Task Mgmt
   Wiki
   Workflow
   Mgmt
   Enriching & preserving
   DMS
   Wiki
   File
   share
   WCMS
   Source: 8C Framework for Enterprise Information Management, Williams, University of Koblenz, 2010
   

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9. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
   Enterprise Collaboration Platform
   Technical: User Accounts (LDAP/AD)
   Core Enterprise Collaboration System (ECS)
   Forum
   Wiki
   Shared
   Notebook
   Messenger
   Chat
   E-Mail/
   Group
   Calendar
   Network
   directories
   File
   share
   Video
   Conferencing
   Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
   Social
   Profiles
   Portal
   Development and Deployment Environment
   People (Identity Management)
   Informational: Employee Directory (Social Profiles/White Pages)
   Blog
   Microblog
   Files
   Task Mgmt
   Enterprise Collaboration Platform (ECP)
   

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10. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
    ECP Configurations
    

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11. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    People (Identity Management)
    Technical: Tivoli Directory Server and HCL Domino LDAP Informational: HCL Connections Social Profiles
    Notes
    Forums
    LimeSurvey
    Files:
    NextCloud
    Social Intranet/
    DX Platforms:
    WCMS, file storage
    E-Mail
    HCL Notes
    HCL Domino
    HCL Verse
    Network
    directories
    MS OneNote
    Productivity Tools: e-mail,
    documents (files), notepad,
    whiteboard
    Example: CEIR
    Enterprise Social Network
    (ESN): social profiles, follow,
    tag, @mention, activity stream
    HCL Connections
    Homepage
    Chat/Video
    Conference:
    Sametime
    Files
    Microblog:
    Status Updates
    Surveys
    Ideation Blog
    Task Mgmt:
    Activities
    Wiki
    Forum
    Kudos Boards
    Blog
    Core ECS: HCL Connections
    Enterprise Collaboration Platform
    Third party component
    Explanation of symbols:
    Tool
    Application
    ECS component
    Stand-alone tool
    Stand-alone application
    Cooperation:
    work on documents
    Coordination:
    activities and tasks
    Content Combination:
    enriching documents
    Video Conf.:
    Zoom
    Video Conf.:
    BBB
    Chat:
    MS Skype
    Chat:
    Mattermost
    Communication:
    video conference
    and text chat
    Communication:
    informing and discussing
    

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12. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    3 Dominant ECP Configurations (N=23)
    Concentration
    Diversity
    E-Mail
    MS Outlook
    MS Exchange
    MS OneNote
    Enterprise Collaboration Platform – Case 14
    Suite 1: Microsoft
    MS Teams
    File Share:
    MS OneDrive
    File Share:
    Office 365 online
    File Share:
    MS SharePoint
    Wiki:
    MS Teams Wiki
    MS Yammer Groups
    Skype
    Suite 2: Atlassian
    Task Mgmt:
    Atlassian Jira
    Wiki:
    Atlassian Confluence
    DXP: Adobe
    Experience Manager
    Dual Core
    Enterprise Collaboration Platform – Case 13
    Enterprise Collaboration Platform – Case 3
    E-Mail
    MS Outlook
    MS Exchange
    MS OneNote
    SAP NetWeaver
    Portal
    ECS: HCL Connections Suite: Microsoft
    MS Teams
    File Share:
    MS OneDrive
    File Share:
    MS SharePoint
    Task Mgmt:
    MS Todo
    Boards:
    MS Planner
    Network
    directories
    Task Mgmt:
    Atlassian Jira
    Wiki:
    Atlassian
    Confluence
    Suite 2: Atlassian
    Files
    Microblog:
    Status Updates
    Surveys
    Wiki
    Forum
    Ideation Blog
    Task Mgmt:
    Activities
    Skype
    MS Teams Wiki
    E-Mail
    HCL Notes
    HCL Domino
    HCL Verse
    ECS: HCL Connections
    HCL Connections
    Homepage
    Chat: Sametime
    Files
    Microblog:
    Status Updates
    Task Mgmt:
    Activities
    Wiki
    Forum
    Skype
    Messenger:
    WhatsApp
    Network
    directories
    Notes
    Forums
    MS OneNote
    Trello
    Video Conference:
    Zoom
    WCMS:
    Xpublisher
    Chat:
    Slack
    N=10
    N=5
    N=5
    N=3
    

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13. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
    The Road Ahead
    

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14. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Key Findings from the Study
    1. We need to build integrated platforms, they are not nice to
    have but essential, specialised little stand-alone tools for a
    single purpose are tempting but bad from an IT Management
    point of view
    2. Enterprise Collaboration Systems are candidates for the
    core (provide uniform user directory and content APIs)
    3. The Workspace is where the music plays, decisive for the
    software selection
    4. Enterprise Platforms will be built with software services from
    Provider Platforms (maybe even multiple providers),
    developer community, ecosystem (cf. Apple/Google store)
    

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15. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    IT Operations
    Technical: User Accounts (LDAP/AD)
    Enterprise Collaboration System (ECS)
    Forum
    Wiki
    Chat
    E-Mail/
    Group
    Calendar
    Video
    Conferencing
    Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
    Social
    Profiles
    Provider Platform
    DX/
    Portal
    Development and Deployment Environment
    People (Identity Management)
    Informational: Employee Directory (Social Profiles/White Pages)
    Blog
    Microblog
    Files
    Task Mgmt
    PaaS
    SaaS
    Hardware
    IaaS
    Technical: User Accounts (LDAP/AD)
    Core Enterprise Collaboration System (ECS)
    Forum
    Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar
    Network
    directories
    File
    share
    Video
    Conferencing
    Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
    Social
    Profiles
    Portal
    Development and Deployment Environment
    People (Identity Management)
    Informational: Employee Directory (Social Profiles/White Pages)
    Blog
    Microblog
    Files
    Task Mgmt
    Technical: User Accounts (LDAP/AD)
    Core Enterprise Collaboration System (ECS)
    Forum
    Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar
    Network
    directories
    File
    share
    Video
    Conferencing
    Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
    Social
    Profiles
    Portal
    Development and Deployment Environment
    People (Identity Management)
    Informational: Employee Directory (Social Profiles/White Pages)
    Blog
    Microblog
    Files
    Task Mgmt
    Technical: User Accounts (LDAP/AD)
    Core Enterprise Collaboration System (ECS)
    Forum
    Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar
    Network
    directories
    File
    share
    Video
    Conferencing
    Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
    Social
    Profiles
    Portal
    Development and Deployment Environment
    People (Identity Management)
    Informational: Employee Directory (Social Profiles/White Pages)
    Blog
    Microblog
    Files
    Task Mgmt
    Enterprise Platforms
    

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16. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Importance of the Workspace
    Chat
    Wiki
    Blog
    Forum
    Files
    Video Conf.
    Office Tools
    Files
    E-Mail
    Notebook
    Forum
    Wiki
    Blog
    Chat
    Files
    Forum Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar Network
    directories
    File
    share
    Video
    Conferencing
    Core ECS
    Contextual setting
    Use Case: Internal Employee Communication
    Coll. Scenario: Asking a question
    Synchronous
    (same time)
    Asynchronous
    (different time)
    ECS Component
    Application
    Tool
    Workspace 1
    Individual: Personal Workspace
    Workspace 2
    Internal: Customer Sales Reps
    Workspace 3
    External: Company Website
    

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17. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Platform and workspace are essential
    Chat
    Wiki
    Blog
    Forum
    Files
    Video Conf.
    Office Tools
    Files
    E-Mail
    Notebook
    Forum
    Wiki
    Blog
    Chat
    Files
    Forum Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar Network
    directories
    File
    share
    Video
    Conferencing
    Core ECS
    ECS Component
    Application
    Tool
    Workspace 1
    Individual: personal workspace
    Workspace 2
    Internal: department/project
    Workspace 3
    External: group with customers/partners
    Technical: User Accounts (LDAP/AD) Informational: Employee Directory (Social Profiles/White Pages)
    Platform Space
    Everyone: Enterprise
    Members Members
    

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18. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    The platform level is
    where company
    values and cultures
    are conveyed
    Self-managed workspaces
    Chat
    Wiki
    Blog
    Forum
    Files
    Video Conf.
    Forum Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar Network
    directories
    File
    share
    Video
    Conferencing
    Core ECS
    Workspace 2
    Internal: department/project
    Technical: User Accounts (LDAP/AD) Informational: Employee Directory (Social Profiles/White Pages)
    Platform Space
    Everyone: Enterprise
    Members
    The workspace level
    is where work happens.
    

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19. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Platform and workspace are the key
    The platform
    determines the apps
    that are available in the
    workspace
    The workspace is based
    on the members list and
    a combination of apps
    

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20. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Current research
    Harmonised Event Log
    Account + Time +
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    Technical: User Accounts (LDAP/AD)
    Core Enterprise Collaboration System (ECS)
    Forum
    Wiki
    Shared
    Notebook
    Messenger
    Chat
    E-Mail/
    Group
    Calendar
    Network
    directories
    File
    share
    Video
    Conferencing
    Harmonised Event Log (system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action)
    Social
    Profiles
    Enterprise Collaboration Platform (ECP)
    Portal
    Development and Deployment Environment
    People (Identity Management)
    Informational: Employee Directory (Social Profiles/White Pages)
    Blog
    Microblog
    Files
    Task Mgmt
    

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21. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    User activity
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    system.space.container.intellectualentity.intellectualcomponent.simplecomponent.action
    …
    

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22. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    High-level logs can be interpreted
    → Collaboration Scenarios
    

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23. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    Current CEIR Research Topics
    • The Structure of Social Documents
    • Social Process Mining
    • Worksight: Ontology-based data access
    • IRECS: Toolset for ECP implementation
    projects
    

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24. Let’s Connect O-N-L-I-N-E September 28 & 29, 2021
    O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E O-N-L-I-N-E
    Thank you for your attention
    Petra Schubert, University of Koblenz
    Sebastian Bahles, University of Koblenz
    

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