Enterprise Collaboration Platforms: Understanding Collaborative Work and Designing the Technical Solution

In recent years office workplaces have evolved from primarily physical employer-owned premises to hybrid settings where some employees work at the employer’s premises and others work remotely. The recent growth in hybrid and remote working, which intensified during and following the COVID-19 lock-downs, means that enterprise collaboration tools and systems have become even more important in organisations. However, many of the resulting ‘quick-fix’ solutions for Enterprise Collaboration are formed from patchworks of tools that may not provide a viable solution in the long run and will need to be redesigned if organisations are to achieve the desired benefits. In this presentation, we summarise our recent work with user organisations and provide a structure for thinking about an organisation’s collaborative working and collaboration software requirements. We offer insights into building the technology solution for a performant Enterprise Collaboration Platform that fulfils the needs of a user organisation in the long-term.

Transcript

1. Empower your employees through successful Enterprise Collaboration
2. 2 Enterprise Collaboration Platforms Understanding Collaborative Work and Designing the Technical Solution Prof. Dr. Petra Schubert Prof. Dr. Susan P. Williams Let‘sConnect 2022 Virtual Conference 26th October, 2022
3. IBD white paper part two Enterprise Collaboration Platforms Designing the Technical Solution IBD white paper part one Enterprise Collaboration Platforms Understanding Collaborative Work
4. IBD white paper part two Enterprise Collaboration Platforms Designing the Technical Solution IBD white paper part one Enterprise Collaboration Platforms Understanding Collaborative Work
5. The renewed imperative for hybrid and distributed working Hybrid and remote working are the new normal Organisations need to invest in appropriate tools and technologies New hires and existing employees expect to be offered hybrid working options Hybrid and distributed working adding new dimensions of complexity 5
6. Increasing complexity 6
7. Increasing complexity Number of employees and variety of work areas involved in hybrid and remote working Increasing diversity in hybrid working arrangements Hybrid, remote and collaborative working readiness 7 Investment in tools and technologies to support collaborative work
8. Characteristics of collaborative work activity 8
9. Types of collaborative work activity Collaborative Work Communication Cooperation Coordination Content 9
10. Location of collaborative work 10
11. Location of collaborative work Distributed teams Co-located teams 11 Hybrid teams
12. synchronous work people involved work together in real-time, such as in workshops, team meetings or meetings with customers asynchronous work people work independently on a task and then coordinate with other employees to handover the task to them Timing of interaction 12
13. Social documents Intellectual core element Tags Likes Meta data Attachments Versions Comments 13
14. Tags Likes Intellectual core element Meta data Attachments Versions Comments Sources of valuable business information Important part of the organisational memory Over time they become vast repositories of organisational information and knowledge When selecting collaboration software, consider the type and importance of the information that is being created The majority of social documents are born-social, some may become-social Growing volumes of documents in enterprise collaboration systems Social documents 14
15. Persistent or transient information Temporal nature of information Transient information such as a blog post or a chat short-term importance Persistent information such as wiki page or a forum discussion accessible over the long-term 15
16. Technology support for collaborative work Market for commercial collaboration software is extensive and constantly evolving No single integrated solution that covers all aspects of collaborative work 16
17. Enterprise Collaboration Tools Communication Cooperation Coordination Content People-centric, synchronous or asynchronous Content-centric, mostly asynchronous Source: 8C Framework for Enterprise Information Management, Williams, University of Koblenz, 2010 Enterprise collaboration tools for different types of collaborative work 17 Formal/informal discussions and meetings to share information Chat Creating, enriching, organising and managing digital content Blog Video Conferencing DMS WCMS WIKI File Share Working together on joint or related tasks Task, project and workflow management File Share Shared Screens Office Tools WIKI Workflow Mgmt Wiki Task Mgmt
18. Proliferation of tools and technologies in use 18
19. Typology of collaboration software 19
20. Software support for areas of collaborative work (ArCoW) 20
21. 21 Organisations need to take a more holistic and integrated approach to the design of their digital workplace. A variety of software products from different software vendors introduce problems for users transitioning between different products. Multiple products can lead to silos of information and additional effort required to combine or connect information. Online survey and a follow-up workshop with 23 organisations that represent more than 730,000 employees
22. Summary and next steps 22 The future digital workplace for hybrid and remote working is becoming more complex in both scale and scope Need for a technology infrastructure that supports greater numbers of users, in a wider variety of work areas, who are engaging in heterogenous models for hybrid and remote working To effectively support hybrid and remote working and to realise seamless transitions between physical and digital work locations as well as between the different collaboration tools being used Purposeful planning and the integrated design of the digital workplace are essential  enterprise-wide collaboration platform IBD white paper part two Designing the technical solution
23. Summary and next steps 23 The future digital workplace for hybrid and remote working is becoming more complex in both scale and scope Need for a technology infrastructure that supports greater numbers of users, in a wider variety of work areas, who are engaging in heterogenous models for hybrid and remote working To effectively support hybrid and remote working and to realise seamless transitions between physical and digital work locations as well as between the different collaboration tools being used Purposeful planning and the integrated design of the digital workplace are essential  enterprise-wide collaboration platform IBD white paper part two Designing the technical solution
24. The Solution: Enterprise Collaboration Platforms (ECP) Proliferation of tools and technologies in use Tool fragmentation: Products from different software vendors introduce problems for users transitioning between different products Content fragmentation: providing multiple products leads to silos of information and additional effort required to combine or connect information 24 Hybrid and distributed working adding new dimensions of complexity
25. 25 Identity and Access Management (IAM) Technical: User Directory Informational: Social Profiles Homepage Files Microblogs Surveys Ideation Blog Tasks/Todos Wiki Forums E-Mail Client E-Mail Server File directories Notepad DX/WCMS Surveys File system/ storage Social Intranets/ DX Platforms: WCMS, file storage, surveys Content Combination: enriching documents Blogs Video Conferencing (Near) Real-time Communication: video conferencing and chat Communication: informing and discussing Enterprise Collaboration System (ECS) Enterprise Collaboration Platform 4 5 6 9 Enterprise Social Network (ESN): social profiles, follows, subscriptions, tags Chat Chat Boards Office Tools: e-mail, file editor and storage, notepads, … 3 Enterprise-Wide User Directory: members (people and things), roles, access rights Activity stream 1 2 Coordination: activities and tasks 8 Cooperation: work on documents 7 An Integrated Digital Workplace requires an Enterprise Collaboration Platform instead of a loosely collected portfolio of tools Explanation of symbols: Stand-alone tool Stand-alone application ECS component
26. 26 Concentration Skype MS OneNote WCMS: Xpublischer Trello Messenger: WhatsApp Video Conferencing: Zoom Chat: Slack Network directories HCL Verse HCL Domino E-Mail HCL Notes ECS: HCL Connections HCL Connections Homepage Files Microblog: Status Updates Tasks: Activities Wiki Forum Blogs Chat: Sametime Enterprise Collaboration Platform – Publishing Company Diversity Enterprise Collaboration Platform – Engineering Company MS Outlook MS Exchange E-Mail Wiki: Atlassian Confluence Tasks: Atlassian Jira Suite 2: Atlassian ECS: HCL Connections Files Microblog: Status Updates Surveys Ideation Blog Tasks/Todos: Activities Wiki Forum Suite 1: Microsoft MS Teams MS Teams Wiki Boards: MS Planner Skype Task Mgmt: MS Todo File Share: MS OneDrive File Share: MS SharePoint Network directories MS OneNote SAP Netweaver Portal Dual Core Enterprise Collaboration Platform – Aviation Company Suite 2: Atlassian Suite 1: Microsoft MS Teams MS Teams Wiki MS Yammer Skype File Share: MS OneDrive File Share: MS 365 File Share: MS SharePoint MS Outlook MS Exchange E-Mail DXP: Adobe Experience Manager MS OneNote Wiki: Atlassian Confluence Tasks: Atlassian Jira Explanation of symbols: Stand-alone tool Stand-alone application ECS component The sample is based on responses from 23 user companies with a total of more than 730’000 employees. Study Results: 3 Dominant ECP Configurations
27. 27 DX/Intranet/ Portal File directories Surveys Video Conferencing Chat HCL Connections Homepage Files Microblog: Status Updates Tasks: Activities Wiki Forum Blogs Chat: Sametime ECS: HCL Connections E-Mail ESN Enterprise Collaboration Platform: Configuration 1 Concentration User integration: high Content integration: high Functional redundancy: low IT maintenance: low DX/Intranet/ Portal File directories Surveys Video Conferencing Chat Suite 2: Atlassian Wiki: Atlassian Confluence Task Mgmt: Atlassian Jira Suite 1: Microsoft MS Teams MS Teams Wiki MS Yammer Skype File Share: MS OneDrive File Share: MS 365 File Share: MS SharePoint MS Exchange/ Outlook Enterprise Collaboration Platform: Configuration 3 Dual Core User integration: medium Content integration: low Functional redundancy: low IT maintenance: medium DX/Intranet/ Portal File directories Surveys Video Conferencing Chat Enterprise Collaboration Platform: : Configuration 2 Suite 2: Atlassian Wiki: Atlassian Confluence Tasks: Atlassian Jira Suite 1: Microsoft MS Teams MS Teams Wiki MS Yammer Skype File Share: MS OneDrive File Share: MS 365 File Share: MS SharePoint HCL Connections Homepage Files Microblog: Status Updates Activities: Tasks Wiki Forum Blogs Chat: Sametime E-Mail MS Exchange/ Outlook ESN ECS: HCL Connections Diversity User integration: low Content integration: low Functional redundancy: high IT maintenance: high Appraisal of the three ECP Configurations
28. Software Operations: Transition to the Cloud (and cloud native software provision) The selection of a software product can no longer be done just by looking at its functionality and possible license models. The way the software can be procured is dependent on its operational model. 28 Platform-as-a-Service (PaaS) Enterprise-Platform- as-a-Service? Infrastructure-as-a-Service (IaaS)
29. Cloud-native is the paradigm for Enterprise Collaboration Platforms of the future. Provide user companies with the essential basic software modules and add-ons to build performant Enterprise Collaboration Platforms in which the components are natively integrated. Software Provider Platforms are the incubators for a Community of Software Developers that provide leading cloud-native software solutions. 29 o epa e es c o o s e s deat on o as s odos o s a C ent a e e e d ecto es otepad e s e s ste sto a e o s deo Con e enc n nte p se Co a o at on ste C C at C at oa ds ct t st ea o ta se ecto oc a o es o epa e es c o o s e s deat on o as s odos o s a C ent a e e e d ecto es otepad e s e s ste sto a e o s deo Con e enc n nte p se Co a o at on ste C C at C at oa ds ct t st ea o ta se ecto oc a o es o epa e es c o o s e s deat on o as s odos o s a C ent a e e e d ecto es otepad e s e s ste sto a e o s deo Con e enc n nte p se Co a o at on ste C C at C at oa ds ct t st ea o ta se ecto oc a o es Provider Platform used to build and extend Enterprise Platforms IaaS PaaS SaaS Development and Deployment Environment Homepage Files Microblogs Surveys Ideation Blog Tasks/Todos Wiki Forums E-Mail Client E-Mail Server File directories Notepad Surveys File system/ storage Blogs Video Conferencing Enterprise Collaboration System (ECS) Provider Platform Chat Chat Boards Activity stream DX/Portal Identity and Access Management (IAM) Technical: User Directory Informational: Social Profiles Hardware Explanation of symbols: Stand-alone tool Stand-alone application ECS component
30. Workspaces are the instantiations of virtual environments for workgroups. Work is organised around context Chat Wiki Blog Forum 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 Synchronous (same time) Asynchronous (different time) Files Internal Workspace (department, internal projects) External Workspace (customers, external projects) Personal Workspace (individual content creation) Enterprise-wide Workspaces Forum Wiki Blog Chat Files Explanation of symbols: Stand-alone tool Stand-alone application ECS component
31. 31 Central User Registry Stand-alone User Registry Explanation of symbols: Stand-alone application ECS component Third party component Workspace for a project team Blog Forum Tasks Chat Boards Video Conference Whiteboard Coordination Cooperation Communication Tasks Wiki synchronous asynchronous Space (core) Workspace Assemblage: The workgroup builds the workspace according to their needs.
32. An integrated platform is the key An integrated Enterprise Collaboration System is the best source of the necessary core element for easy-to-build Group Workspaces for high-performing teams. User Integration facilitates effectiveness An integrated Enterprise Collaboration System is an ideal basis for a seamless Access and Identity Management. 32 Content Integration avoids information silos An integrated Enterprise Collaboration System facilitates easy-to-set-up and easy-to-maintain multi-functional workspaces that provide uniform access to different types of information that is natively integrated.
33. Key Take Aways Long-term benefits will only arise from Integrated Platforms Core Enterprise Collaboration Systems (ECS) facilitate integration Platform Ecosystems are more powerful than Single-Company Sites The Enterprise Social Network ensures the important links among people Integrated content becomes an asset over time 33
34. The Road Ahead User companies – start building your ECP! ECS providers – the battle for the core of self- managed workspaces is on! Software providers – platform ecosystems are your future! 34
35. Download our white papers for free hclsw.de/IBDPaper 35
36. powered by research https://ibd.group BECOME A DIGITAL WORKPLACE Disclaimer Der Inhalt dieser Präsentation dient nur zu Informationszwecken und gibt den Stand zum Zeitpunkt der Publikation wieder. Die Autoren haben alle Informationen und Bestandteile nach bestem Wissen zusammengestellt. Dennoch garantieren wir nicht für die Vollständigkeit, Richtigkeit, Aktualität und technische Exaktheit der in dieser Präsentation bereitgestellten Informationen und schließen jegliche Haftung aus. Die Präsentation und deren Inhalte stellen kein ordentliches Angebot der IBD Integrated Business Design GmbH (kurz IBD) dar und sind ausschließlich für den persönlichen Gebrauch des Empfängers bestimmt. Jede sonstige Verwendung der Präsentation, sei es im Ganzen oder in Auszügen, insbesondere die Vervielfältigung und Weitergabe der Präsentation an Dritte bedarf der vorherigen schriftlichen Zustimmung der IBD Integrated Business Design GmbH. Zukünftige Änderungen sind vorbehalten. Es können keinerlei vertragliche, nicht vertragliche Verpflichtungen oder Haftungsansprüche der IBD Integrated Business Design GmbH daraus abgeleitet werden. IBD Integrated Business Design GmbH Bachweg 29 b 56072 Koblenz (Germany) Amtsgericht - Registergericht: Koblenz, Deutschland HRB 28672 Managing director authorised to represent the company: Dr. Söhnke Grams Web: https://ibd.group Mail: info@ibd.group