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

LetsConnect
November 01, 2022

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.

LetsConnect

November 01, 2022
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  1. Empower your employees through successful
    Enterprise Collaboration

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  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

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  3. IBD white paper
    part two
    Enterprise Collaboration Platforms
    Designing the Technical Solution
    IBD white paper
    part one
    Enterprise Collaboration Platforms
    Understanding Collaborative Work

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  4. IBD white paper
    part two
    Enterprise Collaboration Platforms
    Designing the Technical Solution
    IBD white paper
    part one
    Enterprise Collaboration Platforms
    Understanding Collaborative Work

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  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

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  6. Increasing
    complexity
    6

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  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

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  8. Characteristics
    of collaborative
    work activity
    8

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  9. Types of
    collaborative
    work activity
    Collaborative Work
    Communication Cooperation
    Coordination
    Content
    9

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  10. Location of collaborative work
    10

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  11. Location of collaborative work
    Distributed
    teams
    Co-located
    teams
    11
    Hybrid
    teams

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  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

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  13. Social documents
    Intellectual core element
    Tags
    Likes Meta data Attachments
    Versions
    Comments
    13

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  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

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  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

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  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

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  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

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  18. Proliferation
    of tools and
    technologies
    in use
    18

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  19. Typology of collaboration software
    19

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  20. Software support for areas of collaborative work (ArCoW)
    20

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  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

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  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

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  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

    View full-size slide

  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

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  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

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  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

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  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

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  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)

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  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
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    C at
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    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

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  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

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  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.

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  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.

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  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

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  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

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  35. Download our white papers for free
    hclsw.de/IBDPaper
    35

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  36. powered by research https://ibd.group
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    56072 Koblenz (Germany)
    Amtsgericht - Registergericht: Koblenz, Deutschland HRB 28672
    Managing director authorised to represent the company: Dr. Söhnke Grams
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    Mail: [email protected]

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