Collaborate! Robert Befus. What comes first? Something to say......or the need to say it?

Collaborate!Robert Befus

Whatcomesfirst

?

Something to say......or the need to say it?

Pharma companies large…

…and small

Half or full day meeting

FDA advisory committee presentations

60- to 90-minute presentation

1200 to 4000 backup data visuals

FDA advisory committee presentations

UP

Q&A from a committee of experts

Committee votes or DOWN

30,000+ hours of debate

Constantly moving targets

Teams don’t know what they want to say at first

Playing on a field of uncertainty? ??

The stakes are extremely high!!!

The presentation workflow

Everybody Edits Rapidlive editing, visual translation

Highly iterativeHigh level of uncertainty

Highly collaborativeDeveloping strategy

Q&Amore important than presentation?

Data, data and much more data

Thousands of slides

Create, Edit and QC

Tracksource data

Fast Access: find

in 0 to 6seconds

“The prevailing genre for representation and communication when it comes to strategy-makingwithin organizations…”

“Functions as both a medium and an outcome of discursive practices…

…its use is essential to the strategy-making process”

S Kaplan; Organization Science, 2010

PowerPoint: Part of the machinery that produces strategic knowledge

Time is measured in slides

Strategic discussions take place if the slides to support them are available or correctly formatted

Progress is measured in slides %

The PPT language of knowledge production

Is This

Unusual?

47% (602) used PowerPoint in their work

RPS PPT Use Survey (2014)

individuals in 5 industries:

1269Telecommunication, Internet and Technology

Business Logistics and Services

Advertising and Marketing

Government

Healthcare

1. Kaiser Family Foundation State Health Facts (2012)

56,153,400 White Collar Workers1 in the United States

26,392,098Use PowerPoint in their job

How many use PPT at work?

maybe

Collaboration is common

have collaborated with a team to development of a presentation

87%

collaborate often or

very often

51%

We don’t bake from scratch

When creating a new presentation

60%

start from existing slides and modify them

We multiply our presentations

create multiple versions of the

same presentation

82%

frequent PPT users

do this a lot57%

We use the Same Slide in many presos

88%

of PPT users sometimes use the same slide in different presentations

of usersHALF

do this a lot

90%

Zipping PPT files around by email

Email is the most frequently used method of sharing presentations

Email is the most frequently used method of sharing presentations, used by 90% of PPT users

The more frequent the user, the more problems

Headaches

trouble locating the file they need76

%

trouble combining presentations based on different PowerPoint templates

80%

problems with version conflicts57%

Transition

This Experience is Common

PowerPoint in the

SettingHighly Collaborative

1 Stark and Paravel 2008; 2 Geisler 2001; 3 S Kaplan 2010

Provides “materiality”, tangibility 1

Mutable, documents can be changed 2

Modular, Slides are independent entities 3

Easily transmitted to others

PowerPoint: Pros in Collaboration

“Deck” format limits simultaneous collaboration

Limited information on individual slides

Finding the slide you want

Version conflicts

Slide copies in multiple presentations

PowerPoint: Cons in Collaboration

A long windingroad through SharePoint...

Set out to find some solutions

Synchronized a Groove Workspace to a SharePoint site

Moved to SharePoint completely utilizing the Slide Library Webpart

Built custom event handlers and workflows to customize the slide library

Tools we used along the way

Redesigned aSlide Library for SharePoint