Enterprise 2.0 and the information management and technology professional

Enterprise 2.0 and the IM and Technology Professional

Douglas Schultz

Principal Consultant, Access Sciences Principal Consultant, Access Sciences Corporation

Learning Objectives

Upon completion of this session, participants will be able to:

– Identify and describe the various collaborative

tools available inside and outside the

enterprise

– Identify the use cases for collaborative tools in

the enterprise

– Address concerns of the IM&T professional in

the use of collaborative tools with specific

governance recommendations2

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations3

TimelinePre-2004 2004

Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon

4

TimelinePre-2004 2004

Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon

Web 2.0

is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to and an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build

applications that

harness network

effects to get better the

more people use them.

Tim O’Reilly12/10/2006

5

TimelinePre-2004 2004

Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon

Web 2.0

is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to

Web 2.0

� Distributed

� Social

� Writeable

� Syndication

Web 1.0

� Centralized

� Individual

� Readable

� Transmissionand an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build

applications that

harness network

effects to get better the

more people use them.

Tim O’Reilly12/10/2006

� Syndication

� Spontaneous

� Dynamic

� Loosely coupled

� Network Costs

� Broadband

� Sharing

� Tags

� Communities

� Transmission

� Deliberate

� Static

� Rigid

� Hardware Costs

� Dial-up

� Owning

� Taxonomy

� Companies

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TimelinePre-2004 2004 2006 2008

Web 2.0

is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to

Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon

Enterprise 2.0

Is the use of emergent social software platforms (ESSP) within companies, or between companies and an attempt to

understand the rules for success on that new platform. Chief among those rules is this: Build

applications that

harness network

effects to get better the

more people use them.

Tim O’Reilly12/10/2006

between companies and their partners or customer.

Andrew McAfee, “Enterprise 2.0: The Dawn of Emergent Collaboration”

7

TimelinePre-2004 2004 2006 2008

Web 2.0

is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to

Web 1.0 is used to define any website design style used before the advent of the Web 2.0 phenomenon

Enterprise 2.0

Is the use of emergent social software platforms (ESSP) within companies, or between companies

Enterprise 2.0

A system of web-based technologies that provide rapid and agile collaboration, information sharing, emergence and and an attempt to

understand the rules for success on that new platform. Chief among those rules is this: Build

applications that

harness network

effects to get better the

more people use them.

Tim O’Reilly12/10/2006

between companies and their partners or customer.

Andrew McAfee, “Enterprise 2.0: The Dawn of Emergent Collaboration”

emergence and integration capabilities in the extended enterprise.

AIIM

8

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations10

What is a Blog?

∗ A blog is basically a journal that is available on the web. The activity of updating a blog is “blogging” and someone is “blogging” and someone who keeps a blog is a “blogger.”

– Glossary of internet terms

11

Blog Characteristics

∗ Items are posted on a regular basis

∗ Focused on a particular topic

∗ Entries can be text, images and/or links

∗ Permanent links∗ Permanent links

∗ Entries displayed in reverse chronological order

12

Blog Characteristics (cont.)

∗ Ability to browse past entries

– Archives – by date

– Topic – by category

– Author – for multi-author blogs– Author – for multi-author blogs

∗ Comments

∗ Syndication

∗ Trackbacks/Pingbacks

13

Blog Use Cases

∗ Project Management

∗ Internal Communications

∗ Public Relations

∗ Knowledge Management/Journal∗ Knowledge Management/Journal

15

Poll Question

∗ How many regularly read blogs?

∗ How many author a personal blog?

∗ How many author a corporate blog?

16

Blog Usage

Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200917

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations18

Wiki basics

∗ “The simplest online database that could possibly work”

– Ward Cunningham (creator of the first wiki, 1995)

∗ Content management system∗ Content management system

∗ Collaborative authoring of content

∗ Version control

∗ Collaborative model that allows and encourages broad and open participation

19

Public Wiki Examples

∗ Wikipedia (www.wikipedia.org)

– 3,395,000+ articles in

English

– More than 16 million in 273

languageslanguages

∗ Wiktionary

(www.wikitionary.org)

– 1,800,000+ definitions in

English

∗ WikiQuote (www.wikiquote.org)

– 18,000 + quotations21

Wiki Use Cases

∗ Project workspace

∗ FAQ’s

∗ Process Documentation

∗ Meeting Agenda/Minutes∗ Meeting Agenda/Minutes

22

Email vs. Wiki-based Collaboration

Image source: Chris Rasmussen,

US National Geospatial Intelligence Agency23

Poll Question

∗ How many have consumed content from a wiki?

∗ How many have contributed to a public wiki?wiki?

∗ How many have contributed to a private wiki?

24

Wiki Usage

Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200925

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations26

What is a Social Network?

∗ A social network is a social structure made of individuals or organizations, which are connected by one or more connected by one or more specific types of interdependency.

27

Social sharing

∗ Extension of social networks

∗ Web sites for sharing just about anything about you or your organizationyour organization

– Photos

– Videos

– Presentations

– Documents

– Favorite links31

Use Cases for Social Networks and Social Sharing

∗ Networking

∗ Expertise locator

∗ Sharing Content

32

Poll Question

∗ How many use LinkedIn?

∗ How many have a Facebook account?

∗ How many use a business social network?

∗ How many have a social network in your ∗ How many have a social network in your organization?

33

Social Networks Usage

Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200934

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations35

What is Microblogging?

∗ Combination of blogging and instant messaging

∗ A microblog post, which is called an update can be a maximum of 140 update can be a maximum of 140 characters (Twitter)

∗ Microblogging services also allow people to subscribe to your updates

36

Ways to Send Updates

∗ Via the products website

∗ Via text message

∗ Via desktop and cell phone clients

∗ Via web-based clients and services∗ Via web-based clients and services

∗ Via email

37

Enterprise tools

∗ Yammer

∗ Present.ly

∗ Communote

∗ Identi.ca∗ Identi.ca

∗ Many integrated into other tools

39

Use Cases for Microblogging

∗ Public Relations/Announcements

∗ Live Blogging Events

∗ Knowledge Sharing

∗ Request/Informal Polling∗ Request/Informal Polling

∗ Brand Monitoring

∗ Trending Topics/News

40

Poll Question

∗ How many use Twitter for personal use?

∗ How many use Twitter for business use?

∗ How many use a private microblogging service?service?

41

Microblog Usage

Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200942

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations43

Office 2.0

∗ Web-based office productivity tools

– Documents, Spreadsheets, Presentations, etc

∗ Varied functionality

– Some compatible with Microsoft Office– Some compatible with Microsoft Office

∗ Provides both the application and the storage mechanism

– Content stored “in the cloud”

∗ Easy to use, share and collaborate

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Use Cases for Office 2.0

∗ Collaborative Authoring

∗ Lightweight Document Sharing

∗ Lower Cost Alternative

∗ “Outside the firewall” Projects∗ “Outside the firewall” Projects

47

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations48

The New Enterprise

∗ The organization is changing:

– More distributed and global

– More virtual because of increased

telecommuting and outsourcingtelecommuting and outsourcing

– Boomer staff retiring and knowledge leaving

the organization

– New skillsets coming into organization via

Generation X/Y

49

The New Enterprise

∗ New challenges to the organization:

– Finding people and skills in the organization

– Locating and leveraging existing knowledge

– Higher productivity requirements of workforce– Higher productivity requirements of workforce

– Enabling teams to be more effective

50

Consumerization of IT

∗ In the past, computer technology was applied at work and then entered the consumer space.

∗ Now people are using technologies in ∗ Now people are using technologies in personal lives before they're introduced in their workplace.

∗ "Why can't we apply this to our work?"

51

Key Drivers to Change

∗ McKinsey and Company Survey

∗ Kelton Research

∗ Aberdeen Group Survey

∗ Gartner - Social Software Predictions∗ Gartner - Social Software Predictions

∗ Forrester – Top 15 Technology Trends

52

Business Drivers for Enterprise 2.0 Technologies

Source: AIIM Collaboration and Enterprise 2.0 Research Q2 200953

Accenture Millennial Survey

∗ Expect to use their own technology and devices

∗ Want employers to provide the latest technologiestechnologies

∗ Awareness of or adherence to corporate IT policies is limited

∗ Use a wider variety of communication tools

Source: Accenture Jumping the Boundaries of Corporate IT Q2 200954

In Their Own Words…

∗ I do install software from the Internet without the permission from the IT department, simply because it makes my work easier and faster, and I don’t see the work easier and faster, and I don’t see the potential risk of doing that.

∗ People obviously want technology to be more user-friendly, faster, and simpler. If a certain application can provide this, then why not get it?

Source: Accenture Jumping the Boundaries of Corporate IT Q2 200955

Agenda

∗ History and definitions

∗ Blog

∗ Wiki

∗ Social Networks and Social Sharing∗ Social Networks and Social Sharing

∗ Microblog

∗ Office 2.0

∗ Why is this important now?

∗ Summary and Recommendations56

Enterprise 2.0 Meets Records Management

Image source: Wikipedia.com57

Options?

Image source: iStockphoto.com58

Options?

Image source: iStockphoto.com59

Blocking social networking

60

Governance

∗ The set of policies, processes, roles and responsibilities put in place to guide the development and use of a technology solution in the enterprise. technology solution in the enterprise.

Policies

Processes

Roles & Responsibilities

61

Enterprise 2.0 Governance

∗ Formal process for deploying tools

– Who is the “owner”

– Who are the “users”

– Expectations for the employee– Expectations for the employee

– Training in usage of the tools

∗ Establish a governance committee to oversee the implementation and adoption

∗ Clearly understand the content being created and record implications

62

Other Considerations

∗ Policies

– Internal or External usage

– Corporate Culture and Organization type

– Regulatory Environment– Regulatory Environment

∗ E-discovery

– Preservation

– Monitoring

– Retention Policies

– ESI Data Maps63

Action Items for Information Management Professionals

∗ Understand how the technologies work

∗ Experiment with various use cases

∗ Determine use in your organization

∗ Stay in contact with IT and/or users of the ∗ Stay in contact with IT and/or users of the tools

∗ Work with Legal and IT in creating strategies for capturing records

∗ Update policies as required

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Records Management 2.0

“The orthodox approach to managing records is rapidly reaching the limits of its effectiveness. Within a few effectiveness. Within a few short years the changes … threaten to make the way we currently manage our records obsolete.”

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ARMA 2009 Conference

∗ Dr. Timothy P. O’Keefe, University of North Dakota:

– Records managers run a huge risk of being

seen as irrelevant if they don’t provide seen as irrelevant if they don’t provide

leadership in harnessing Web 2.0. There is a

strong need to develop and provide

sanctioned options for employees, develop

workable oversight approaches, and

collaborate with records managers and legal

within your own organization.

66

Learning Objectives

∗ You are now able to:

– Identify and describe the various collaborative

tools available inside and outside the

enterpriseenterprise

– Identify the use cases for collaborative tools in

the enterprise

– Address concerns of the IM&T professional in

the use of collaborative tools with specific

governance recommendations

67

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Enterprise 2.0 and the IM and Technology Professional

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Douglas SchultzPrincipal Consultant, Access Sciences

Corporationdschultz@accesssciences.com

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