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This slides are an assembly from my own slides and some coming from partners or shared through Slideshare (where I tried to add the specific IP of each source I captured the input from). They were presented and commented during a Keynote session at an event organized by the MINOC IT press publishing named "Business meet IT" and focused over Digital Workplaces. Through my career spread over business consulting, Information Management strategy and solutions integration, as well as a strong experience in infrastructure underlying, I tried here to wrap up the do's and don'ts of setting up an environment for your users to work remotely in productive environments. Mobility, Collaboration, Communication and Content centric processes are blending altogether to allow being productive from virtually anywhere (and not virtually productive from everywhere !;-).
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“The digital office”Collaborating on valuable information, anytime, anywhere.
23rd October 2012, BerchemYannis Nakos
Chairman at the board of Document at Work Twitter: @ynakos
LinkedIn : linkedin.com/in/yannisn
Agenda for this morning
• 08u45 Ontvangst en registratie• 09u30 Inleiding dagvoorzitter William Visterin, hoofdredacteur
Smart Business Strategies• 10u00 Hot Topic: Yannis Nakos, Document@Work• 10u30 Pauze• 11u00 Customer-case: Werner De Bie, Taminco• 11u30 Customer-case: Boudewijn Laloo, Stad Brugge• 12u00 Customer-case: Marc Dewaelheyns, Groep IDEWE• 12u30 Walking Lunch
WHO ARE WESPEAKING ABOUT ?
Who’s your primary target for Digital Workplace?
The employeedemographics by 2005
The employeedemographics by 2010
Balanced & thereforemanageable situation with the traditionnal
« one‐fit‐all »workplace.
The employeedemographics by 2020
a) With 5 generations at work, and a majority of them born with an iPhone or a pad in
their hands, how willyou serve them their
tasks ?b) How will yourcustomer‐base be
willing to be served ?
What is your 50+% population (by 2020) expecting ?
Source: Harvard Business Review. http://hbr.org/2010/05/mentoring‐millennials/ar/1
One key question:“Why is it that in terms of technology
I feel so powerful as a consumerand so lame as an employee?”
Geoffrey A. Mooreat .
“BYOD”, Cloud, Social Media, Collaboration, multi-device strategy,integrated (Unified) Communication means,…
How many of these are part of your (governed) strategy ?
Consumer IT has become more powerful than professional IT !
WHAT ARE WECOLLABORATING ABOUT ?
Challenges
10
Most Business content is unstructured
• Only 5%-20% of information is structured1
• Majority of companies have 2+ repositories, some even 15+!
• €Millions in lost revenue due to time wasted searching for data2
• 72% of AIIM members state it is harder to find information owned by their organization than information not owned by them3 siloed structures, strict hierarchy, control as a “job protection” mean,… are going against Knowledge Management
• 86% of companies still do paper-based transactions4
Source: 1) The Economist. Feb 2010. 2) Network World, 2007. 3) AIIM Survey, 2010. 4) Anoto Group, June 2010
What is Content?
Structured
UnstructuredEmail & Attachments
PDFs
HR information
PaperDocumentsRich Media
Web PagesAudio & Video
RecordsInvoices
Handleidingen
Claims
Contracts
Instant Messages
Forms
Images
XML
Rijen en Kolommen
Information increases by 200% every year(Forrester Research)
More than 80% of information is unstructured (Fulcrum Research)
Source: DocByte
Enterprise Content Management (ECM)
• Problems associated withunstructured content:– Ineffectively classified– Difficult to find– Not secure– Difficult to verifyauthenticity
– Unregulated
Structured
UnstructuredEmail & Attachments
PDFs
Checks
X-rays
PaperDocumentsRich Media
Web PagesAudio & Video
RecordsInvoices
Manuals
Claims
Contracts
Instant Messages
Forms
Images
XML
Rows and Columns
ECM Basics• Content Server Repository• Working with the Repository
ECM Basics• Content Server Repository• Working with the Repository
Source: DocByte
Challenges
• 40% of worktime is used to absorb information
• Min. 25% of worktime is used to find own information back
• 80% of that information is unstructured– Source: Fulcrum Research
• 90% of this information is unmanaged
SOPsSOPsvideovideo
presentationspresentations
proposalsproposals
specificationsspecifications
project plansproject plans
illustrationsillustrations
detailed designsdetailed designs
photosphotos
web Informationweb Information
animationanimation
emailsemails
researchresearch
scanned documents scanned documents formsforms
resumesresumes
market requirementsmarket requirements
product requirementsproduct requirements
fingerprintsfingerprints
lettersletters
white paperswhite papers
SOWsSOWscontractscontracts
POsPOs
invoicesinvoices
meeting notesmeeting notesNDANDA
data sheetsdata sheets
competitive analysiscompetitive analysis
Unstructured
Major part of information needed by the knowledge workeris unstructured
Structured
1
MRPMRP
ERPERP
OrderMgmt.OrderMgmt.
CRMCRM
PolicyMgmt.PolicyMgmt.
Source: DocByte
ChallengesUnstructured information is very often unmanaged/unvalued
• Uncontrolled information increases by 36%/year (e‐mail, documents, etc.)
• Information you don’t manage,and that you can’t retrieve when needed, has no more/low value to your organisation.
• This information should be governed due to legislation/compliance requirements.
Uncontrolled
Controlled
2
Increasing Proliferation of Business Content
Content includes not only
electronic files and e‐mail but also IM, rich media, and social media
Information volume is growing by 50% annually, of which 80%‐90%
is unstructured
90% of unstructured information is unmanaged
Huge potential increase in legal and e‐discovery
costs due to requirementsfor corporate governance
Velocity
Volume
Complexity
Variety
Source: Gartner
Today’s business challengesHow to…
Reduce time spent retrieving and processing informationFacilitate information sharing and collaboration for virtual teams from anywhere
Virtual teams shouldn’t produce virtual results.Protect and safeguard Enterprise content at any timeCapture business content for integration with document‐centric processes (post‐ to pre‐ indexing is a key shift to allow your “Knowledge Workers” focusing on process & not indexing )Improve service and responsiveness to customersComply with industry and government regulationsReduce operational costs
Aligned strategy of ECM/IM + Collaboration + Unified Communication + Apps as a Service / Apps virtualized+ Desktop Virtualization + Adaptive device usage+ Social media to stimulate employee & customer engagement……allows facing that ultimate challenge of:“Do more, quicker, better, and at lowest cost” !
WHAT / HOW CAN A MEANINGFUL COLLABORATIVE STRATEGY DO ABOUT IT ?
Challenges
What is ECM/IM? The content road paradigm :
Source: AIIM.org
“IM is a ‘German Speedway’ : you’re allowed to drive fast, but most of it is constantly under works. That’s why Information Management should be an aligned strategy top‐down!”
Yannis Nakos.
What still to expect from the ECM/IM market now?• Never-ending vendor consolidation: what & who’s next ?• Never-ending discipline extention: BIG DATA, e-CRM, UC…• Mobility + Ubiquity + Speed = Flexible (digital) Workplace.
ECM/IM is becoming a Business Transformation mean(a strategy translating into processes and tools / HW/SW), to help organizations anticipate or react quicker to business issues, from anywhere, at any time: it’s about performance, agility,tracability & knowledgeable decision support.
Market consolidation, realy ?
• BPM and analytics (BAM) has been a major trend for ECM platforms for years
Now allowing BIG DATA
(bringing to ECM « process centricity » & predictability + performance improvement)
• ECM platforms became a trend, a « must-have » for IT leaders.
ECM BRICKS EVERYWHERE.
(if you check top-down you’ll most likely find too many repositories in your organisation already…What about cost, performance, efficiency, maintenability…?)
WHAT ARE THE TRENDS IN INFORMATION MANAGEMENT?
Trends as foundation to Digital Workplace
A (new) new reality for ECM/IM
ILM, Enterprise (meta)Data Model, CMIS, Search, RM, Moreq2010,…
WCMS, DAM, e-Forms, Campaign
Mgt, e-CRM,…
Blogs, Wiki’s, Collaboration,
Workflows, Bridge to Unified
Communication, Chat,…
Copyright Gartner. 2012.
Even more corporate functionsto support now through ECM atcustomers, new beasts to manage:‐ e‐CRM, multi‐channelMarketing campaigns, BI, MDM, e‐Discovery…
23
This is a corporate program not a project
• Only part of it is software– Filing plan– Metadata design– Security
• Do not underestimate the process and procedures part of the project– Four eyes principle– Chain of custody– Legal: discovery, litigation support, ...
• Not your typical IT driven project: new stakeholders tend to drive this one
• Not only about digital content......
BIG DATA (1)
Copyright by Gartner. 2012.
Applying Structured Data techniques to Unstructured content for business predictability
BIG DATA (2)
Courtesy of Gartner. 2012.
Collaboration 2.0 (1)Courtesy
of CSC. 2010.TCOvs TVO
Collaboration 2.0 (2)• Collaboration it’s not (anymore) about
deploying a collaborative platform. It’s about setting up a set of means adapted to all your knowledge workers, taking into account their specificities. It’s also about shifting to more agile strategiesaccomodating multiple devices, IT becoming « contextual » as you are.
• That extends ECM/IM into a all new field of disciplines such as ILM, Virtualization, Cloud strategies, multi/cross-device ubiquity, Unified Communications, infrastructure…
There’s a shift happeningDecision cycles reduce, IM must support delegation & collaboration anywhere/anytime.
There’s a shift happening
• Agile is impacting the type of services we deploy towards our customers(ex: Advanced Case Mgt./Collaboration)…
• …but it will impact more and more the way we deploy them as well. Bridging IM initiatives at various paces, and at different organisationalunits proves a necessity. SOA and ITIL industrialization may help.
(re-)Think your ECM/IM offering/strategy, elaborate your methodology, chose for industrialized solutions/integrations, because you’ll have less and less time to assemble customer solutions in the future.
SoR vs. SoE
Copyrig
ht AIIM
.
SoE vs. SoRFrom « records » to « engagement »
Original IP of G. A. MooreCopyrighted material.Design by Y. Nakos.
By 2015, 40% of large enterprises will have a corporate "Facebook."
Strategic Planning Assumption
Do youreallythinkyou’llescape ?
Contains copyrighted material from Microsoft and Gartner
Conclusions5 proposals by AIIM may help prepare your thoughts for a successful “digital office”:
• #1 — Commit to the cloud. It’s about agility.
• #2 — Mobilize everything. Be able to serve your information and processes to mobile users.They’ll soon be the majority of your force.
• #3 — Make the business social.“Engage” with your task forces & public. Push 2 ways communication, Intranet was about 1 way !
• #4 — Digitize anything that moves.Paper at the office doesn’t allow processing out of office.
• #5 — Prepare for extreme information management.Volumes, formats, sources, & according counstraints won’t reduce…quite the opposite.
33Including copyrighted material from Gartner
Thank you.
Enjoy the rest of your seminar…
And for next events check here:LinkedIn Group: http://www.linkedin.com/groups?gid=107817
Facebook Group: https://www.facebook.com/DAWBELUX
