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A broad overview of how ways organisations can collaborate using cloud computing. Includes examples of tools and comparisons between Google Apps for Business and Office 365.
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Driving enterprise collaboration through the use of cloud technologies
Andrew BishopPrincipal Consultant with Jacobs
[email protected]@andrewbish
Agenda
• Cloud computing 101• Collaborating in the cloud• Future collaboration
Collaboration matters
• Est. workers spend 28 hours per week writing emails, searching for information and meeting each week• Employees spend an average of 9
hours a week searching for info (Atlassian)
• 96% of execs cite lack of collaboration or ineffective communication for work-place failures. (SalesforecRypple.)
What’s impacting on Collaboration?
• Cloud• Mobility• Remote working• Connectivity infrastructure• Automation vs PKM• Social tech• Efficiency
Mobility and the cloud – a perfect match• 33% of companies moved to
the cloud to give device accessibility •Mobile now accounts for ½ of
total email opens (Litmus)
What is cloud computing?
“Using someone else’s computer”
“Sharing a resource pool”
1960s-90s – time sharing of big central systems
1990s – sharing networks (VPNs)
2
Amazon racks AWS has 5 times more deployed cloud infrastructure as their next 14 competitors have...in aggregate
Amazon EC2 has ~40,000 servers
In a day, AWS adds as much new infrastructure as they had used to run the entire Amazon business when it was a $7B business
AWS partner, Netflix, accounts for up to ⅓ of Internet traffic during peak usage times
Who are the cloud leaders? (Gartner)
IaaS, PaaS & SaaS
Cloud computing benefits
• Cost is flexible, less and moved to OPEX• Elastic services• Transfer of risk• Advanced technologies• Better processes & skills• Bypass existing infrastructure
limitations
“The disks still go
around”
Now for the fun the part…
Collaboration components
Collaboration
Email & calendaring
File share & sync
Doc mgmt
Team sitesSocial
Presence & IM
Video conferencing
Access anywhere with any device
‘Elastic’ storage
Easy to implement & support
EmailEmail Email Email
1971 – The first email is sent
1993-Web-based email
1996 – Hotmail launched
Acquired by Microsoft in 1997
• Market share has quadrupled in the past 6 months!• 0.5 billion users• ¼ of Americans use Gmail during
business hours
• Launched in 2004 (Hotmail was 10 years earlier)
Email still #1 tool in the office
A typical corporate user spends over 2
hours a day dealing with
emails. (Skydrive)
On average, workers send and receive 15 emails with attachments a day! (Skydrive)
The average office worker checks their email 36 times an hour! (Atlassian)
What makes a business-grade email & calendaring service?
Full feature set Administration Security Availability
Support Data Residency Migration Integration
Microsoft Exchange Online
• Best of breed feature set for users and administrators• Lots of channels and providers• Hybrid option
Business grade email…Microsoft
• 50 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on
attachments• Centrally manage employee’s accounts, security
and settings.• Compatible with desktop clients eg Outlook*• Ability to disable ads• PLUS you get the rest of the apps!
Gmail (via Google apps for business)
• 25 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on attachments,
and 2FA.• Centrally manage employee’s accounts, security
and settings.• Compatible with Outlook & Apple desktop clients• Ability to disable ads• PLUS you get the rest of the apps!
You might also consider..
• Low-cost• Tons of features• Not Microsoft or Google!
• Low-cost• Good biz features• Based in Melbourne!• 15 years history
Sharing & synchronising files
Shared Folders• Good for - sharing and structure (sort of)
•Weak for - Discoverability & Sharing outside ‘silos’
File sharing in the cloud
• Enterprise File Sharing and Synchronisation (“EFSS”)• Driven by use of multiple devices/consumers• You’re probably using one (or more) EFSS tools right now• There’s a lot of EFSS tools!• The EFSS vendors are getting serious
What makes a business-grade EFSS?
Storage plan Desktop & mobile apps
Doc read & edit Versions
Sharing & collab Multi-user Administration Security
Data Residency
Google Drive
• Good general features• Improving security• Privacy?
Microsoft OneDrive for Business
•Maturing rapidly• 1Tb (soon)!• Office apps,• Office 365• Secure
Dropbox for Business
• Consumer base 300M+• 1B files saved every 24
hours!• Business cred still WIP• Security black mark
Box.com
• Good biz feature set • Big push to enterprise• Claiming 25M users• Growth plans & pains
EMC syncplicity
• A raft of features• Great UX and admin
features• Getting a lot of good press• Large enterprise focus• Integrations
MEGA
• New kid• Solid set of features• Security/residency•Well-priced
3 more to watch:
On premise/Pvt cloud:
Hybrid:
Alternatives to pure cloud
Document management
Key Doc management features
Check In / Check Out (locking)
Versioning and roll backs
More granular access controls Audit Trail
Metadata & tagging Summarization Process
automationOffice
integration
Capture Search
Document management in the cloud
• Old-school tools but poor accessibility (and often ease of use)
Record management in the cloud• Compliance, retention & disposal• Data sovereignty – Australian
solutions
Knowledge management
Collaborating as teams
Team collaboration tools
• Key elements• Document sharing• Shared lists • Tasks• Wikis / pages• Shared calendars• Presence• Accessibility
Project collaboration tools
• As for team collab. tools plus:• Time & resource mgmt• Error & bug management• Task management• Project scheduling &
mapping
Social collaboration
Enterprise Social Networks (ESNs)
• FB-like features, but biz/internal• Opening up to a wider audience• Auto/manual updates• Mind shift to group-awareness• Transparency & openness• The croud!
Key ESN features
Rich profiles
Activity feeds
Share documents
Pose questions
Join groups Get status Idesa Discussions
Which ESN tool?
• Purpose & capabilities?• Key platform vendor• Integrations• Data sovereignty
Collaboration suites
Office 365 Features
• Email (with your domain) & calendars• Conferencing, presence & instant messaging
(Lync & Skype)• Public website (basic)• File sharing (OneDrive for Biz – 25GB/user)• Team sites (10GB + ½ GB/user)• Office apps• Office for desktop • Yammer
* not with all options
Office 365 Summary
• Lots of features, inc. Office apps• Good mobile story• Lots of purchase options (too many?)• Aussie option• Limited channels
Google Apps for business Features
• Email (with domain) & shareable calendars• Conferencing & instant messaging (Hangouts)• File sharing (Drive – 30GB/user)• Team sites (10GB + ½ GB/user)• Docs, spreadsheet and slide tools• Archiving & retention mgmt. (Vaults)
Google Apps for Business - Summary
•Good set of key features•Business-ready•Google Docs•Cheaper• Limited purchase options
Which collab tool(s) should you choose?•Horses for courses• Select according to your readiness
What about the future?
Key future factor #1: Feature cross over and vendor consolidation
Collaboration
EFSS
Doc mgmt
Team sitesSocial
Presence & IM
Video conferencing
Key future factor #2: Mobile computing
Key future factor #3: Google v Microsoft: The two gorillas of enterprise collaboration
“It’s TIME!”