WHERE DO INTRANETS FIT INTO THE FUTURE?

Matt Moore

Agenda Ozcollab Survey

Information Ecology

Cyborg Semantics

Background Joint project with AcKnowledge Consulting

Interim results

Collaboration Software

Identify Select Implement Operate

Setting priorities with businessGetting user requirementsDetermining required functionality

Reviewing vendorsRunning RFTPurchase approval

Customising SoftwareBuilding TemplatesTesting SoftwareTraining Users

SupportTraining new usersUpgrading functionalityDeveloping new templates

Does your organisation have a collaboration strategy?

36%

49%

10%

5%

NoYes, an informal oneYes, a formal, documented oneYes, but may vary between business units

Who drives your organisation's collaboration strategy?

24%

22%

14%

14%

14%

14%

ITSupport Function (e.g. HR, KM, Information Manage-ment, Finance)Line of BusinessCorporate Head Office (Senior Executive group or CEO)No-oneOther

Identify and rank the top 5 of the main factors behind your organisation's interest in collaborative software.

Recommended by vendor / consultant

Don't know

Keeping pace w ith our competitors

Reducing Total Cost of Ow nership of f ile & email storage (e.g. shared drives).

Reducing travel costs

Regulatory & compliance issues around content & records management

Improving time to market of product or service of ferings

Improving customer service

Reducing risk of lost information

Improving individual productivity

Improving decision-making

Improving team productivity

0 20 40 60 80 100 120 140

How would you rate the following functions in terms of their importance in collaboration software?

3D Virtual Worlds (e.g. Second Life)

Audio publishing (e.g. podcasts)

Video publishing (e.g. vodcasting)

VoIP conferencing

Social netw orking (e.g. Facebook)

Microblogging/group messaging (e.g. Tw itter, Yammer)

Access from Mobile Devices (e.g. Blackberry, Palm, iPhone)

Synchronous Messaging (e.g. IM)

Application Sharing

Web conferencing

Directories & w hite pages

Integration: APIs, mashability, exposed w eb services, SoA etc.

Tagging & social bookmarking

Text publishing (e.g. blogging)

Collaborative creation & editing of diagrams & images

Capability to w ork on the netw ork and off-line (e.g. Lotus Notes replication, Google Gears)

Workf low and process management

RSS or other XML data feeds

Asynchronous Messaging (e.g. email)

Calendaring & Scheduling

Single sign on

Forums & discussion

Collaborative text content creation & editing (e.g. w iki)

Shared Document Storage & Access

Search

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

IrrelevantNice-to-HaveCritical

What steps of the collaboration software lifecycle has your organisation already completed?

Identify Select Implement Operate Within 12 mths Beyond 12 mths None0

5

10

15

20

25

30

If your organisation has already considered one or more collaboration software products, what are they?

27 responses / 50 products iCtye, Google Docs, Blackboard Wiki, Microsoft (Sharepoint,

Outlook, Exchange), Ektron, Allette Systems (Pageseeder), EMC Documentum (eRooms), Kavi, Alfresco, Jive SBS, Telligent, OpenText Social Media, Lotus (Notes, Quickr, Connections), MindTouch, Atlassian (Confluence, JIRA), Salesforce, MediaWiki, Drupal, Edna, Blackboard, Sakai, BSCW, Matrix, Teamcenter, Windchill, Webex, IM, Sitescape (Novell), SAP, Socialtext, Traction, Novell Teaming, Govdex, Twiki, Intralogics, Drop Box, Skype, K2 BlackPearl, Joomla, Twitter, Yammer, DotNetNuke, Wordpress, OpenCMS.

If your organisation has already considered one or more collaboration software products, what are they?

Sharepoint appeared in 16 responses (60%)

1 2 3 4 5 6 7 8 9 10 11 120

1

2

3

4

5

6

7

8

9

If your organisation has already obtained one or more collaboration software products, what are they?

10 out of 26 responses using Sharepoint (38%). 7 out of the 14 responses who have obtained only 1 tool

are using Sharepoint (50%).

1 2 3 4 5 60

2

4

6

8

10

12

14

16

How satisfied were you with this process?

completely unsatisfied

mostly unsatisfied

neutral mostly satisfied

completely satisfied

Identify 1 5 1

Select 1 2 2 1

Implement 2 2 4

Operate 1 2 6

Did you receive external help with this process?

no vendor other

Identify 2 5 5

Select 1 3 5

Implement 4 2 5

Operate 5 2 5

Identify: What one specific thing would you do differently if you had to do this again?

Was happy with the process the system did not need IT support which was great, many systems need more support and thereofre need more IT buy-in upfront.

Specify the criteria for success My issue was that the solution was selected BEFORE the business

requirements were determined. Will have to do it again. Organisational needs will have developed by

then, as will the maturity of the market. Would like more resources to consult and do the analysis of course.

Don't get IT involved. Not underestimate how time-consuming implementing collaboration

tools can be - and that this is more about organisation, people and change management than it is about technology.

Select: What one specific thing would you do differently if you had to do this again?

Ensure the scope of the requirements was totally clear at the beginning of the project

More/better user requirement definition and end user engagement Work harder at separating the selection of social software from

selection of the document management system Delay - product space still seems crowded and immature. As these are internal implementation projects and for the most part

do not have a huge licensing component associated with the purchase (most of the cost is the internal development costs) the business case development needed to focus more on the business benefits of the implementation and illustrate how the solution will improve current processes.

Implement: What one specific thing would you do differently if you had to do this again?

Training the users We purchased our wiki system to address a particular need. We then

branched out with a few pilot uses, to see what would happen. We intended these to be small experiments, but they have grown a lot more than we expected and really need a bit more structure around them... a support plan would have been a very good idea!!

Spend more time on training and change management. Put better project processes in place - particularly in requirements

gathering, development and configuration management. Far more research on the product itself, and not be left with some

nasty surprises once we got down to detailed planning, especially around a) Information Architecture constraints, and b) mapping business governance to the complex demands of the software.

Gotten more video instruction . Allow more time to develop particiapant involvement

Operate: What one specific thing would you do differently if you had to do this again? (1 of 2)

Strategic approach - gained more support from key management early on.

Training - identified more resources to assist in upfront training. Given that the academic project is unfunded - at least to now, there

has been little option but to go with what institutional support has been available for the selected x software (which is by far the best of the options reviewed). Given that x is a low priority for the hosting organization, service levels have been poor and there have been some prolonged outages due to issues unrelated to the x software. Hopefully we are on the way to achieve funding that will allow us to host the application ourselves.

The division that selected y clearly made the wrong choice, it would have been far better to go with z, which had already been proven in another division. Probably would have saved several million dollars! I had not power to influence the decision.

Operate: What one specific thing would you do differently if you had to do this again? (2 of 2)

Push harder to get MOSS, not just WSS and ideally get Webcam conferencing.

Place more emphasis on advertising the benefits. Spend more time on templates and end-user guidance. Make sure Sharepoint goes into a more stable environment. Get the IT folks to recognise that Sharepoint is not just for

prescriptive CMS ECM but also can be used collaboratively, eg. they have turned off the blogging feature, they hadn't turned on the RSS features.

Focus on user base rather than technology.

Information Ecology Revisited Information Strategy Information Politics

Federal, Feudal, Monarchy, Anarchy Information Behaviour Information Staff Information Processes Information Architecture

Questions for Intranet Managers Where does your intranet sit in your information

ecology? Does it interact well with other species? How does the ecosystem appear to the user?

(global usability) How do individuals interact with each other

through this ecosystem? (sociability)

Experts

UsersMachines