Welcome!

@CloudExpo Authors: Elizabeth White, Yeshim Deniz, Liz McMillan, Matt Brickey, Christoph Schell

Related Topics: @CloudExpo, Microservices Expo

@CloudExpo: Blog Feed Post

Best Practices – How to Introduce Collaboration Software in Your Business

Collaboration (or working together) is at the heart of what every organization does

Although simplicity is the hallmark of modern cloud collaboration software, the decision to implement collaboration software in the company is not to be taken lightly. This seriousness is apt given the strategic nature of collaboration technology – while most software are used by some of the people in the organization some of the time, collaboration software is by used by most of the people (if not all) much of the time (and extends to partners and clients).

Collaboration (or working together) is at the heart of what every organization does, and collaboration software can be thought of as the lubricant which ensures that the cogs and gears of business run smoothly. Just as the foundation of a building determines the strength of the super structure, the rigor and diligence with which collaboration software is implemented goes a long way to determine the success of the initiative.

HyperOffice has observed, guided and conducted tens of thousands of collaboration software implementations over the years. Here is what we’ve learned:

Planning – Planning begins even before you purchase a collaboration solution. Planning encompasses all other parts of ensuring implementation success. If it’s worth doing, it should be part of your plan.  Key points to consider in planning are:

Study needs and define objectives – The first question to ask is – what are you looking to accomplish? – Organize documents and enable remote access? Enable travelling teams with mobile email? Centralize corporate information and processes in an intranet? Once the objectives are defined, the picture becomes clearer – what data, systems and people will be involved. Objectives become the guiding light for everything that follows. When objectives are unclearly defined – “to enhance company collaboration” – the initiative tends to meander.

Create implementation roadmap – Consider the following things:

o   Migration

o   Configuration – What will the structure of the solution be, what members will be assigned to each group, the level of access for different members and other policy controls.

o   Implementation Phases – Rather than throwing the collaboration kitchen sink at the organization, a phased approach to implementation ensures that collaboration tools are smoothly incorporated into company processes. Moreover, collaboration tools one at a time are easier for users to digest than having to learn the entire solution all at once. The sequence of tools implemented can be based on the priorities of the business needs addressed.

People – People are critical to implementation success. You need to identify all the stakeholders, persons responsible for implementation and use, and identify “champions” within specific groups who drive adoption.

Careful migration – Migration is an extremely important part of the implementation.  You will likely be moving hundreds if not thousands of email accounts from a legacy system, or terabytes of documents from individual computers or network drives. A migration conducted hastily could result in disaster like data loss, or cause problems which surface only much later. A careful analysis needs to be done of the data involved, the source and the target systems, and all possible interactions. Based on that appropriate tools need to be selected and migration conducted according to a set plan.

Training – The simplicity of use of collaboration software does not undermine the importance of training. The people who lead the collaboration software initiative sometimes tend to make wrong assumptions about end users. What may be glaringly self-obvious to you may not be so to others – some people DO NOT have what you would define as “basic” tech savvy. Plus, don’t underestimate the tendency to resist change. Training does not have to be simply about educating about product features. It is a great opportunity to get user buy in. Lay out the benefits of the system, and explain how it will help employees do their day to day work better. Separate trainings need to be conducted for administrators and users given different degrees of engagement with the software.

Create context for success – It is folly to think that technology on its own can change set ways of doing thing. Much has been said about creating a context to ensure technology success, and it holds even truer of collaboration software, given its strategic nature. Before users get into the equilibrium of using the collaboration software in their day to day operations, they need to be guided and their behaviour reinforced. Some things you can do to create the right context:

Management backing: The management needs to send out strong messages about the importance of collaboration software to the organization and lead by example.

Lay out formal processes: Lay out formal procedures for data handling which make the collaboration software part of the process.

Marketing campaign: Implementation should be accompanied with an internal “marketing campaign” of sorts.

Reward good behaviour: Reinforce positive behaviour with recognition, praise or material rewards.

Once the implementation is undertaken with this seriousness, the collaboration initiative will surely soar on its own with minimal interference.  Given the payoff, it makes sense to involve an expert in the process who can guide the implementation. For companies that may require such assistance, HyperOffice offers a variety of professional services ranging from consulting, migration, training and customization.

Read the original blog entry...

More Stories By Pankaj Taneja

An MBA by qualification, Pankaj Taneja has more than six years of experience in the SaaS and web collaboration industries. Having seen SaaS grow from a niche sector to the next big thing in enterprise technology, he has a great enthusiasm and passion for the sphere. Pankaj has been working for many years at HyperOffice, one of the earliest players in web collaboration since 1998, an industry which now includes solutions from Google, Microsoft, IBM, Cisco, Oracle, Adobe and more. It is amazing being part of a pioneer in collaboration, riding a wave which only promises to grow.

@CloudExpo Stories
21st International Cloud Expo, taking place October 31 - November 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA, will feature technical sessions from a rock star conference faculty and the leading industry players in the world. Cloud computing is now being embraced by a majority of enterprises of all sizes. Yesterday's debate about public vs. private has transformed into the reality of hybrid cloud: a recent survey shows that 74% of enterprises have a hybrid cloud strategy. Me...
SYS-CON Events announced today that DXWorldExpo has been named “Global Sponsor” of SYS-CON's 21st International Cloud Expo, which will take place on Oct 31 – Nov 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA. Digital Transformation is the key issue driving the global enterprise IT business. Digital Transformation is most prominent among Global 2000 enterprises and government institutions.
SYS-CON Events announced today that Datera, that offers a radically new data management architecture, has been named "Exhibitor" of SYS-CON's 21st International Cloud Expo ®, which will take place on Oct 31 - Nov 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA. Datera is transforming the traditional datacenter model through modern cloud simplicity. The technology industry is at another major inflection point. The rise of mobile, the Internet of Things, data storage and Big...
Kubernetes is an open source system for automating deployment, scaling, and management of containerized applications. Kubernetes was originally built by Google, leveraging years of experience with managing container workloads, and is now a Cloud Native Compute Foundation (CNCF) project. Kubernetes has been widely adopted by the community, supported on all major public and private cloud providers, and is gaining rapid adoption in enterprises. However, Kubernetes may seem intimidating and complex ...
"Outscale was founded in 2010, is based in France, is a strategic partner to Dassault Systémes and has done quite a bit of work with divisions of Dassault," explained Jackie Funk, Digital Marketing exec at Outscale, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"We focus on SAP workloads because they are among the most powerful but somewhat challenging workloads out there to take into public cloud," explained Swen Conrad, CEO of Ocean9, Inc., in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"I think DevOps is now a rambunctious teenager – it’s starting to get a mind of its own, wanting to get its own things but it still needs some adult supervision," explained Thomas Hooker, VP of marketing at CollabNet, in this SYS-CON.tv interview at DevOps Summit at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"We are still a relatively small software house and we are focusing on certain industries like FinTech, med tech, energy and utilities. We help our customers with their digital transformation," noted Piotr Stawinski, Founder and CEO of EARP Integration, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"We've been engaging with a lot of customers including Panasonic, we've been involved with Cisco and now we're working with the U.S. government - the Department of Homeland Security," explained Peter Jung, Chief Product Officer at Pulzze Systems, in this SYS-CON.tv interview at @ThingsExpo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"We're here to tell the world about our cloud-scale infrastructure that we have at Juniper combined with the world-class security that we put into the cloud," explained Lisa Guess, VP of Systems Engineering at Juniper Networks, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"With Digital Experience Monitoring what used to be a simple visit to a web page has exploded into app on phones, data from social media feeds, competitive benchmarking - these are all components that are only available because of some type of digital asset," explained Leo Vasiliou, Director of Web Performance Engineering at Catchpoint Systems, in this SYS-CON.tv interview at DevOps Summit at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
Your homes and cars can be automated and self-serviced. Why can't your storage? From simply asking questions to analyze and troubleshoot your infrastructure, to provisioning storage with snapshots, recovery and replication, your wildest sci-fi dream has come true. In his session at @DevOpsSummit at 20th Cloud Expo, Dan Florea, Director of Product Management at Tintri, provided a ChatOps demo where you can talk to your storage and manage it from anywhere, through Slack and similar services with...
"Peak 10 is a hybrid infrastructure provider across the nation. We are in the thick of things when it comes to hybrid IT," explained Michael Fuhrman, Chief Technology Officer at Peak 10, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
As enterprise cloud becomes the norm, businesses and government programs must address compounded regulatory compliance related to data privacy and information protection. The most recent, Controlled Unclassified Information and the EU’s GDPR have board level implications and companies still struggle with demonstrating due diligence. Developers and DevOps leaders, as part of the pre-planning process and the associated supply chain, could benefit from updating their code libraries and design by in...
SYS-CON Events announced today that Calligo, an innovative cloud service provider offering mid-sized companies the highest levels of data privacy and security, has been named "Bronze Sponsor" of SYS-CON's 21st International Cloud Expo ®, which will take place on Oct 31 - Nov 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA. Calligo offers unparalleled application performance guarantees, commercial flexibility and a personalised support service from its globally located cloud plat...
"We are an IT services solution provider and we sell software to support those solutions. Our focus and key areas are around security, enterprise monitoring, and continuous delivery optimization," noted John Balsavage, President of A&I Solutions, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"We were founded in 2003 and the way we were founded was about good backup and good disaster recovery for our clients, and for the last 20 years we've been pretty consistent with that," noted Marc Malafronte, Territory Manager at StorageCraft, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
There is a huge demand for responsive, real-time mobile and web experiences, but current architectural patterns do not easily accommodate applications that respond to events in real time. Common solutions using message queues or HTTP long-polling quickly lead to resiliency, scalability and development velocity challenges. In his session at 21st Cloud Expo, Ryland Degnan, a Senior Software Engineer on the Netflix Edge Platform team, will discuss how by leveraging a reactive stream-based protocol,...
"We are focused on SAP running in the clouds, to make this super easy because we believe in the tremendous value of those powerful worlds - SAP and the cloud," explained Frank Stienhans, CTO of Ocean9, Inc., in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.
"DivvyCloud as a company set out to help customers automate solutions to the most common cloud problems," noted Jeremy Snyder, VP of Business Development at DivvyCloud, in this SYS-CON.tv interview at 20th Cloud Expo, held June 6-8, 2017, at the Javits Center in New York City, NY.