enterprise 2.0 and the information management and technology professional
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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
6
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
44
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
64
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.”
65
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
Continue the Conversation!Continue the Conversation!
#ARMA10 www.twitter.com/arma2010
TwitterTwitter
ARMA ARMA iConferenceiConferencehttp://iconference.arma.org
ARMA ARMA iConferenceiConference
… and find us on … and find us on FacebookFacebook & LinkedIn!& LinkedIn!
Tweet this Session: #ARMA102592
68
Enterprise 2.0 and the IM and Technology Professional
Please Complete Your Please Complete Your Session EvaluationSession Evaluation
Douglas SchultzPrincipal Consultant, Access Sciences
Corporationdschultz@accesssciences.com
Session EvaluationSession Evaluation
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