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communicate collaborate

Co3 Group, Ltd. A Pattern Book

Contemporary Work Environments

connect© Co3 Group, Ltd., 2012

Co3 Pattern Book

An Introduction

WHO IS Co3 GROUP ?

Ann BamesbergerMark WartenbergEric Richert

communicate collaborate connect© Co3 Group, Ltd., 2012

CREDENTIALS• Developed the pioneering Flexible Office, iWork and Open Work programs at Sun

Microsystems, Inc., 1994 – 2010.• Developed the Open Work consulting business for Sun, working with clients such

as Bank of America, Canada Bell, Applied Materials, and Stanford University.• Charter members of and Lecturers for Stanford University’s Center for the Study

of Work, Technology and Organization; and early members, Stanford MediaX. • Charter members of the Work Productivity Consortium and the New Ways of

Working Network.• Provided testimony to the U.S. Congress Committee on Government Reform,

2005 and 2008.• Advised the European Commission on the support of collaborative work

environments, 2006. • Research and publications include chapters in three text books, major research

paper for NewWOW 2008 , and a white paper on managing in new ways of working environments for RYM Shok 2011.

communicate collaborate connect

Co3 Pattern Book

Part 1: Overview

In nearly all environments where New Ways of Working have been successful, certain patterns repeat themselves regardless of the company, culture or individual circumstances.

The Co3 Pattern Book uses a set of common patterns as a template to evolve an existing workplace into one that supports contemporary work.

PATTERNS IN CONTEMPORARY WORK

WHAT IS A PATTERN ?

a repeating system of parts that simplifies a complex whole into recognizable and understandable parts.

A Pattern is

WHAT IS A PATTERN BOOK ?

• A collection of patterns worthy of imitation…

• … that can be localized to particular needs or preferences.

• Eliminate the need to “start from scratch”

• Build on what has proven successful

• Enable localization to fit specific needs.

A PATTERN BOOK HELPS TO

FINDING COMMON GROUND

• Certain patterns are found where contemporary work is successfully supported

• 20% of a work environment is unique…80% is not.

• Three interconnected and co-dependent “domains”

communicate connectcollaborate© Co3 Group, Ltd., 2012

In ALL work environments …

• Build relationships

• Interact informally

• Get and stay engaged

• Find & communicate with each other

• Collaborate easily regardless of location

• Share our work & make it visible to others

Technology

PhysicalPlaces

Social & Work

Practices

FormalAgreements

• 7 Universal Patterns • Provide the universal 80%• Guide localization of the

20%• Bridge between the

support functions and end users

• Simplifies and expedites• Design• Implementation• Adoption• Measurement

Network of

Places

Shared Work

Management

Formal Team

Agreements

Broad TechAdoption &

Compatibility

AnywhereAvailabilityof Tools &Materials

UbiquitousNetwork

Connectivity

Norms of

Choice

ORGANIZATION AND VALUE ADD

HOW IS THE PATTERN BOOK PUT TOGETHER?

Norms of

Choice

Pattern

Sub-Pattern

Principle

Enabler

Shaped to the work practices, culture, and circumstances specific to your organization.

Govern or explain the

patterns observed

WHAT’S IN THE PATTERN BOOK?

Domain Pattern Topics Enablers

Social

Norms of Choice Where and when work can be done ?Policy Template

Approval TemplateChoice Guide

Shared Work Management

Who does what ?Where does accountability reside ?

Mgmt. and Team Ops Guidelines

Formal Team Agreements How teams agree to work together

Agreement Templates & Process

Technology

Ubiquitous Network

ConnectivityAbility to connect to resources from

anywhereUser Requirements

Functional Specifications

Broad Adoption and Compatibility

Assurance that tools will work togetherBaseline sets of tools for everyone

User Requirements Functional Specifications

Anywhere Availability of Tools

and Materials

Assurance that all the materials and applications required will be available

from any locationUser Requirements

Functional Specifications

Physical Places Network of Places Planning, design and management of

work locations and work settings

Design Guidelines, Planning Guides, Operations Guide, Illustrations

Co3 Pattern Book

Part 2: Data

Test and MeasurePrototype, Adjust, Prep Rollout

Develop a SolutionPattern Book + Localization

Collect the DataSurvey, Interviews, Workshops

Using the Pattern Book is a 3-Step process.

FIRST STEP IS DATA

Collect the Data

DESIRED OUTCOMES DATA

Interviews with Executives

DATA GUIDES LOCALIZATION

WORK PRACTICE DATAWorkshops with

Employees

ENABLERS DATA Direction on how to Customize Enablers

to SupportWork PracticesWorkshops with

Employees

Co3 Pattern Book

Part 3: Enablers

HOW DO I USE THE PATTERN BOOK ?

It’s a kit of parts to guide strategies of all shapes & sizes

It is also a kit of parts that provides implementation details

communicate connectcollaborate

HOW DO I USE THE PATTERN BOOK ?

• Definition

• Purpose

• Sub patterns

• Supporting principles

For each of the 7 Universal Patterns

WHAT WILL I FIND IN EACH OF THE 7 PATTERNS?

NORMS OF CHOICE

WHAT DOES THIS PATTERN MEAN?

• Employees have opportunities to choose when and where to work.

• Teams have a range of choices about how they will work together.

• The ranges of choices have “boundaries.”

• These choices are the norm within the organization; they are not special.

Normsof

Choice

Normsof

Choice

• Employees’ eligibility to make choices

• Managers’ authority to approve choices

• Range of work location choices

• Range of time of work choices

Choice Policy template articulates

UNIQUE TO THIS PATTERN

Normsof

Choice

Choices are made when a team creates its agreements

• Group logistics

• Process choices

• Communications choices

• Information sharing choices

• Decisions

• Technology choices

Choice Policy template articulates a teams’ authority to make:

Normsof

Choice

A Choice Approval template• Guides choices and

discussions with managers• Provides explicit manager

approval of the choices made

• Provides detailed agreement for work-from-home choices

SHARED WORK MANAGEMENT

• Management is the responsibility of all participants in a group or team.

• The individuals all have important, interdependent roles, including the team lead and group manager.

• The group reinforces the identity of the group.

• Shared work management requires providing each other with feedback and participation in measuring success.

Shared Work

Management

Shared Work

Management

Key Activities Guide

Team Operations Guide

• Individuals• Teams• Managers

• Distributed Meetings

• Getting Started

• Team Dashboard

• Team Travel Policy Template

FORMAL TEAM AGREEMENTS

Formal team agreements provide the essential structure for working together.• Often assumed, but rarely made explicit:

• How will we communicate?• How and when will we find each other?• How will we make decisions?• How will we share information?• How will we give each other feedback?• How will we report out to management?

• Formal structure enables informal interactions

FormalTeam

Agreements

FormalTeam

Agreements

• Template for Team Working Agreement

• Team Agreement Process

• Team Technology Agreement

1. Establish Objective Information, create team work-space

2. Poll all members for preference information

3. Meet with team to discuss and finalize

TEAM AGREEMENT PROCESS

FormalTeam

Agreements

1. Team Lead/Manager creates a shared work space online (for example, a Wiki, Google site).

2. Creates the “identity” of the group (naming), add all member contact information, roles, and add extended team members.

3. Adds “expectations” such as full-participation, sharing behaviors, and also a set of technological choices for signaling availability and preferred mode of contact.

Time involved: 4 hours of team lead/manager time

FormalTeam

Agreements

1. Team lead/Manager should localize polling questions and launch to all team members.

2. Questions are intended to create a team that is aware of individual circumstances (professional and personal) which would impact group communication and collaboration.

3. Results of polling identify areas of consistency and areas for discussion as group.

Time involved: 10 minutes to take poll, 2 hours to analyze results

FormalTeam

Agreements

1. Post polling summary on shared work space, showing consistencies and inconsistencies.

2. Inconsistencies become topics for group discussion, face-to-face meeting.

3. Meeting serves to finalize team agreement which can then be posted to team shared work space and become a living team “manifesto”.

Time involved: Travel and 2 day facilitated meeting

FormalTeam

Agreements

UBIQUITIOUS NETWORK CONNECTIVITY

• Connect to the resources needed to accomplish the work • People• Information• Materials

• Connectivity is not tied to a specific location.

• Access is simple and feasible from any approved device

• Bandwidth and reliability are sufficient to insure all baseline applications and tools function as required.

The network is to connect people, not places.

Ubiquitous Network

Connectivity

Ubiquitous Network

Connectivity

• Functional Specifications• Wireless network at

company sites• Direct internet connectivity

at company sites

• Guidelines• Technology and network

guidelines for home workspace

• Bandwidth guidelines for company networks

BROAD TECHNOLOGY ADOPTION & COMPATIBILITY

• Applications, tools & devices are compatible.

• Technology enables people to work together.

• Usable internally and with extended team.

• Everyone is at least competent using the technology.

• Everyone on the team uses the technology as agreed .

Broad TechnologyAdoption

andCompatibility

• Tools and Templates

• Guidelines • Best Practices• Why it matters

• Tech Toolkit Activity Matrix

• IT Roadmap Template

• Connection Time Guideline

Broad TechnologyAdoption

&Compatibility

• Baseline Technology Toolkit

ANYWHERE AVAILABILITY OF TOOLS & MATERIALS

• Everything required to do your job is available on the network.

• Minimize or eliminate• Locally stored data• Applications resident only on individual

computers.• Information transfer via portable drives• Documents via e-mail

• Tools, applications and materials are globally deployed and accessible from any location and device.

• Technology Support Function insures access and troubleshooting regardless of location.

AnywhereAvailability

of Toolsand

Materials

Anywhere Availability of

Tools and Materials

Functional Specifications Calendar ServiceEmployee Profile & ContactInstant MessagingPersonal Operating SystemWeb Based Team WorkspaceWeb & Room based Video CollaborationWeb ConferencingWeb Based WhiteboardingOn Site & Home based network requirementsTelephony and Mobile Device requirementsDocument Storage and BackupCompute Device

NETWORK OF PLACES

• A diverse set of places within and outside of an organization's control available for employees to work.

• Accommodates different work tasks, locations and preferences.

• Linked together via network of people who utilize them.

• Enables meaningful choices of work venues for:• Routine & demanding individual and group work• Working across time zones• Working with customers, vendors & others external

to the organization• To fit within family & personal circumstances

Networkof

Places

Networkof

Places

• Planning Guidelines

• Guidelines for Places in Between

• Guidelines for Operations

• Guidelines and diagrams for Hub Components

Find out more about how to put the Co3 Group Pattern Book to work for your organization

http://www.co3group.com

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