Microsoft – Breakfast SeminarMicrosoft – Breakfast Seminar66thth March 2009 March 2009 John McIntyre

Head of Business Solutionseircom ITjmcintyre@eircom.ie

Introduction and AgendaIntroduction and Agenda

Major change in working environment for Dublin Office Staff Reduction of available desk and storage spaces Open plan (no offices) => pressure on available meeting room space Wireless Network (Wi-Fi) available in new building

Presents a unique and unprecedented opportunity to redefine how we work Implement the New World of Work Program Improve productivity by making staff more effective Gain back working time - use for higher value activities Use the technologies we sell to our customers (“Drink our own champagne”) Do what we do, but in a completely new way…

Benefits not restricted to 1HSQ Staff All knowledge workers in the company can benefit Some of the best benefits are for distributed teams

1500 Dublin Staff moving to 1500 Dublin Staff moving to 1 Heuston South Quarter1 Heuston South Quarter

Drivers and ContextDrivers and Context

Opportunity to exploit Unified Communications?

Opportunity to exploit Unified Communications?

What is Unified Communications?What is Unified Communications?

Before UC

Gaps

Before UC

Gaps

Tools and systems are the enablers (e.g. SharePoint, Office Communicator, Office 2007)

Processes (or Usage Scenarios) and Training bring the tools into common usage (e.g. Setup a meeting, Place a call from your PC)

Trained people bring it all together and use the Tools and Processes to become more productive (e.g. Brown Bag lunch presentations, intranet videos, etc.)

A collection of tools, systems, processes and training materials intended to bring about higher levels of personal and group productivity in eircom

New World of Work ProgramNew World of Work Program

EmployeesVisitors

Printing

Meet and Greet

Cashless Canteen

Remote Working

Integrated & Pervasive Collaboration Environment

Unified Presence & Communication environment

Instant Conferencing(Web , Video & Voice)

Connected Smartphone

Portable, Wireless Connected Device

Entry / Cashless Canteen / Printing/ Remote Access

Wireless Network

IP Telephony

*

*

Completely New

↨ Enhanced

† Already Available

* *

*

*

↨

†

↨

↨

↨

†

Informal Meeting Spaces

↨

High Quality Meeting Rooms and AV Facilities

*

Enterprise Search↨

Painting the VisionPainting the Vision

Building the Business CaseBuilding the Business Case

• We needed to invest money for extra infrastructureWe needed to invest money for extra infrastructure• eircom has very strict capital approval requirementseircom has very strict capital approval requirements• We had to base our Business Case on Productivity ImprovementsWe had to base our Business Case on Productivity Improvements• Productivity cases are notoriously difficultProductivity cases are notoriously difficult

So, we took the following approach…So, we took the following approach…

Building the Business Case – Building the Business Case – Outline the InfrastructureOutline the Infrastructure

AlreadyIn

Place

Funded &In

Progress

Funding Sought

FutureReqs.

Key Enabler for NWOW

NWOW Pre-ReqNWOW Pre-Req NWOW Pre-ReqNWOW Pre-Req NWOW Pre-ReqNWOW Pre-Req

NWOW Pre-ReqNWOW Pre-Req

NWOW Pre-ReqNWOW Pre-Req

NWOW Pre-ReqNWOW Pre-Req

Improves NWOWImproves NWOW

Building the Business Case – Building the Business Case – Make the benefit of tools concrete – eircom TrialMake the benefit of tools concrete – eircom Trial

“30-40% Increase in Effective Communication with other

Communicator Users”

“30-40% Increase in Effective Communication with other

Communicator Users”

“..allows you to consult with 3rd parties not directly involved…without leaving the conf call and without tying up too much

of their or your time in the process”

“..allows you to consult with 3rd parties not directly involved…without leaving the conf call and without tying up too much

of their or your time in the process”

This feedback was from our 100 User trialThis feedback was from our 100 User trialThese results are magnified as we roll outThese results are magnified as we roll outThis feedback was from our 100 User trialThis feedback was from our 100 User trialThese results are magnified as we roll outThese results are magnified as we roll out

“Less email, Less fixed voicemail, Less sms, Less mobile voicemail, more quick answers to quick questions, makes homeworking seemless”

“Less email, Less fixed voicemail, Less sms, Less mobile voicemail, more quick answers to quick questions, makes homeworking seemless”

“..wishing more people were set up…so easy to see if

people are available or not”

“..wishing more people were set up…so easy to see if

people are available or not”

“.. very pleased with…communicator… offers the chance to conduct business

efficiently any time any where”

“.. very pleased with…communicator… offers the chance to conduct business

efficiently any time any where”

“estimate...10 - 20% [time savings] 0.5 - 1 day per week.”

“estimate...10 - 20% [time savings] 0.5 - 1 day per week.”

“.. higher success rate in contacting people who are indicated as available…estimate that my success rate was > 90% compared with a normal rate of 40%.”

“.. higher success rate in contacting people who are indicated as available…estimate that my success rate was > 90% compared with a normal rate of 40%.”

“.. instant messaging has allowed me to get quick answers to urgent

questions while people were on conference calls. Each successful response saved me..up to 24 hrs waiting on an e-mail response”

“.. instant messaging has allowed me to get quick answers to urgent

questions while people were on conference calls. Each successful response saved me..up to 24 hrs waiting on an e-mail response”

“Each [video] conference call has the potential to save me

up to 8 hours travel”

“Each [video] conference call has the potential to save me

up to 8 hours travel”

“..Presence functionality..is an invaluable tool..minimises the amount

of time wasted through incomplete calls and inefficient voicemail..”

“..Presence functionality..is an invaluable tool..minimises the amount

of time wasted through incomplete calls and inefficient voicemail..”

“The ability to "tag" a contact, ..to be alerted whether he/she is available is particularly

useful. I estimate that this function alone saves me 1 hour a

week””

“The ability to "tag" a contact, ..to be alerted whether he/she is available is particularly

useful. I estimate that this function alone saves me 1 hour a

week””

“OCS 2007 has improved a lot the communication in our

team…we used a lot IM and similar systems in my previous company, and now I'm really happy to be able to use it in

eircom!”

“OCS 2007 has improved a lot the communication in our

team…we used a lot IM and similar systems in my previous company, and now I'm really happy to be able to use it in

eircom!”

“..using Sharepoint to share documents between departments..we always have

access to the documents and also it helps manage the change control and security of

important documents/project plans”

“..using Sharepoint to share documents between departments..we always have

access to the documents and also it helps manage the change control and security of

important documents/project plans”

“.. Per/day on working off the correct version of a document that is shared with a team: 10

mins”

“.. Per/day on working off the correct version of a document that is shared with a team: 10

mins”

Benefits of ToolsBenefits of Tools

“Irish workers are wasting approximately 73 mins per week playing phone tag”

Damovo Report, January 2008Damovo Report, January 2008

“Irish workers are wasting approximately 73 mins per week playing phone tag”

Damovo Report, January 2008Damovo Report, January 2008

73 minutes per week for 4,000 eircom knowledge workers is over €6m annually in lost productivity

€€29 per hour, 44 Working Weeks29 per hour, 44 Working Weeks

73 minutes per week for 4,000 eircom knowledge workers is over €6m annually in lost productivity

€€29 per hour, 44 Working Weeks29 per hour, 44 Working Weeks

If we get back 30 minutes per week for just 1,500 of the 4,000 people (HSQ Population), we

benefit by approx €950k in productivity gain

If we get back 30 minutes per week for just 1,500 of the 4,000 people (HSQ Population), we

benefit by approx €950k in productivity gain

Other BenefitsOther Benefits Reduction in need for travelReduction in need for travel Improved Internal Comms Capability (Live Broadcast)Improved Internal Comms Capability (Live Broadcast) Enhanced Intranet Platform (further project required) Enhanced Intranet Platform (further project required)

Other BenefitsOther Benefits Reduction in need for travelReduction in need for travel Improved Internal Comms Capability (Live Broadcast)Improved Internal Comms Capability (Live Broadcast) Enhanced Intranet Platform (further project required) Enhanced Intranet Platform (further project required)

Business Case look backBusiness Case look back

ImplementationImplementation

Increased Resilience

Enhanced Storage

Full Backup

External Connectivity

No Resilience

Limited Storage

Manual Backup

No External Connectivity

Inexpensive and quick

Easy to maintain

SharePoint 2007 – “Sharenet”

Live Meeting – Application and Desktop Sharing

Office Communicator

Thank YouThank You

Thank you ....Thank you ....

John McIntyreHead of Business Solutionseircom ITjmcintyre@eircom.ie