the citrix guide for surviving the olympics€¦ · the citrix guide for surviving the olympics the...

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The Citrix Guide for SurvivinG The

OlympiCSThe London Olympics look set to have a huge

impact on businesses in and around the capital. Citrix addresses the issues for companies and

reveals opportunities for future change.

www.citrixonline.co.uk

London Olympics Survival Guide

2

1. Olympic disruption: The facts .....................................................3-4

2. What do the Olympics mean for your business?........................4-6

• Impactontransportdisruption•Staffattendanceandabsenteeism•Threattobusinesscontinuity

3. plan ahead to get the most out of your strategy........................7-9

•Avoidingdisruption•Gettingstaffonboard• Increasingproductivity•Ensuringnetworkreliability

4. making it happen ........................................................................9-12

•Olympictrialruns•OperationStepChange•Remoteworkingsoftware•Collaborativeworking•Supportingmobiledevices

5. Survey findings on the Anticipated impact of the Olympics..........................................................................13-15

•Keyfindings•Areasofconcern•Useofsupportiveflexibleworkingtechnology

6. how businesses can survive the Olympics ...........................15-17

•Planahead•Getstaffonboard•Adoptappropriateremoteworkingsoftware•Reviewstaffingarrangements•Preparefortransportdisruptions•Bereadyforfuturechanges

TohelpsupportbusinessesthroughthetravelchaosoftheOlympics,CitrixisofferingfreeuseofproductsforthedurationoftheGames.

Contents

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1. Olympic disruption: The factsTheLondonOlympicandParalympicGameswillbethelargestsportingeventsintheworldandtheimpactonthecapitalwillbehuge.

•London’salreadyunderpressurepublictransportsystemwillbemorethan60%overcapacity

•CommutetimesaroundLondonarepredictedtodoubleandinsomecasestreble

•ForthreemonthsLondon’spopulationwilldouble

•SomeLondonstationsarescheduledtocloseduringpeaktimes

•Over170milesofroadclosuresareplanned

•Sixmillionathletes,officials,organisersandvisitorsareprojectedtoarriveinLondonfortheGames

•37,000pressandphotographerswilldescendontheGames

Nearly half (57%) of SMEs expect to suffer disruption as a result of the 2012 Olympics.

87%

0

20

40

60

80

100

JULY AUGUST 2012

Of those anticipating some dis-ruption, 87% expect it to have an adverse effect on productivity.

57%


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•37competitionvenueswillbesetuparoundtheUK,27ofwhichareinLondon

•ThebiggestimpactoftheGameswillbefeltinandaroundcompeti-tionvenues,livesitesandcentralLondon

•300firmsacrossLondonhavealreadysignedupforadvicesessionsonbusinesstravelduringtheGames

ItisclearthatbusinessesandorganisationsaroundthecapitalwillfeelafundamentalimpactduringandbeyondtheLondonOlympics.

2. What the Olympics mean for your businessBusinessesandorganisationsaroundthecapitalwillfacehugedisruptioninthethreemonthsaroundtheLondonOlympics.Theimpactislikelytobefeltinthreekeyareas.

Impact on transport disruptionMillionsofadditionaltripsareexpectedtotakeplaceonLondon’spublictransportandroadnetworkduringtheOlympicGames.Thedisrup-tionthiswillcausetothecity’stransportinfra-structure,andconsequentlytoitsbusinessesandorganisations,shouldnotbeunderestim-ated.London’salreadyunder-pressurepublictransportsystemwillbemorethan60percentovercapacity.Additionallymorethan170milesofroadclosuresareplannedthroughoutthecity.

Thiswillundoubtedlydisruptemployees’jour-neystoandfromwork.WithcommutetimesaroundLondonexpectedtodoubleoreventrebleinsomecases,thetimeitalsotakesfor

10%

Just 10% are adopting new working practices to minimise potential disruptions during the Olympic period.


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staffmemberstoattendexternalmeetingscouldsignificantlyincrease,affectingproductivityandcompanyexpenditure.Thiscouldalsoleadtointernal

frictionsassomemembersofstaffmaybattleintotheofficeonlytofindakeycolleaguehasn’tmadeit.

Likewisebusinesstravel,deliveries,collectionsandtheoperationsofsuppliersandothercontractorswillalsobedisrupted.Leanbusinessoperationsmeansthateventhesmallestdisruptionorstaffabsencehasthepotentialtocauseachainreactionofbusinessinterruptions.

WhereinLondondoyouworkandwhatimpactwillthishaveonyourcommute?GetAheadoftheGames

Staff attendance and absenteeismManybusinessesandorganisationsfearthatthetraveldisruptionswillresultinadramaticincreaseinthenumberofabsenteesandlatecomers.Theeffectthiswillhaveonworkforceproductivityalonecouldbeexcep-tionallydamagingtobusinesses’bottomline.

Businesses should review their staffing position for the summer to take the following into account:

•Annualleaverequests

•Higherlevelsofabsence

•Staffneedingtochangetheirnormalhoursofworkduetotransportissues

•Potentiallossinproductivity

•TimeoffforthosevolunteeringfortheGames

Staffshouldbeencouragedtoconsiderreducinganynon-essentialtravel,especiallyinpeakhours.Likewisetheopportunityforstafftoworkremotelyfromhomeshouldbeseriouslyconsideredasanoptiontomain-tain‘businessasusual’throughoutthebusyperiod.

http://www.getaheadofthegames.com/


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Threat to business continuityTheLondonOlympicsposeaveryrealthreattobusinesscontinuity.Whetheritiskeymembersofstaffordeliveriesbeingcaughtupintraveldisruptionsoraremoteworkforcethathasnotbeenfullyenabledthroughtheappropriatetechnology,‘businessasusual’maystillbeoutofreachforsomeorganisations.

Effectivecommunication,collaborationandcontinuityarebasicprioritiesforthemajorityofbusinessesandabreakdownherecanleadtoahostofproblemsfromreputationaldamagetofinancialloss.However,withoutsupportingtechnology,staffwhoworkremotelyaredoingnothingmorethanconnectingtheircorporatelaptoptoapersonalWi-Fi.Notonlywillthislimitworkforcecapabilityandproductivitybutitalsoopensupthepossibilityofbreakdownsincontinuity.

Inordertoensurethisdoesn’thappenitisimportantfororganisationstolookatthecapabilityoftheirexistingtechnologyinsupportinganewwayofworking.Ifcurrentsystemsdonotprovidethiscapabilityitisimper-ativetoanorganisation’sefficiencythattheylooktotechnologieswhich

do.Likewiseitiscounter-productivetosuddenlydeploynewtechnologyifallpartiesareunfamiliarwithit.Theymustbepreparedwellaheadofusingthesolution.

16%

17%

Only 17% of SMEs think they will benefit in any way from the Olympics, with 16% expecting to be damaged commercially

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3. Plan ahead to get the most out of your strategy

Avoiding disruptionBusinessesandorganisationsmustprepareaheadofexpecteddisrup-tionsinordertoensurethattheirtechnologywillsupportremoteworking.However,someorganisationshavebeenknowntoputthisoffandsub-sequentlystaffabsenteeismhasbecomeasignificantproblem.

ResearchconductedbyYouGov,commissionedbyCitrix,of2,000adultsand500smallbusinesses,foundthatduringtheheavysnowsofwinter2010,56percentofstaffwerelateordidnotmakeitintoworkatall.Afurther24percenthadtocancelorpostponemeetings.TheresultingcosttoUKbusinesswasmorethan£1billioninlostproductivityinjustasingleweek.Thisshowedhoworganisationscangetcaughtoutwhenhitbyexternaleventsthatcausedisruption.TheOlympicscouldhaveasimilarresult.

However,businessesweremuchbetterpreparedforsnowin2011.Comparedwiththepreviousyear26percentmorestaffworkedfromhomeduringtheperiodofdisruptionand12percentheldmoremeetingsonline.Yet,nearlythreeinfive(58percent)stilllackedanyconsistentcontinuityplantorespondtodisruptionsaffectingtheirbusinessinthelong-term.

Thesefindingsclearlyindicatethatwhenaremoteworkingstrategyhasbeenimplementedtheworkforcecanretainitsproductivityandthebusinesscanmaintaincontinuity.


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Getting staff on boardSomeemployeeswillfeelmorepositivethanothersaboutanoperationalchangesuchasremoteworking.However,byplanningthestrategyearlyandbygivingstafftimetoadjustandgetuptospeedwithnewsystemsandtechnologies,changecanbebetterreceived.Buy-incanalsobemoreeasilyachievedbyemphasisingthebenefitstotheindividual,likeimprovedwork-lifebalanceandreducedbusinesstraveltimeandcost.

Likewise,withanincreasinglytech-savvyworkforceitisprobablethatthesecollaborativetechnologieswillalreadybefamiliartomost.Addition-allywithremoteworking,staffareabletousetheirowndeviceswhichcanhavefurtherpositiveeffectsontheirproductivityandcostsavingsforthebusiness.

Increasing productivityResearchhasshownthatwhenstaffareabletousetheirowndevices,workforceproductivityincreases.AsurveybyYouGov,commissionedbyCitrix,ofseniorexecutivesandmanagersin700smallbusinessesacrosstheUK,FranceandGermanyexaminedhowconsumerdevicesarebeingadoptedintheworkplace,aspartofthebroadermovetowardsmoreflexiblewaysofworking.

Morethanonein10UKsmallandmedi-um-sizedbusinesseswhoaresuccessfullyintegratingtheuseofpersonaldevices,suchastabletsandsmartphones,intothebusinessareachievingsignificantincreasesinproductiv-ityinexcessof30percent.Atthesametime,onethirdoffirmsareseeinggainsof10percentandmore,reflectingthedramaticimpactofconsumerisationintheworkplace.Itis,however,vitaltoensurethathomeworkingandcollaborativetoolsaresupportedbyappropriateITandareliablenetwork.

56%

21%

The majority (56%) expect more staff to work from home and 21% anticipate holding more

meetings online.


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Ensuring network reliabilityConcernshavebeenraisedthatInternetservicesmayslowdownwiththeexcessiveusagepredicted

duringtheOlympics.Indevelopingacontinuityplanitisimportanttotakethispossibilityintoaccountand

ensurethatanyincreaseinhomeworkingissupportedbyInternetServiceProviders(ISPs).ByengagingISPsintheplanningpro-cessdemandsonthesystemcanbebetterunderstoodandmanaged.Likewise,byplanningoreventriallingthesystem,potentialflawscanbeidentifiedandsolutionscanbeputinplace.

4. Making it happen

Olympic trial runsManybusinessandorganisationshaveadoptedtrialrunsintheleaduptotheLondonOlympicstoensurethattheirremoteworkingstrategyandthesupportingtechnologyworksinpractice.

WhenO2conducteditsexperimenttoensureitwasfullypreparedfortheOlympicsitfoundthat88percentofitsstaffwerejustasproductiveworkingremotely,withone-thirdevenclaimingthattheygotmoreworkdonethanusual.

ThreethousandofO2’sheadofficeemployeestookpartinthetrialthatrequiredthemtoworkfromhomeforoneday.Inpreparation,O2upgradeditsvirtualprivatenetwork(VPN)anditsnetworkinfrastructure,whichsawa155percentincreaseinusersonthedayanda110percentincreaseinVPNdatasentacrossthenetwork.

O2showedthatwiththerightpreparationandtheappropriatetechnology,businessescansurpassthecapabilitiesofofficeworking,remotely.


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Operation StepChangeLikewisethegovernment’sownhomeworkingtrial,OperationStepChange,acknowledgedtheneedtoplanaheadandmakesuresupportingsystemswereinplacetoavoidmajorworkforcedisruptionduringthenationalevent.

Thegovernment’strialtookplaceinFebruary–wellaheadoftheGames–toassesswhetherofficialscouldworkfromhomeefficientlyusingremoteworkingtechnology,suchasteleconferencing,andwhetheritsnetworkswouldsupportthestrategy.

DuringtheOlympicsandtheParalympicsthegovernmenthasmadeplanstoreduceitscommuting,businesstravel,deliveriesandcollections.

Thegovernment’sinitiativeshowedthatitsworkforcecouldbeenabledthroughremoteworkingsoftwarewhichallowsstafftoworkmoreefficiently.

At a personal level, one in four (24%) senior managers expect to use their

smart phone or tablet away from the office more than usual over the

Olympic period.

24%


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Remote working softwareRemoteworkingisseenbymanyasatemporaryfixtoashort-termdis-ruption.However,thebusinessbenefitsofimplementingthistechnologycanreachfarbeyondtheinitialpredicament.

Flexibleworkingsoftwareprovidesasolutionthatmakesiteasyforcom-paniestosupportandtrustemployees,allowingthemtoworkasusual,despitehurdlessuchastheOlympics.

Whetheritisonlinemeetings,traininginitiativesandwebinars,orremoteITsupportandsecureaccesstoVPNs,manybusinessesmayhavealreadyadoptedcollaborativeflexibleworkingtosomedegree.

Remoteworkingsoftwareenablesbusinessestoworkflexiblyandgen-eratecostsavings,providingtheworkforcewithaflexible‘officeinthepocket’solution.Importantlythiscanbeeffectiveacrossawiderangeofcorporateandconsumerdevices.Asthesoftwareiseasytoinstall,appscanbeintroducedonselecteddevicesquicklyandtailoredtoindividualstaffneeds.

Collaborative workingPodio,afreemiumcloudservicefromCitrix,offersapowerfulteam-basedcollaborationplatformwhichsupportspeopleandteamsingettingworkdonethewaytheywantinasocialsetting.

Podioisa‘virtual’workspacewithauniqueappsconceptwhichaddsstructuretoanytypeofworkandenablescollaborationwithteams,suppli-ersandpartnerswithouttheneedtotravel.UsingPodio,teamscanmoreeasilytrackconversations,tasks,budgets,events,timelines,deliverablesandotherbusinessactivitiesincustomizedonlineworkspaces.CombinedwithGoToMeeting,itisapowerfulintegratedworkplatformfortoday’sincreasinglymobileanddistributedworkforce.


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Supporting mobile devicesAllowingstafftousetheirowndevicesforworkcanhaveapositiveimpactonthebusinessaswellasontheworkforce’sproductivityandmoraleandthiscouldbeakeyfactorduringtheOlympics.

OnlythreeyearsafterlaunchingitsBring-Your-Own(BYO)programme,Citrixachieveditsanticipated20percentcostsaving.Thiswasadirectresultoffewerdesktopsupportrequestsandincidentreports,duetothefactthatemployeespurchaseandmaintaintheirownworkdevices.

AccordingtoasurveybyVansonBourne,53percentofITprofessionalsintheUKhaveimplementeddesktopvirtualisationsolutionsinordertosupportthediverserangeofdevicesthatemployeesarebringingintotheworkplace.With73percentbelievingthiswilloffergreaterflexibilityfortheworkforce,78percentbelievedesktopvirtualisationandBYOwilldeliverreducedITcostsforbusinesses.


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5. Survey findings on the Anticipated Impact of the OlympicsOurYouGovstudyaskedmorethan500seniordirectorsandmanagersacrossabroadrangeofSMEsinthemanufacturingandservicesectorsabouttheimpactoftheOlympicsontheirbusinesses.

Key survey findings•Almosthalf(41%)ofSMEsintheLondonareaexpecttosufferdis-ruptionasadirectresultofthe2012Olympics

•Onlyoneinfive(21%)ofSMEshaveputinplaceabusinesscon-tinuityplanfortheOlympicsandevenfewer(10%)areadoptingnewworkingpracticestominimisepotentialinterruptions

•Only58%ofsmallfirmsarepreparedtocopewiththeexpecteddisruption,despiteconcernsaboutstaffarrivinglateornotatall

Only one in five (21%) have put a business continuity plan in place.

21%


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•Board-leveldirectorsaremostnervousaboutpotentialimpact,withmorethantwo-thirds(67%)expressingconcern,yetthisisnotmatchedbyahigher-than-averagelevelofbusinesscontinuityinitiat-ivesinresponse

•Ofthosebusinessesexpectingsomedisruption,anoverwhelming87%believeproductivitywillsuffer

Areas of concern•64%believethatsomestaffwillbelateintowork,with27%concernedthattheywon’tgetinatallandsobeunabletowork

•47%expecttohavetocancelorpostponemeetingsand40%anticipatethatsuppliersandotherbusinesscontactsmaybeunavailable

•Morethanonethird(37%)trusttheirstafftomakeupanytimelost.However,another34%expectproductivitytodrop,asstaffmayusethedisruptionasanexcusetoavoidgettingworkdoneoraredistractedbyhigh-profileeventsduringofficehours

Use of supportive flexible working technologies

•Overall,56%ofSMEsexpectmorestafftoworkfromhomeand21%thatmoremeetingswillbeheldonline

•82%ofseniordirectorsandmanagershaveatleastonesmartdevice,eitherwork-suppliedorpersonally-owned

•Although61%ofdirectorsandmanagersexpecttobe‘chainedtotheirdeskasusual’,28%plantousetheirsmartphonesand/ortabletstoworkathomeorotherwiseremotely

•24%expecttousetheirsmartphoneortabletawayfromtheofficemorethanusualovertheOlympicperiod


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WhilethesurveyindicatesthatSMEsarebecomingmoreawareofthedamagingeffectthattheOlympicscouldhave,toomanyarestillfailingtorespondwiththepositiveinitiativesneededtoensurebusinesscontinuity.However,onamorepositivenote,thefindingsalsohighlightthetrendtowardsmoreremoteworking,supportedbytheincreaseinintelligentcommunicationsdevices.

6. Surviving the OlympicsTheLondonOlympicsarefastaproachingandbusinessesandorganisa-tionshopingtoavoidmajordisruptionsandensure‘businessasusual’duringtheGamesmustputtheirstrategyinplacenow.

Organisations must address certain key areas:

Plan aheadThelossofcontinuityisaveryrealthreattobusinessesandorganisationsandabreakdownherecanleadtofinanciallossandreputationaldamage.Whetheritiskeystaffmembersbeingunabletogetintotheofficeoraremoteworkforcethatisnotenabledbyappropriatetechnology,businessesmustplanaheadinordertoensurethisisavoidedandthatstaffareabletocarryon‘businessasusual’.

Businessesthatallowtheirstafftoworkremotelymustlookatthecapabilit-iesoftheirexistingtechnologyinsupportingthiswayofworking.Ifcurrentsystemsdonotsupporttheorganisationsrequirements,whetherthisisonlinetrainingormeetings,thenthebusinessmustlooktonewsolutionswhichdo.

ItisimperativeforbusinessesandorganisationstoensurethatthesupportingtechnologyfulfilsallrequirementswellbeforetheGamesdisruptionbegins.

Get staff on boardBuy-infromstaffcanbemoreeasilyachievedbyemphasisingthebenefitstotheindividual,likereducedbusinesstraveltimeandcost,andimprovedwork-lifebalance.


16

Today’sworkforcearemoretech-savvyandthemajoritywillalreadyhavearangeofcollaborativedevicesandtheircommitmenttoremoteworkingcanbeincreasedbyallowingthemtousethesetools.Researchhasalsoshownthatmorethanonein10businesseswhohaveintegratedpersonalsmartdeviceshaveachieveda30percentincreaseinproductivity.

Businessescanmakesignificantcostsavingsandbenefitfromfewerdesktopsupportrequestsandincidentreportsduetothefactthatemployeespurchaseandmaintaindevicesthemselves.

Adopt appropriate remote working softwareRemoteworkingsoftwareprovidesorganisationswithasolutionthatallowsthemtosupportandtrusttheiremployeesandenablethemtoworkasusual,evenduringdisruptiveeventssuchastheOlympics.Whethertheyneedsecureaccesstoofficedesktopsandnetworks,theabilitytoconductonlinemeetingsoraplatformforvirtualcollaboration,allorganisationscanbenefitfromhavingtechnologyinplacetosupportremoteworking.

Review staffing arrangementsTraveldisruptionisverylikelytohaveanimpactonstaffattendance.Itishighlyprobablethatduringthethree-monthperiodinwhichdisrup-tionsarelikelytooccur,mostorganisationswillexperiencesomelevelofabsenteeismorlateness.Itisvitalthatbusinessesplanforpotentialstaffissuessuchas:

•Higherlevelsofabsence

•Annualleave

•Lossofproductivity

•TimeoffforGamesvolunteering

Byallowingstafftoworkremotelyorchangetheirworkinghourstooff-peaktimesbusinessescantakebettercontrolofwhatcouldbeanunpredictablesituation.


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Prepare for transport disruptionsTheimpactthattheOlympicswillhaveonLondon’spublictransportanditsroadswillbehuge.Inordertoavoidmajordisruptionstoemployees’journeys,businesstravel,deliveries,collectionsandtheoperationsofsuppliersandothercontractors,employersmustconsiderotheroptions,suchas:

•Arrangingdeliveriesoutofpeaktimes

•Reducingallnon-essentialtravel

•Allowingstafftoworkremotely

•Offeringalternativeworkinghours

Bytakingthesesimplestepsbusinessesandorganisationscanensurethatproductivityismaintainedandbusinessinterruptionsareminimised.

Be ready for future changesWithrecentIDCpredictionsstatingthatmorethanone-thirdoftheworld’sworkforcewillbemobileby2015,itisclearthatworkingpracticesarechanging.

Today’sworkforceisdemandingamoreflexibleapproachandthetech-nologiestosupportit.Likewisebusinesseshavebeguntorealisethepositiveimpactflexibleworkingcanhaveonproductivityandalsotheirbottomline.Collaborative,remoteworkingtechnologyisprovidingtheworkforcewithaflexible‘officeinthepocket’solutionandwitheventsliketheLondonOlympicsdrawingnear,thiswillbeacrucialtoolfororganisa-tionstomaintainbusinessasusual.

Whilethesesolutionswillprovideanswersforshort-termproblemsliketheOlympics,businessesshouldbeusingtheeventasacatalysttoconsideralong-termstrategyforfuturechange.

About CitrixCitrix(NASDAQ:CTXS)transformshowbusinessesandITworkandpeoplecollaborateinthecloudera.Withmarket-leadingcloud,collaboration,networkingandvirtualizationtechnologies,Citrixpowersmobileworkstylesandcloudservices,makingcomplexenterpriseITsimplerandmoreaccessiblefor260,000organizations.Citrixproductstouch75percentofInternetuserseachdayanditpartnerswithmorethan10,000companiesin100countries.Annualrevenuein2011was$2.21billion.Learnmoreatwww.citrix.com

CitrixOnlineServicesDivisionprovidesaportfolioofGoTocloudservicesthatenablepeopletoworkfromanywherewithanyonebyprovidingsimple-to-usecloud-basedcollaboration,remoteaccessandITsupportsolutionsforeverytypeofbusiness.

WhetherusingGoToMeetingtoholdonlinemeetings,GoToWebinartoconductlargerwebevents,GoToTrainingtotraincustomersoremploy-ees,Podiotocreatecustomizedworkspacesandappstocollaboratewithanyone,GoToMyPCtoaccessandworkonaremoteMac®orPC,GoToAssisttoprovideITsupportandmanagementorShareFiletosecurelysharefiles,documentsanddata,businessesandindividualsareincreasingproductivity,decreasingtravelcostsandimprovingsales,trainingandserviceonaglobalbasis.Formoreinformation,visitwww.citrixonline.com

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156EN_EB/2012-06-13

TohelpsupportbusinessesthroughthetravelchaosoftheOlympics,Citrixisofferingfree use of productstonewusersforthedurationoftheGames.

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