the concise guide on how to use ibm connections cloud

8/10/2019 The Concise Guide on how to use IBM Connections Cloud

http://slidepdf.com/reader/full/the-concise-guide-on-how-to-use-ibm-connections-cloud 1/39

The Concise Guideon How to Use IBM Connections Cloud(to manage your projects, your team and

put Connections Cloud to work for you)

Changing the way to workto harness collective knowledge,serve clients with speed, and amplify

impact across the business.

COPYRIGHT 2015 IBM Corporation



PurposeHelp you get started, be more efficient, achievegreater impact.

Why?The more we all use Connections Cloud,the more impact and value we can all drive.



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Table of Contents

Being Open: What It’s All About ……………..………….............

The Big Picture: Connections Cloud Overview…….………………...

Start: Setting up Your Social ……..…………….………………...

The Toolbox: The Tools to Accelerate Your Team …..……….

Day-to-Day: How to Manage it All ……….....…………………...

Section 1

Section 2

Section 3

Section 4

Section 5



Section 1Being Open…What It’s All About



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Being Open: What It’s All About

What is Social Business?

Social business = Open Business

Open interaction that scales through participation andconnectedness

Social business is a way of workingNetworked, open collaboration, shareability, member led



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Yesterday

ClosedScarcity effectEmail (inbox full = mail jail)Small closed teamsDuplication of workReinventing the wheelSequential processesStuff on your hardriveKnowledge drainComputer dies, work lost

Today

OpenMultiplier effectConnections (+ less Email)Dialog, sharing, insightsOpen & extended teamsReuse of existing workNonlinear processesResources in the cloudKnowledge retainComputer dies, nothing lost

A shift (not an add) – it’s a change in HOW we work



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This all seems too much for me….

Good advice:

Don ’t go into Social, grow into Social

Start small, start simple, and build momentum



Section 2

The Big Picture…Connections Cloud Overview



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Connections Cloud Overview

Connections – comprehensive connectedness



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https://apps.na.collabserv.com

Use the menus to navigate around

How do I get on Connections Cloud?

Tip: Make this link a mainbookmark.



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How do I follow my team?

Following people automatically connects you to

conversations and

content you care

about.

Open any Profile and click Follow .

Tip: Click Follow inanyone’s profile to startgetting updates



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View updates from people and content you follow. See responsesto you as well.

See who is mentioning your name

View notifications

View items that require your response, like To Do items in Activities.

How do I follow my team?

Then, use the Homepage to view updates from the

people on your team.



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Where do I work ‘social’ with my team?

Community Description – summarize purpose / focus of community

Blog – share opinions, lead with insights, provide guidance

Activities – manage projects

Files – upload, centralize, jointly edit, share assets

Bookmarks – share important links

Wikis – jointly build & edit rich text or HTML pages

Forums – openly engage, discuss and share ideas on topics

Subcommunities – build out sub categories of specialty focus

Use the tools in Communities

Tip: Define clear goals andfocus in Description.



Section 3Starting Out…Get Setup



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Starting Out: Get Setup

Where do I start?STEP 1

Add your team to your network

Add your ‘extended’ group to your network

Follow senior leaders or executives

Add tags for your expertise Add your key links (twitter, blog, team community…)

Post updates on what you are working on

Setup your Profile



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Starting Out: Get Setup

Then what?STEP 2

Go to Communities > All CommunitiesClick Start a Community Button

Select Restricted for working team Communities

Add your direct team as members

Add Apps such as Blog, Activities, Bookmarks, Forums

Start adding content (see Toolbox for app information)

To add more members, click Members in left column

Add Tags to make findable

Setup a Community as your team’s social hub

Tip : Follow a Community toget updates on the homepage



Section 4

Toolbox:The Tools to AccelerateYour Team



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Toolbox: The Tools to Accelerate Your Team

How do I create a Community Description?

WHEN TO USE THIS TOOL:To describe the goals and focus for the community

Go to your team communityClick Community Actions > Edit Community

Click Upload a Community Image to add a community icon

In the description area, edit/paste content

- Add links

- Add images

- Use Rich Text formatting

- Can paste HTML from another HTML editor


Ideas for Community Description

• Detail community goals

• Describe purpose of community

• Use graphics to create a menu



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How do I create an Activity?

WHEN TO USE THIS TOOL:Use an Activity to manage a project withyour team

In your Community, click Community Actions Add the Activity App to your Community

Click Start an Activity , name it and save

Click Add Section for parts or steps of the projects

In each Section, click Add Item (click Add File for assets)

Click To Do Item to add actions for team members

Click Notify Other People to alert team to Activity info or To Dos


Examples of Activities• Manage team meetings

• Track travel requests for your team

• Manage finance submissions

• Plan for an event

Tip: Click and drag Sectionsto change their order in Activity



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How do I create a Blog?

WHEN TO USE THIS TOOL:Use a Blog to share guidance, commentary,insights, or lessons learned with your team.

In your Community, click Community Actions Add the Blog App to your Community

Click New Entry

Enter title and content (rich text), add relevant tags

If you know HTML, you can copy and paste into HTML view

Option: click on a blog post, at bottom, click More Actions, Notify Others


Examples:Share a How To

Guidance on key initiative

Perspectives on strategy

Sharing a success story

Tip: Highlight your blog post with astatus update. Include link.

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How do I create a Forum?

WHEN TO USE THIS TOOL:Use a Forum as an online discussion board or to ask a question

In your team community, navigate to ForumsClick Start a Topic

Enter Title for discussion

Add an attachment if appropriate

Click Reply to this Topic to comment on the topic

Click Reply under a specific comment, to comment on the comment


Examples:Team brainstorming

Ask a question

Debate a topic

Share team thoughts on topic

Tip: Use a Forum to pre-discuss atopic before a team call

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How do I add Bookmarks?

WHEN TO USE THIS TOOL:Use Bookmarks to share key web sites with yourteam in a community

Go to your team community

Navigate to Bookmarks

Click Add Bookmark

Enter URL and name

For persistent links you want to highlight, click Add to Important

Bookmarks

Examples:Point to key resources

Highlight key training

Tip: Keep Names short to preventwrapping in Important list

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How do I create a Wiki?

WHEN TO USE THIS TOOL:Use a wiki for team collaboration. Publish bestpractices, standards, or methods and procedures.Create content for in HTML or rich text.

Go to your team Community

Click Wiki , then Edit , or create a new page.

If you see wiki design you like, you can copy and paste

the whole page into a new wiki page.

Examples:Create repository of collateral

Create table of contents on page one

Create a community newsletter

Tip: Use tables in a wiki toorganize your information

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How do I upload Files?

WHEN TO USE THIS TOOL:Use Files to share documents with team withoutsending as attachment in email.

Tip : Get the Desktop Plugins so you can Share and

Sync your local files with copies in the cloud.

Upload files to share with individuals or communities

Go to Apps > Files to work with your Files

Click Upload a File

Add Title and Tags

Choose to share with no one, specific people,

communities, or everyone

Notes:

Upload from Profile: only you edit

Upload in Community: open edit

Set if others can share file

Upload once, post everywhere

5 GB limit

Use Folders to organize

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https://apps.na.collabserv.com/downloads

https://apps.na.collabserv.com/downloads



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More details on Files

FILE MANAGEMENT TIPS:Main features to manage your files and folders

Pinned Files: Priority files you pin to keep at top of file list so

you can easily find them.

My Files: Files you have uploaded and shared

Shared With Me: Private files shared directly with you

Sync : Offline files on your desktop or mobile device that are

automatically synced with copies in the cloud

Shared By Me: Private files you have shared with

individuals

Community Files: Files in communities of which you are a

member Tips: Use Tags to make files findable. Use

Folders to organize lots of files.

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More details on Files

INSIGHTS ON THE FILE VIEW:Understanding the details of thefile view

TIPS: Tag it to make findable. Likeit to share with your network.

Download: Put file on your hard drive.

Upload New Version: Update with new version (previous versions are retained)

Share: Control private (share with specific people) or public

Add to Folder: Organize into a specific folder

More Actions > Edit Properties : Give file a new nameMore Actions > Lock File: Prevent further edits/changes to the file or to avoid editing conflicts.

Add Comment: Add remarks or guidance on file for viewers

About this File : See how many and who has downloaded the file

Versions: See the version history (you can open any version)



Section 5Day-to-Day:How to Manage it All

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Day-to-Day: How To Manage It All

This all seems like more work….

Remember, it’s a shift… a change in how we work

Email less, use Connections Cloud more.

If you are not used to it… stick with it – it’s actually pretty easy

If you try it… you will start to have ah ha moments on value.

Start with small steps and build momentum.

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How to get startedSteps to success in working social with your team:

1. Setup your Profile

2. Add your team to your Network

3. Keep building your Network

4. Share updates on what you and your team are working on

5. Create a team Community

6. Start with Activities, Files, Bookmarks

7. Then add Blogs and Forums

8. Engage with others through Connections Cloud

9. Grow your momentum, be creative, experiment

10. Follow the 5 Tips to success

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Tip #1 - Follow a CommunityStay connected to interesting projects, announcements, anddiscussions

For Communities you belong to, go tothe Community and click Follow this

Community to get updates from the

community in two places:

Daily Email Newsletter

Updates on the homepage

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Tip #2 - Setup your daily email summaryGet a daily briefing on responses to your content and updates frompeople and content you follow

Go to Notification Preferences

Set how often you

want to be notified

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Tip #3 – Take time to glance at your home pageSee real time updates from people and content you follow

View updates from people and content you follow

See who is mentioning your name

View notifications

View items that require your response,such as To Do items in Activities

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Tip #4 – How to Search Connections Cloud

Go to Advanced Search Use tags, keywords, and names to find content1 2

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Tip #5 - Go Mobile with Connections

Engage with your team on the go….

Download the Connections Cloud mobile apps for Email, Connections Social, Meetings, and

Chat.

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http://www.ibm.com/cloud-computing/social/us/en/mobile/

http://www.ibm.com/cloud-computing/social/us/en/mobile/

https://w3.tap.ibm.com/tap/app/2851

https://w3.tap.ibm.com/tap/app/2851



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Summarizing the toolbox for ManagersIs collaboration critical to your team’s success? How do you foster the kind of opencommunication on your team that encourages information sharing, learning, partneringon projects, breakthrough thinking?

Communities

Do you ever need to find experts outside of your team to be successful on a project orwith a client?

Profiles

Do you look for places where your team’s critical skills can be put to use? Isnetworking with other teams important to your personal success? Do you want a betterway to stay current on what’s happening in your network?

Homepage

Activity Streamupdates

Do you want a way to manage projects, assign tasks and due dates and get an overallview of the project’s status – in real-time?

Activities

Do you need to more easily communicate your strategy and priorities with your team inan open space where they can respond and communicate with one another as well?

Blogs

Has your email inbox become a productivity drain filled with an unmanageable numberof notes and large attachments? Have you been in email jail in the last 6 months?

Files

Do you want to foster creativity, collaboration, and best practice sharing on your team? Forums

Do you need to co-create web documents or curate online material? Wikis

Do you want to share valuable web links for others to use? Bookmarks

Do you struggle to share information and stay current when you are traveling or can’tbe attached to the network?

MobileConnections

File Sync

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Additional Resources

Getting Started with Connections Cloud – interactive first steps to guide you

Social Business Insights Blog – insights on Social Business in the enterprise

@IBMSocialBiz – feed for info, updates, resources, studies on Social BusinessExecutive Social Academy – helping managers magnify impact & grow into social

AskJim Podcast – answering user questions on IBM Connections, 5 days a week

Where to go for help – user help, administrator help, and mobile help

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http://public.dhe.ibm.com/software/dw/smartcloud/gettingstarted/start.html

https://www-304.ibm.com/connections/blogs/socialbusiness/?lang=en_us

https://twitter.com/IBMSocialBiz

http://www.executivesocialacademy.com/

http://www.executivesocialacademy.com/askjim

https://apps.na.collabserv.com/help/index.jsp

https://apps.na.collabserv.com/help/index.jsp


http://www.executivesocialacademy.com/

https://twitter.com/IBMSocialBiz

https://www-304.ibm.com/connections/blogs/socialbusiness/?lang=en_us

http://public.dhe.ibm.com/software/dw/smartcloud/gettingstarted/start.html



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Build Your Knowledge – 5min a Day

The AskJim Podcast Answering your questions about IBM Connections, 5 days a week

www.executivesocialacademy.com/askjim

Subscribe via Soundcloud

Embed the Player in your Community

Ask a question

New 5min episodes 5 days a week

Jim ClaussenStrategy Manager Social Business CategoryIBMwww.jimclaussen.comwww.executivesocialacademy.com/askjim


http://www.jimclaussen.com/

http://www.executivesociallacademy.com/askjim

http://www.executivesociallacademy.com/askjim

http://www.jimclaussen.com/


the concise guide on how to use ibm connections cloud

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