Jordan-Webb - All Rights Reserved 1991-2004 -v7 - Page 1 Web Collaboration (around the office, around the corner, around the world) Paul Collins Jordan-Webb

Jordan-Webb - All Rights Reserved 1991-2004 -v7 - Page 1

Web Collaboration(around the office, around the corner, around the world)

Paul CollinsJordan-Webb(773) 463-2288

[email protected]

Generic for Orientations

October 11, 2005


The Value of Collaboration! There is more wisdom in crowds than in individuals

– Decision-making in modern organizations depends on

participation and consensus of diverse stakeholder groups

– These groups need better information to make quality decisions in

more compressed time frames

– Collaborative teams have the expertise, experience, information,

insight, inspiration and wisdom needed to resolve issues of

change, complexity and competition

– As more decisions are delegated to teams, it’s critical to provide

people with tools and techniques that enable them to:

• do collaborative work at convenient times and places

• produce results against the march of time


Collaborative Environments For decisions we collaborate in Meetings

– Face to face

– Teleconferences

– Video conferences

– Web conferences

A meeting is the very basic business process– Legacy (needs new concepts)

• A process we neglected when we reengineered everything else

– Perception (needs rehabilitating)

• A place where minutes are taken and hours are wasted

– Potential

• A place where distributed teams can do real collaborative work

• Collaborative work is more than broadcasting presentations


Web Meetings are not all created equally! Many organizations do Web Conferencing

– Webex, LiveMeeting, Raindance, Sharepoint, NetMeeting…

Increasing numbers also do Web Collaboration– WebIQ, Facilitate.com, GroupSystems, MeetingWorks…

Conferencing versus Collaboration?– Group A’s approach is to broadcast and observe– Group B’s approach is to engage and facilitate

WWW

Group AWeb Conferencing

WWW

Group B

Web Collaboration


WWW

Group B

Web Collaboration

WWW

Group AWeb Conferencing

Conferencing versus Collaboration? Similar at first glance:

– Both use the world-wide-web as a virtual meeting room

But different in implementation:– Web Collaboration

• Engaging/Facilitating activities and processes to resolve common goals– Interactive participation, discussion, divergence, convergence– Activities: brainstorming, prioritizing, categorizing, evaluating– Processes: Problem Solving, Strategy Planning, Risk Assessing

– Web Conferencing• Broadcasting/Observing presentations, Sharing screens & documents

– Passive participation, broadcasting, listening, limited interaction– Watching: Product Demonstration, Training Presentation– Coordinating: Status Reporting, Application Testing


Telecommunications•AT&T Wireless•SBC•Cingular

Military•Naval War College•National Defense University •Ministry of Defense – Singapore

Government Contractors•Northrop Grumman•NCI•SiloSmashers•Touchstone

Financial•Deusche Bank •UBS – Europe •Fleet Credit Card Services•Federal Reserve Bank •Merrill Lynch •Capital One – International•KPMG – International •First Data Corporation

Associations/Nonprofits/Research•America's Promise •Newspaper Associate of America•Robert Wood Johnson Foundation•Girl Scout Promise Group•Latino Consortium•Tutor/Mentor Connection

Government•Customs and Border Protection - DHS•Office of the President - Mexico •Organización de Cooperación y •Desarrollo Economicos•Wisconsin Dept of Natural Resources

Multinational Corporations •Coca-Cola•General Motors•Honeywell – Europe•Motorola •IBM•BP-Amoco Chemical•McDonald’s Corporation

Others•eBay•VeriSign, Inc•Sunrise Senior Living•Arizona Hospital and Health Care•Banner Health System•Pace Suburban Bus Company

Institutes of Learning•University of Maryland•University of Nebraska Medical Center•Universal Technical Institute •DC Public Schools•City of London University Business School•Dundee University - London •Peter Kiewit Institute•Waubonsee Community College

Who’s Already Doing Web Collaboration?


Web Collaboration Benefit # 1 Reducing time and distance as constraints to work

– We say we want project & initiatives completed better faster & cheaper

– Yet we do most of our planning and decision-making in the yellow area

– Some (but not all) collaborative work needs to be in the yellow area, but work in the yellow area costs more money and takes more time

– If we want to exploit the potential of working collaboratively in distributed organizations we must learn to work in the blue & green areas

Different Time, Same Place(Shift Work)

Different Time, Same Place(Shift Work)

Same Time, Same Place(Face to Face)

Same Time, Same Place(Face to Face)

Same Time, Any Place(Synchronous)

Same Time, Any Place(Synchronous)

Any Time, Any Place(Asynchronous)

Any Time, Any Place(Asynchronous)

Collaborative Work Modes(Johansen’s Four Square Model)


Improving the quality and timeliness of collaborative decision making, planning, knowledge capture, etc.– improving deliverable work product quality

– getting a broader base of support for decisions

– reaching out to a wider audience for participation

– allowing distributed participants to work at more convenient times

Web Collaboration Benefit # 2

Chicago, Illinois 3:00pm Warsaw, Poland 10:00pm

Phoenix, Arizona 2:00pmAdelaide, Australia 6:00am

Same Time, Any Place (Synchronous)

Chicago, Illinois Mo-Tu-We Warsaw, Poland Su-Mo-Tu

Phoenix, Arizona Mo-Tu-WeAdelaide, Australia Tu-We-Th

Any Time, Any Place (Asynchronous)X


Tangible NVA Costs

++++++___________________

Reducing decision cost and cycle time by removing non-value-added activities (NVA)

Intangible NVA Costs

+ Arranging/Coordinating/Re-Scheduling

+ Travel Time/Travel Delays + Work Deferred During Travel

+ Delayed Decisions/Analysis Paralysis + Copying/Pasting Emails into Documents + Missed Opportunities/Project Restarts

Web Collaboration Benefit # 3


Web Collaboration

We can now re-frame collaborative work in terms of how to maximize the participation of stakeholders in different times and places

Collaborative work can be organized in segments of minutes, hours and days over time when participants are available, as opposed to in full day segments when everyone is available to be in the same time and place

Conventional strategies for planning meetings do not take advantage of many of the efficiencies that are common to the 21st century workplace


Day 0 (waiting)– Planning + Budgeting + Scheduling– Logistics + Traveling

Day 1 (face-to-face, synchronous)– Kickoff + Orientation– Ideation + Organization

Day 2 (face-to-face, synchronous)– Ideation + Organization– Analysis + Evaluation

Day 3 (face-to-face, synchronous)– Phase 1 & 2 Integration

Day 4 (face-to-face, synchronous)– Exploration + Preliminary Proposition

Day 5 (face-to-face, synchronous)– Proposition + Decisions + Action Plans– Closure + Logistics + Traveling

Day N (waiting)– Transcribe/Distribute Proceedings + Review Decisions– Review Actions

Traditional Meeting Example

Sub-Groups

Sub-Groups

Sub-Groups

Sub-Groups

Sub-Groups

Conference Center

Tangible: 30-40 hrs (est) / ParticipantIntangible: 10-20 hours (est) / Participant


21st Century Meeting Example Phase 1 (face-to-face, 8.5 hours)

– Project Planning

Phase 3 (distributed, synchronous, 1 hour)– Orientation, Review Situation & Charter, Distribute Materials

Phase 2 (distributed, synchronous, 4 weeks)– Project Planning

Phase 4 (distributed, asynchronous, 4 days - Pre-work)– Distribute Materials, Draft Goals, Objectives, Vision, Notes

Phase 5 (distributed, synchronous, 3 hours)– Develop Vision, Integrate Goals & Objectives, Evaluate Process

Phase 6, 8, 10 (distributed, asynchronous, 3 days)– Individual & Small Group Assignments, Modify Notes

Phase 7, 9, 11 (distributed, synchronous, 3 hours)– Review/Develop Plan, Modify Notes, Evaluate Process

Phase 12 (distributed, asynchronous, 2 weeks)– Review Decisions & Notes, Cleanup & Modify Plan

Phase 13 (distributed, asynchronous, ongoing)– Review Decisions & Notes + Modify Plan, Evaluate Process

Synchronous 12 hrs / ParticipantAsynchronous 5-7 hrs (est) / Participant


Web Collaboration Web Collaboration is a “disruptive technology”, bringing about changes

that will cause discomfort in some folks

So far we’ve managed to survive and transition through many technological disruptions, including:– the wheel– the printing press– the railroad– the telegraph– the telephone– the automobile– the airplane– the mainframe computer– the personal computer– the internet


Disruptive Technologies Circa 1605


I Don’t Have Time for Crazy New Ideas - I have to plow my fields!



I Don’t Have Time for Crazy New Ideas - I have to go to another meeting!

3:00

1:00

11:00

9:00


5:00


SIMPLICITY DECISION / SESSION COMPLEXITY

Tele-ConferenceSupport

Presentation & Feedback

Mgmt, Staff, Team Meetings

Project Post-Mortem Reviews

RequirementsAnalysis

RiskAnalysis

Business StrategyPlanning

Brainstorming

StartingPointApplication Portfolio

HIG

HE

R S

KIL

LS

LO

WE

R

Core Work Processes

Process Improvement

KnowledgeCapture

There are literally thousands of “right” applications, and you don’t have to be a “Rocket Scientist” to implement them!

Question: What’s the “right” application for WebIQ?

Programs & Projects

Application - Very Simple to ComplexThe WebIQ environment can provide valuable support for:- single event activities (conference calls, brainstorming, prioritizing, allocating)- common repeatable processes (problem solving, project status meetings, peer assists)- high-level processes & projects (strategy planning, process improvement, focus groups)

Software Code Inspection

Answer:That depends!


Web Conferencing Model (One-to-Many)

Teleconference

Web ConferenceBroadcasting/Observing Model

Leader, Moderator, Facilitatordirects or broadcasts process

Group follows passively


Web Collaboration Model (Many-to-Many)

Teleconference

Web CollaborationFacilitating/Engaging Model

Leader, Moderator, Facilitatormanages process

Group actively engages to determine outcome(s)


Remember the Differences! WebIQ should not be confused in name or in function with

WebEx, or other Web Conferencing products such as LiveMeeting, Raindance, Sharepoint, NetMeeting, etc.

Many web meeting products talk about the concept of “Web Collaboration”, but only a few can deliver it

WebIQ is a specialized collaborative environment that delivers results in distributed processes for decision-making, strategy planning, knowledge capture, problem solving, etc.

Challenge: Will you be leading or following your competitors in collaborating on the Web?


Web Collaboration(around the office, around the corner, around the world)

Paul CollinsJordan-Webb(773) 463-2288

[email protected]

Next Steps:

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