Making sense of your digital workplace

1. Making sense of your digital workplace Sam Marshall www.clearbox.co.uk @sammarshall @ClearBoxTeam

2. “Our mission is to enrich people's lives with programmes and services that inform, educate and entertain.”

3. Digital workplace Traditional Intranet News RSS feedsEmployee self- service Extended Intranet Collaboration tools for internal teams HR Systems Policies Corporate information Phone book Internal social networks Desktop & Online Office applications Web Conferencing E-mail Telepresence Twitter feeds Instant messaging Yammer External social networks Document Management CRM ExtranetSupply chain management © IBF 2013

4. “It’s a Unix system – I know this!”

5. It’s not just the movies According to UK ONS by end of 2012 that ﬁgure was.. 21m In 2000, Forrester esAmated that by 2003 41m people in the UK would use mobile devices to access the internet.

6. So what does that tell us? We’re preIy bad at predicAng how technology will be used in pracAce Technology increases opAons for how we work, but doesn’t give us a plan We should deﬁne the principles of what maIers to people, and keep that as the constant as our digital workplaces evolve

7. 1. Work is no longer a place. Let me be productive where I choose, but respect my home life too. Working from home can lead to a 13-‐20% increase in producAvity

8. “ We need to stop thinking of work as a desAnaAon and ask ourselves: what’s the best place for me to work today?” —Dave Coplin, MicrosoV

9. 2. Manage the outcome, not the process. Trust that I’m working productively when you can’t see me, but hold me accountable for the results. Best Buy saw a 35% increase in producAvity in departments adopAng a results-‐oriented approach

10. The challenge of remote knowledge work •  Trust between employees not by managers may be the issue •  Management by results gets harder the more creaAve it is •  The onus moves to employees to ‘work out loud’ •  Introverts may need a diﬀerent approach 73% of oﬃce workers felt remote workers wouldn’t work as hard

11. 3. The digital workplace should be a pleasure to use. If it’s not as good as my digital home life, let me bring in my own solutions.

12. Does your head office look like this…

13. But your digital workplace look like this?

14. 4. Collaboration only works if we do it the same way. The best tool is the one we all use, otherwise we create digital divides to match physical ones.

15.   Trello, WhatsApp etc. Example: trello.com

16. 5. Let me be myself online. My profile is who I am in the digital workplace, and many of my working relationships may be with people I don’t get to meet.

17. 6. Learning is good for me and the company. Give me the opportunity to acquire knowledge from outside and in, and the chance to use it well.

18. MooC •  Coursera.com •  Code Adademy

19. Adidas Learning Campus

20. 7. Not everyone is an early-adopter. Give support and guidance to those that need it, but also freedom to learn by playing for the self-starters. 40% of social network users say they are easier to use than workplace soVware. 44% of employees say insuﬃcient training is a barrier to adopAng new workplace technologies.

21. Rogers’ Diffusion of Innovation Model Cost of adopAon for 2nd half can be much higher

22. Skills you might need… •  Understand cloud storage •  Apply metadata •  Use group calendaring •  Manage access control lists •  Plan audience targeAng •  Understand presence •  Manage 3rd party add-‐ons •  Understand two-‐factor authenAcaAon

23. 8. Work doesn’t stop at the firewall. Our digital workplace should encompass customers, suppliers, partners and contacts.

24. Remove the friction of context-shifting

25. 9. Everything should be geared to helping me do the work that matters. Remove the irritants like multiple logins. You know who I am – once I’m logged in I should get everywhere I need to go.

26. Things on an intranet home page Things people want from an intranet Message from CEO Quarterly results For sale & wanted My own documents Bonus calculation Rumours Lunch menu Expense forms Photos of office party Phone numbers Pictures of SVPs Stock price Mission statement Weather

27. •  hIp://archiAzer.com/projects/unilever-‐ americas-‐it-‐agile-‐workplace-‐renovaAon/

28. 10. Working relationships involve understanding each other. Let me express my views and I’ll listen to yours. 39% of “best places to work” have social intranet spaces vs industry average of 17%.

29. “Internal communicaAon is the process by which the bosses tell everyone what is happening, followed by a feedback stage where everyone can tell the bosses what is really happening.” —Guy Browning

30. 11. If I don’t like it, I can always leave.

31. The Digital Workplace Manifesto 1.  Work is no longer a place. 2.  Manage the outcome, not the process. 3.  The digital workplace should be a pleasure to use. 4.  Let me be myself online. 5.  Learning is good for me and the company. 6.  Not everyone is an early-‐adopter. 7.  Work doesn’t stop at the ﬁrewall. 8.  Everything should be geared to helping me do the work that maKers. 9.  Working relaMonships involve understanding each other. 10.  CollaboraMon only works if we do it the same way. 11.  If I don’t like it, I can always leave Download the poster: www.clearbox.co.uk/digital- workplace-manifesto

32. Digital Workplace & Intranet Framework Strategy Governance & Operation Adoption User Experience Technology & Security Services Management Communicate & Engage Collaborate Find & Share Business Applications Agile Working

33. ClearBox CONSULT IN G I N T R A N E T S | C O L L A B O R A T I O N | S H A R E P O I N T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security Formal Communication Orientation Two Way Communication Formal Collaboration Innovation Informal Collaboration Real-Time Collaboration Personal Productivity External Collaboration Find People Classify Search Business Systems Employee Services Store and Retrieve Mobile Agile Work Support Anywhere Access Physical Spaces Integration Flexibility Security Standards Robustness Accessibility Design Emotive Information Architecture Cohesion Availability Reward Acceptance Training/Coaching Steering Monitoring & Measurement Team & Resources Policy & Processes Business Goals Sponsorship Employee Needs Process Notify and Filter

34. Strategy Governance & OperaAon AdopAon User Experience Technology & Security Communicate & Engage Collaborate Find & Share Business ApplicaAons Agile Working Services Current DesAnaAon

35. Digital workplace framework – Intranet footprint Communicate and Engage Formal Communication Two-Way Communication Orientation Collaborate Formal Collaboration Informal Collaboration Real-time Collaboration Innovation External Collaboration Personal Productivity Find & Share Find People Search Store & Retrieve Classify Notify & Filter Business Applications Business Systems Employee Services Agile Working Mobile Anywhere Access Physical Spaces Agile work support

36. Don’t think of a platform in the middle of your Digital Workplace….

37. @ Design your digital workplace as a network of content and access points

38. Drivers •  Global markets •  Dispersed teams vs. silos •  Recruitment flexibility •  Employee engagement •  Floor / Field workers •  Innovation •  Connection to customer Strategy •  Knowledge work •  Work-life balance •  Work autonomy / productivity •  Freelancing •  Consumer UX Employees •  Social tools •  Cloud •  Mobile •  Broadband •  Search •  Big data Technology

39. It’s a Unix system… I know this!

40. References/Credits Original cartoons commissioned by ClearBox from: www.businessillustrator.com & Duncan ScoI (1) 13% -‐ Stanford University study hIp://www.stanford.edu/~nbloom/WFH.pdf, 20% -‐ BT case study www.anywhereworking.org/case-‐studies/ Office layout at GSK: www.forbes.com July 16th (2) 73% Stat from Ipsos MORI poll of a representaAve GB sample of 1,000 office workers. hIp://anywhereworking.org (3) Cisco Connected World report 2011" www.cisco.com/en/US/netsol/ns1120/ Old office pjoto: hIp://www.old-‐picture.com/ american-‐legacy/001/Workers-‐Office-‐ Women.htm (7) Oracle study “Enterprise 2.0: Driving creaAvity, producAvity and collaboraAon” (8) Kudos to xkcd.com (10) Digital workplace survey by NetJMC hIp://t.co/M5IsOSfF

41. sam@clearbox.co.uk www.clearbox.co.uk @sammarshall

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