With a well-considered plan and strategic approach, any enterprise can ensure success with collaboration. Here are best practices for addressing the processes and technologies that enable enterprise collaboration.
The challenge for IT leaders is ensuring adoption. The success of new technology depends on the satisfaction of employees who use it. With that in mind, IT leaders should:
- Survey users - Employees won’t adopt a new collaboration platform if it doesn’t meet their needs so determine the modes of communications your workforce already prefers and uses. List the ways they collaborate and the tools they use (even if unsanctioned) --- and in use to determine their needs. For example, do they just need to have a quick conversation with someone in another country? Or do they need the ability to share and mark up content in real time with a dispersed team?
- Complement what’s already in place - It’s challenging to get people to change their behaviors so choose a solution that is easy to learn and use and provides a great experience in the context of how work is already handled.
Today’s generation cut their teeth on consumer-grade tools like WhatsApp and Skype that are elegant and easy to use. This “app generation” carries these same expectations to work. And it can and will get the tools it wants if enterprise tools aren’t good enough. At the same time, companies need a greater degree of flexibility and connectivity between different technologies and across the organization in terms of support for communications and collaboration. To that end, they need to resolve their technology silos and overlaps. Doing so will reduce significant frustration and expense. Voice, text, and video are the three pillars of today’s communication experience. For all three to live up to their potential, they need to work together in harmony. The combination of voice, video, and messaging – where the different types of functionality are incorporated into a common software experience – enables an improved end user experience. An end user can group message, place voice calls, and conduct video collaboration sessions all from within the same software client. One client covering multiple interaction modes minimizes the friction that typically comes with shifting between different communications channels. Enterprise collaboration also calls upon tools that enable knowledge management, content management and the social enterprise (such as LinkedIn, Facebook for Work, Yammer, Jive, etc.). Companies must also recognize that many enterprise workers also live in CRM and other apps, while line-of-business or departmental users rely upon apps that support their specific needs, such as Zendesk for customer support. Data stored in these other enterprise applications can prove valuable when accessed by the rest of the organization. For instance, if a customer contacts the finance department about a billing issue, it might be insightful for the accounts payable rep to see that the customer has an open ticket with the support group. Within all of these apps, the ability to smoothly interact around content and move from the idea phase to the delivery of a product or service is key. To that end, IT needs to figure out:
Once the IT group has conducted its due diligence and researched and documented existing processes and needs, it’s time to put in place a thoughtful plan to displace existing tools and approaches. On a basic level, IT needs to think through how to activate the new enterprise collaboration service, which on a certain level requires them to take on the role of marketing to drive interest and buy-in. While it’s easy to think the process will be simple when the solution is in the cloud, rolling out to a larger enterprise still requires careful planning.
To that end:
- Audit to determine the types of devices that must be integrated with the new solution.
- Develop a detailed project plan, covering rollout to a small group to build internal champions, training sessions, and marketing materials for communicating the new approach.
- Think through what is being used today and how to bridge it with enterprise collaboration. The IT group may need to reimagine collaboration rather than just replace the existing technology.
- Partner with a vendor that will help facilitate adoption. The more the enterprise can partner with the vendor, the better and smoother the experience.
- Find champions to drive adoption. Identify key influencers within the company who embrace enterprise collaboration but are in groups not usually associated with technology adoption, such as HR, finance, and others. Make them part of the deployment process and tap into them as evangelists for adoption.
At the end of the day, it’s not about what communication methods the enterprise chooses, but how easily employees can move between those methods. The ability to seamlessly transition from one communication preference to another will encourage workers to use the tools available changing the way people work – for the better.