Incentive transition-from-email-whitepaper

www.incentive-inc.com 1
Making the Transition From Email To
A Socially Powered
Collaboration Platform

Introduction
Implementing a socially powered collaboration platform can help improve
Though email is the predominant means of communication for most workplaces,
accelerate positive business outcomes through improved collaboration, communication
a social collaboration platform also
reinforces corporate culture and
makes accomplishing tasks faster,
increasing productivity.
“

The Future Workplace
Change Is All Around Us
will need to make a dramatic change in the workforce
Millennials grew up using social software tools, leading to
Rather than communicating in silos with information
buried deep within local devices and within personal email
accounts, this generation expects more collaborative
environments that closely mimic the social tools they already
more productive teams and businesses thanks to increased
Millennials grew up
using social software
tools, leading to very
of workplace
communications.
Organizations will need
to make a dramatic
change in the workforce
culture in order to
attract and retain
millenial workers.
communication and collaboration to be real-time and inclusive, enabling hyper-
and cross-functional communications and collaboration within their teams and

Today, however, people can come to hate email, going as far as to install blockers and
involving too many recipients, forgetting to add people that should be there, or simply
Email has also become a way of showing others when
someone has done his or her part; internal emailing has over
time become a sort of endless table tennis game in which the
Furthermore, most people routinely delete email to make
from an email discussion is lost among those deleted emails
unless someone stored it away somewhere, which is not
discussion surrounding the decision may be lost forever with
the
152 unread

Email Overload Is A Culture
What businesses need is a culture in which they can make full use of the collective
knowledge of all workers; a culture that in many ways works like a search engine on
more information, rather wanting more relevant
communication process to a socially powered enterprise platform requires a shift in
information, rather wanting more
relevant information.
“

in the social media tools most people use on a daily (if not hourly) basis in their spare
Like Facebook?
The backbone of a social network like Facebook is its status updates, its focus on
connecting friends for networking and pages to gather people around certain
from email becomes
events and activities
than reading through
The great advantage of a
social intranet that works
in this manner is that

All discussions and their respective outcomes are
captured by the network, searchable and usable for
Like Twitter?
Twitter is a loose network of people following each
decide who they want to follow, not who is
more closely together, Twitter leaves that choice to
Like Wikipedia?
make whatever changes they want to any

Like Skype?
communicate real-time through either text or video is a useful feature for those fast
decisions and questions that are directed to a small number of people and need
Like Google?
engine that would reveal the complete historical record of knowledge and insights
intelligent search can enable easier and faster“

The Incentive Way
All of these well-known and loved social and internet-based
platform are driven by two very distinct core values focused
on creating a social business software solution:
1. Keep everything searchable from a single search entry,
2. Keep everything private and secure, and distribute it on
Instead of building an
information structure that
relies on folders or a tree-
view, companies should
try building a Google-like
structure that relies on
hashtags (tagging) and
search terms.
Communicating
Share Ownership
Rather, departments should share ownership in discussion spaces, such as

Create A Personal Google
Instead of building an information structure that relies on folders or a tree-view,
Let The Network Do The Job
information that is rarely used will quietly sit there, completely indexed, until
The social collaboration software solution will index the information and remember
Stop Internal Emailing
Initially, people might not be ready to completely give up email and want to go back

Instead of banning email all at once, companies can try establishing email-free
days of the week and let people discover the advantages themselves, then slowly
Encourage Discussions, Not Statements
Managers are often used to giving directions rather than asking questions and
Instead of broadcasting statements, enabling conversations around questions can
Encourage People To Answer To The Best Of Their Ability
someone directly to get their opinion on something is a way to help people do exactly

particular topic, managers should describe them as an expert or at least experienced;
Encourage People To Edit Others’ Information
good social collaboration software keeps track of changes in case something goes
others and solving problems.“

Create A Social Collaboration Software Policy
A social collaboration software policy gives useful
whole reason for a policy is to make people less afraid
Right Way
The transition to a more social business can seem
Rolling out social
collaboration software to
a smaller group may give
companies the chance
to discover who they are
and study how they are
other users in order to
repeat this throughout
the deployment to the
full organization.
Start With A Small Group Of Enthusiasts And Grow
Rolling out social collaboration software to hundreds of people at once is doable,

Let Enthusiasts Shine
social collaboration software to a smaller group may give companies the chance to
Resist The Urge To Control
Don’t Tell People What To Communicate In Detail
A social collaboration software policy should be there to help coworkers relate to
Let People Make Decisions And Remove The Fear Of Mistakes
to progress is through mistakes, by encouraging a culture of being proactive and
removing the stigma and fear of making
that encourages people to try, rather
than discouraging them from making

Transparency Behind A Firewall
Only Keep Secret What Needs To Be Kept Secret
Use Privacy Carefully
Make Sure Time-challenged Departments Are Early Adopters

Bring Management On Board Last
With social collaboartion software,
repository grows quickly into a
treasure trove of useful information
a personal Google about the
company’s own world
“

Get Started with a Free Trial
Incentive is a complete socially powered enterprise
collaboration platform with tools for social networking,
get started with a free trial, visit:
The trial version of Incentive provides the full suite of
After that, enterprises can purchase as many users as
The Incentive platform
seamlessly integrates
with your current
the way you collaborate
and share information.
empowered workforce
and more positive
business outcomes.
Assemble A Core Group
Just Start Collaborating
Really, there is no better way to
Keep an eye out for more information that explains, inspires and shows how social
tips at

Incentive transition-from-email-whitepaper

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