A presentation about an integrated collaboration strategy, including SharePoint, and the tools and norms that make it work. Presented at SharePoint Saturday 9/21/13.

1. Mike Gilronan
SharePoint Practice Director
McGladrey, LLP
mike.gilronan@mcgladrey.com
@mikegil
What Goes Where
Rules of the Road for Microsoft Social and
Collaboration Technologies

2. What Goes Where
Rules of the Road for Microsoft Social and Collaboration Technologies
SharePoint Saturday New Hampshire
21 September 2013
Mike Gilronan

3. What We’ll Cover
• Collaboration Tools
• Amplifiers, Hurdles, Simplifiers
• How to Chooose
• Action Plan

4. Definition of terms
• Collaboration (def.) – People working with other people toward a
common outcome. (M. Sampson, “Collaboration Roadmap”)
• Communication is different from, but essential to, collaboration.
Flickr photo courtesy of jovike: http://www.flickr.com/photos/jvk/19894053/

5. Why Does This Matter?
• World is:
• Smaller
• Flatter
• More Complex
• More Connected
• Collaboration is more important than ever, but still done badly.
• “We built it and they didn’t come.”
• “The business” and IT don’t agree
• Business factors and human factors are not supported enough
• Plenty of “People-Ready Software,” not enough “Software-Ready People”
Flickr photo courtesy of Eric Fischer: http://www.flickr.com/photos/walkingsf/6858366278/

6. About the Presenter -- Mike Gilronan
• SharePoint Practice Director
• Former (“recovering”) CPA
• 20+ years consulting and
professional services experience
• ERP and CRM
• Collaboration and KM
• Business Analysis, Training, Project
and Practice Management
mike.gilronan@mcgladrey.com
617.241.1102
@mikegil
http://mikegil.typepad.com/
Knowledge Mgmt
SharePoint
Project Mgmt
Financial
Mgmt

7. Background – Narrative Arc
-- partner-owned, large, complex, global, professional services
-- family-owned, hyper-growth, global, product and services
-- VC-backed, hyper-growth, national, product and services
-- closely held, slow growth, local, services
-- closely held, fast growth, regional, product and services
-- partner-owned, large, complex, global, professional services

8. Unindicted Co-Conspirator

9. About YOU -- Objectives
• Introduction:
• Organization
• Role
• Types of Teams
• Types of Content
TO TELL ME ABOUT
YOURSELF

10. Microsoft’s Collaboration Story (-
ies)
10
More
structured
Less
structured
Asynchronous
Synchronous

11. What it Means
Photo source: Wikipedia

12. Tools for Communication and
Collaboration

13. F2F (Face-to-face) Communications
• Born: Time immemorial
• Peak: pre-Guttenberg (c. 1450 AD)
• Claim to Fame: the gold standard for collaboration
• Strengths: highest trust, context, verbal + non-verbal, real-time
interactive feedback
• Weaknesses: highest cost, travel, real estate, not persistent
Flickr photo courtesy of MDGOV: http://www.flickr.com/photos/mdgovpics/7658177776/sizes/l/

14. (Hand-) Written Communication
• Born: ~3,500-2,900 B.C. (Phoenician, Sumerian, Egyptian alphabets)
• Peak: pre-Industrial Revolution (c. 1870s, when typewriter and
mimeograph were invented)
• Claim to Fame: Shakespeare, U.S. Constitution, early Bibles
• Strengths: personal, hand-crafted, durable
• Weaknesses: time-consuming, slow
Flickr photo courtesy of sure2talk: http://www.flickr.com/photos/finlap/213926774/sizes/o/

15. Telephone
• Born: 1876 (A.G. Bell patent)
• Peak: 1950s-1970s
• Claim to Fame: Cuban Missile Crisis, Watergate, Batman
• Strengths: real-time interaction, with inflection
• Weaknesses: (usually) no record of conversation, requires
synchronous availability
Flickr photo courtesy of pds209: http://www.flickr.com/photos/paulsedra/9733167606/
Fun fact: When was the Fax machine invented?

16. Telephone
• Born: 1876 (A.G. Bell patent)
• Peak: 1950s-1970s
• Claim to Fame: Cuban Missile Crisis, Watergate, Batman
• Strengths: real-time interaction, with inflection
• Weaknesses: (usually) no record of conversation, requires
synchronous availability
Fun fact: 1843, by Alexander Bain. First commercial
version in 1861 by Giovanni Caselli, at least 11 years
before invention of workable telephones.
Flickr photo courtesy of pds209: http://www.flickr.com/photos/paulsedra/9733167606/

17. E-mail
• Born: 1970s (ARPA), 1990s (commercial)
• Peak: 2000s
• Claim to Fame: Eliot Spitzer, Enron
• Strengths: Simplicity, ubiquity, (relative) permanence, asynchronous,
attachments, ubiquity, choice of devices
• Weaknesses: (Relative) permanence, spam, reply: all, poor filtering,
bad habits, storage, channel vs platform
Flickr photo courtesy of xJasonRogersx: http://www.flickr.com/photos/restlessglobetrotter/2660204217/

18. Network File Shares
• Born: 1980s (Novell, etc.)
• Peak: 1990s-2000s
• Claim to Fame: $22B local company (focused on storage)
• Strengths: Ease of use, security, integration with directory services
• Weaknesses: Require IT admin, no metadata, weak search,
hierarchical

20. SharePoint
• Born: ~2001
• Peak: 2010-2013
• Claim to Fame: Fastest MSFT product to $1B
• Strengths: Platform of productivity tools, empowering content
owners
• Weaknesses: Bad IA, bad governance, bad adoption, limits
to/complexity of external sharing

21. Enterprise Social Platforms
• Born: 2000s
• Peak: Yet to come?
• Claim to Fame: “Enterprise 2.0”
• Strengths: Transparency, connectedness, serendipity, searchability,
data exhaust
• Weaknesses: Emerging norms, mobility, fragmentation, governance

22. Frameworks for Assessment

23. How Do I Choose?
• Preferences and styles
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

24. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

25. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

26. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

27. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

28. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
• Don’t forget face-to-face meetings (with a purpose!)
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

29. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
• Don’t forget face-to-face meetings (with a purpose!)
• Create synchronous and asynchronous venues
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

30. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
• Don’t forget face-to-face meetings (with a purpose!)
• Create synchronous and asynchronous venues
• Track progress
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

31. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
• Don’t forget face-to-face meetings (with a purpose!)
• Create synchronous and asynchronous venues
• Track progress
• Use alerts!
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

32. How Do I Choose?
• Preferences and styles
• Multiple ways to connect
• Delineate between core team and broader stakeholder needs
• Build on comfort to add new capabilities (with clear objectives)
• Consider how team members will reach out, and for what purpose
• Don’t forget face-to-face meetings (with a purpose!)
• Create synchronous and asynchronous venues
• Track progress
• Use alerts!
• Provide feedback, revisit what’s working/not working
Flickr photo courtesy of earthworm: http://www.flickr.com/photos/earthworm/4565061206

33. Tools and Techniques – Team Norms
• Arrival times: early? late OK? Call
first?
• Working hours?
• Expected availability on IM?
• Turnaround time on email and
voicemail?
• Number of exchanges on e-mail
before a phone call is made?
• Rating content?
• Use of BCC? Reply: All?
• Totally transparent meetings?
MOST IMPORTANT:
• What are consequences for breaking
these norms, and who enforces?

34. Sample Team Communication Planning Matrix
Objectives Audience Media Timing Content Creator Content Approver Other
Publish definitive
RFP documents
RFP Response
Team
Publish PDF documents to
RFP Response Team
Portal
Outset of RFP
response
process
RFP Response
Team Lead
RFP Response Team
Lead
Consider Office 365 for ease of
external collaboration (external
sharing must be activated at site
collection level by Farm Admin)
Coordinate
activities each day
RFP Response
Team Conference call Daily
RFP Response
Team Lead
RFP Response Team
Lead
Call notes should be disseminated to
team at close of call
Review
deliverables prior
to submission
RFP Response
Team
Web conference to
review documents that
are stored in portal and
version-controlled
Prior to
submission of
deliverables
RFP Response
Team Lead
RFP Response Team
Lead
[Adapted from “Leading Effective Virtual Teams,” by Nancy Settle-Murphy, used with permission]
Tools and Techniques – Communications
Plans

35. Go Forth…
• Listen to your teams
• Document your norms
• Build your plans
• Deploy your tools
• Govern your processes
• Measure your results
• Listen to your teams.

36. Bibliography and Follow-Up

37. Wrap-Up
• Q&A
• Giveaways
• Thank you to SPSNH and our generous sponsors!
Flickr photo courtesy of redstamp: http://www.flickr.com/photos/redstamp/3425825517/
All Flickr photos used with permission under Creative Commons license.

38. was made possible by the generous
support of the following sponsors…
And by your participation… Thank you!

39. Be sure to fill out your eval form & turn
in at the end of the day for a ticket to the
BIG raffle!
Join us for the raffle &
SharePint following the
last session