DMS Expo: Workplace 2025 -- The Reality TV Show
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The successful mobile and social workplace in 2025 will: 1) have a baseline of adequacy in the new technologies, 2) have some solid mobile and social line-of-business applications (which I describe), and 3) will address the serious inefficiencies and risks of mobile and social.
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DMS Expo: Workplace 2025 -- The Reality TV Show
- 1. 1BigData Analytics Panel-Diskussion DMS EXPO 2013Moderation Dr. Joachim Hartmann IBT@DMSEXPO Richard MedinaRichard Medina Co-Founder & PrincipalCo-Founder & Principal ConsultantConsultant Workplace 2025 -Workplace 2025 - The RealityThe Reality TV ShowTV Show
- 2. © Doculabs, Inc. 2013 The Successful Workplace in 2025 In 2025, the successful mobile and social workplace will: 1.Have a baseline of adequacy in the new technologies 2.Have some solid mobile and social line-of-business applications 3.Will address the serious inefficiencies and risks of mobile and social It’s a lot more exciting than it sounds!
- 3. © Doculabs, Inc. 2013 The Winners Do 4 Things Right 1. They focus on addressing the Fragmentation Problem 2. They establish the minimal (necessary) conditions for success with systems of engagement (SOEs) 3. They then pick and successfully implement the right mobile and social line-of-business applications 4. They focus on controlling the serious inefficiencies and risks of mobile and social
- 4. © Doculabs, Inc. 2013 #1: What is the Fragmentation Problem? 1. The Fragmentation Problem results from the explosion of SOEs 2. SOEs include mobile applications, social media, wireless access, “life splicing”, multiple BYOD devices, synching everything 3. The Problem is uncontrolled diversity, failed enterprise synching, content stored in multiple locations, multiple and varied content formats, no security control, no version control, no process control, no backup, and failed access.
- 5. © Doculabs, Inc. 2013 #2: How Do They Establish a Baseline of Adequacy? 1. They assess themselves using SOE categories. 2. They implement general baseline principles. 3. They address over-retention by dividing the monster into 2 more tractable sub-problems: day-forward information disposition and historical information disposition – Day-forward information disposition is easier – Historical information disposition is much harder, takes years, and requires a solid methodology and mix of technologies
- 6. © Doculabs, Inc. 2013 #3: Which SOE Applications Do They Implement? 1. There are 3 kinds of applications: – 1) “Pure” SORs (systems of record), 2)“Pure” SOEs, and 3) SOEs that integrate with SORs 1. The 3rd kind – social-enabled and mobile-enabled ECM applications – typically beat the other 2 kinds in ROI and controlling risk. 2. So the Winners in 2025 focused most of their attention on social/mobile-enabled ECM applications. 3. But they did so one step at a time – in Content, Process, or Participation.
- 7. © Doculabs, Inc. 2013 #4: How Do They Address the Risks and Inefficiencies of SOEs? 1. The Winners in 2025 think of SOEs in terms of optimization problems. 2. You have an optimization problem whenever you have some objectives or factors that you want to improve – but you can’t maximize them all because they conflict with each other. 3. SOEs are full of them: participation vs. quality; usability vs. security; the needs of “the business” vs. the needs of the “risk managers” – versus the needs of IT. 4. It’s all about finding and implementing many optimal compromises that let you get sufficient benefits while controlling the downside. 5. The Winners in 2025 find the right balance for each problem – and then “bake them into” the standard solutions and expected behaviors for each type of application.
- 8. © Doculabs, Inc. 2013 #4: How Do They Address the Risks and Inefficiencies of SOEs? 1. The Winners in 2025 think of SOEs in terms of optimization problems. 2. You have an optimization problem whenever you have some objectives or factors that you want to improve – but you can’t maximize them all because they conflict with each other. 3. SOEs are full of them: participation vs. quality; usability vs. security; the needs of “the business” vs. the needs of the “risk managers” – versus the needs of IT. 4. It’s all about finding and implementing many optimal compromises that let you get sufficient benefits while controlling the downside. 5. The Winners in 2025 find the right balance for each problem – and then “bake them into” the standard solutions and expected behaviors for each type of application.
Editor's Notes
- First, do a – focused, quick -- Current State Assessment of your organization’s situation, particularly with respect to ECM and SOEs – mobile, social, and the cloud. Address the ECM categories: people, process, technology, and content. There’s a solid methodology for doing this. But address and document the important SOE issues. Look for your Social Media policy and provide one if you don’t have one. (If you don’t have one, download a starter policy and tweak it.) Assess and document the important SOE categories and issues, such as: the division of labor between IT and users, the capabilities used, the configurations, the types of devices (such as smart phones, Blackberries, iPads), and the types of users and user scenarios. You’ll see lots of Fragmentation : uncontrolled diversity , failed enterprise synching , and lots of system of engagement problems. For basic ECM health these need to be managed at the enterprise level. You can tackle them while you address the Specific Applications , but these are more important than Specific Applications because the Fragmentation Problem will destroy you if you ignore it. Second, Implement general baseline principles across information silos, content formats, devices, business units, and organizations. Third, address over-retention. This is a huge problem that would have plagued us without the explosion of SOEs and fragmentation -- but it’s far worse with them. Think of email and twitter feeds, distributed repositories inside and outside of your firewalls and organizations, and so on. Organizations have been over-retaining electronic information and failing to dispose of it in a legally defensible manner when business and law will allow. It’s an issue you must address if you’re going to be letting folks seriously “engage” with Systems of Engagement. Almost all organizations over-retain but this problem is far worse for bigger organizations. So if you’re a small firm you may be in pretty good shape. But if you’re big, you may have hundreds of TBs or even PBs of information that is compounding. So you must address it to meet General Adequacy. The best way to address this monster problem of over-retention is to break it into 2 more tractable sub-problems: day-forward information disposition and historical informational disposition. Addressing day-forward over-retention is much easier to address than historical retention -- even though addressing it messes with employees’ day-to-day activities. The key is to initiate information lifecycle (ILM) practices on a “day-forward” basis first, so any new content created or saved is assigned a disposition period. Then provide employees with very clear and explicit guidance for the acceptable use of available tools for dynamic content and their associated retention periods. An example is “retain non-records for 3 years, and retain official records per the retention schedule.” Address historical content over-retention by using a defensible disposition methodology. The good news is that there’s a methodology to follow. It’ll be a long haul and you may be at it for years, but you can tackle it incrementally and you’ll start getting immediate benefits