Engaging Teamwork in an Agile Workplace: Collaboration
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Session: Engaging Teamwork in an Agile Workplace: Collaboration Presenter: Sean O'Neill, Collaboration Sales Specialist Date: October 6, 2015
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Engaging Teamwork in an Agile Workplace: Collaboration
- 1. Sean O’Neill Collaboration Sales Specialist October 6th, 2015 Collaboration Canada Engaging Teamwork in an Agile Workplace
- 2. Collaboration Breakout Sessions Session Title Session Time Presenter Opening Remarks & Keynote 9:05 am – 10:00 am Ron Gordon Engaging Teamwork in an Agile Workplace 10:35 am – 11:35 pm Sean O’Neill The Blueprint to Better Collaboration 11:40 pm – 12:40 pm Robert Bouchard Reimagine Collaboration 1:50 pm – 2:50 pm Robert Bouchard Come play in our Sandbox 2:55 pm – 3:55 pm Cisco Collaboration Team World of Solutions, Cocktail Reception, & Prize Draws 3:30 pm – 5:00 pm See you there
- 3. Agenda • The New Era of Collaboration • Agile Enterprise • Making Collaboration Simple • How Team Work is Changing • Apple-Cisco Partnership
- 4. The New Era of Collaboration
- 5. A “one size fits all” approach has failed the modern agile worker Our existing tools and processes work just fine Not for us
- 6. The act of people working together to reach a common goal. Collaboration
- 7. • Most employees are better at individual performance than team performance Collaboration Is Challenging Complex, evolving team networks Increase in non-routine work that requires team decisions Disjointed tools, inconsistent experiences
- 8. How Does Your Collaboration Solution Address These Challenges Business Imperatives We need to become more agile and responsive in the face of increased competition and a faster pace of change We need to innovate, expand into new markets, and grow revenue We need to cut costs and increase operational efficiencies
- 9. Today Interdependent work Flexible, self-regulated agile teams Team from anywhere Work with employees, partners, and customers Past Individual work Fixed, long-term teams Teams in the office Work mostly with employees The Way We Work Has Changed
- 10. User Behavior Transition Yesterday Today Consumerization of IT and BYOD and BYOA Consumer ease-of-use apps for teams “Bring your own collaboration”
- 11. Collaboration solutions must adapt to the realities of the Agile Era People are working differently Places where people work are changing Networks continue to evolve
- 12. People are working differently Places where people work are changing Networks continue to evolve Collaboration solutions must adapt to the realities of the Agile Era Highly mobile and app centric Small self-organized teams Time shifted work schedules Demand for personalization, flexibility, and visual interactions Employees are transitioning more frequently across more locations Growth of open office layouts and shared spaces Information exchange through multiple digital workspaces Collaboration across and beyond corporate boundaries Applications available from a combination of clouds Multi-layer security imperatives Software defined networks
- 13. Shift to Pervasive Team Collaboration WORKSTYLES & COLLABORATION TOOLS Pervasive Team Collaboration Persistent Conversations Small Teams Time Shifted Collaboration Rapid Iteration Conferencing Audio, Video, Web Structured Meetings Real-Time Share Content Unified Communications Phones, Video and IM Real-Time Messaging and Calling Cisco Collaboration Cloud 1:1 Teams
- 15. Complexity Prevents Growth The question remains, how can we bring all these people and variables together to share information and collaborate as if everyone was in the same room? They may use different types of devices. People may join from different locations and work environments. The number of people joining a meeting can impact the collaboration tools needed, and adds many variables.
- 16. Simplicity Creates Growth Our portfolio makes collaboration easy. Our products work better together. We provide a consistent experience and a common way of managing, deploying, and provisioning products and technologies. Making collaboration simple helps your organization grow. Cisco® Collaboration
- 17. How do I connect everyone together? In one meeting? Let’s Meet What devices will be used? How many people in my meeting? Where is everyone joining from?
- 19. How Team Work is Changing
- 20. Unlimited virtual rooms Introducing Cisco Spark Persistent and secure messaging and file sharing Face-to-face meetings with screen sharing Superior business-class experience Making Teamwork Simpler. An app that instantly creates a place for teams to work together, where their work can live, and a way to stay connected to it all
- 21. Find and Connect Immediate find and connect with key individuals to get things done fast Structured Conferences Disseminate critical information to broad set of participants in many different places Team Collaboration Self organized work spaces for ongoing iteration and teamwork We Collaborate In Many Different Ways
- 22. Solutions for a Bimodal IT World According to Gartner: • By 2017, 25% of organizations will have introduced formal bimodal UCC programs. • By 2017, 25% of major UC vendors will have introduced offers that incorporate bimodal methodology to enable easier adoption of targeted functions by groups outside of IT. Mode 1 emphasizes reliability, quality, ubiquity and security. Mode 2 is exploratory; it emphasizes agility and responsiveness to employee and workgroup needs.
- 23. Mode1: Jabber Mode 2: Spark • Leverage Presence to find and connect, helping individuals get stuff done fast • Real-time media escalation; central experience in Cisco’s end to end UCC platform • Company-wide access granted via Cisco UC licensing models • Key strategic product with strong UC market track record and recent feature upgrades • Lightweight cloud-based team collaboration app combining persistent messaging, file sharing and meetings • Simultaneous blending of synchronous and asynchronous workloads enabled by a new cloud-based service • Workgroups and individuals can easily trial/purchase to get started immediately • Complements existing portfolio by servicing new use cases with planned integrations for investment protection Mode 1 and Mode 2 together accelerates customer time to market, affordability, and user satisfaction
- 24. Cisco Spark Integration to other tools
- 25. • Cisco Spark Client x-launch WebEx app • Create Room from Calendar “Slurp” Spark and WebEx Integration
- 26. Cisco Spark and WebEx T30 • Hosts can now automatically create a Cisco Spark room after any WebEx meeting to easily keep the teamwork going • The Spark room is populated with the meeting participants and the meeting title
- 27. Cisco Spark Use Cases Project managers use it as a place to kick off, follow up, and review progress Functional teams work in a more personable and flexible way that suits their agile work style Customer-facing teams share best practices and build a knowledge base on diverse topics Product development teams create discrete topic-based rooms to stay more organized while balancing multiple initiatives at the same time Marketing and design teams work faster with external vendors when it’s this easy to get everyone together Event-focused teams communicate and share updates more effectively while mobile
- 28. Recap Be the next agile enterprise Cisco makes collaboration and teamwork simpler Try Spark for yourself and give us feedback Start a trial at your company
- 30. iOS dramatically better on Cisco networks Enterprise voice integration with iPhone Seamless collaboration for mobile workers
- 31. Carrier network PBX Telco switch Telco switch LAN Corporate WAN Cellular Current telephony environment
- 32. PBX Telco switch LAN Corporate WAN iPhone integrated with enterprise voice VoIP Internet Cisco Collaboration Cloud
- 34. Key Takeaways
Editor's Notes
- What is collaboration? One broad definition is that collaboration is the act of people working together to reach a common goal. The common denominator is that people are at the center of collaboration. Collaboration could not happen without people. How do you define collaboration? Who are involved in collaborative activities in your organization?
- When employees need to navigate around a complex web of technology in order to interact with a growing number of internal and external teams, it can hinder productivity and increase frustration. And this type of collaboration isn’t just for people who are considered “knowledge workers.” As work becomes more interconnected, employees who were traditionally considered “task workers,” such as contact center agents, need to collaborate more. More and more, they are working on projects that require team decisions. And they need to do this with a mix of disjointed tools and devices, over different kinds of media, that may not provide a consistent experience. For example, someone working on a mobile device might have different tools, interfaces, or features compared to someone on a desktop computer. The unfortunate reality is that right now, we work better alone. Employees are better at individual task performance than team performance, a fact supported by CEB. So it’s more important than ever to help employees work better together to do more with less. According to recent CEB research, traditional productivity factors, such as process automation and offshoring, are reaching the point of diminishing returns. To stay competitive and meet their shareholder commitments, executives and managers believe they need at least 20 percent more performance from their employees. In fact, half of business unit profitability is related to how effectively employees collaborate.
- Here are some business imperatives we have heard from collaboration buyers recently: Reduce costs Increase efficiency of operations Grow the business—either with new solutions or by expanding to new markets Improve customer satisfaction and client intimacy Become more agile Win in an increasingly competitive market (for customers and for talent) These are just some of the top business challenges a customer may be facing today. Based on your customer relationship you may be able to add to this list or ask for them to discuss others. Ask how collaboration solutions are addressing these (or not) today. Leaders across the globe agree: Collaboration is integral to addressing business imperatives. You need to consider your collaboration investments in the context of those imperatives to determine what additional investments you’re going to make going forward.
- While collaboration plays a major role in top down business planning, the rise of the agile/responsive worker is underway and is/will have an imminent impact on your business. (NOTE: reference major news outlet articles below for validation.) These workers are operating in flatter, self-governed structures. They coalesce instantly into teams with people inside and outside an organization, and work with those colleagues from anywhere. This helps them react faster, complete deadlines in a shorter timespan, and juggle multiple project requests simultaneously. They are often breaking down organization silos and hierarchies, and moving faster than the pace of their company as a whole. We’ll discuss the impact of this on collaboration strategies in the next slide. Ask: Can you identify individuals/teams that are working in these ways at your organization? Consider the following: In the past, we did a lot more individual work. Today, our work has become far more interdependent. 67% of employees report an increase in work requiring active collaboration. (The Future of Corporate IT, 2013: https://cisco.box.com/s/qhq0pbrrsnqzo7eqms21 ) Many of us were part of a fixed, long-term teams. Today, the teams are far more flexible and agile. For example, the old way may been a multiyear strategic plan with stable reporting lines. Today, many organizations are involved in quarterly strategic plan revisions with fast-changing, matrixed reporting lines. In fact we are seeing more flash teams that are self-forming, short-lived, and focused on point-in-time initiatives. And we used to all work in the same office. Today, people are working from anywhere. 9-5 cubicles are going away. 59% of U.S. employers offer full-time telecommuting options. Society for HR Management, 2014 Almost 25% of employees are either remote or mobile workers. Frost & Sullivan, 2014 U.S. employers offering ad-hoc telecommuting increased from 45% to 54% between 2009 and 2014. Society for HR Management, 2014 It’s also no longer about just working with employees. A lot more work requires active participation amongst employees, partners and customers. 65% of employees indicate they must manage external stakeholders (i.e., outside their company) to perform their work. (The Future of Corporate IT, 2013: https://cisco.box.com/s/qhq0pbrrsnqzo7eqms21 ) 53% of CEOs in outperforming organizations partner exclusively for collaborative innovation, IBM CEO Study, www.ibm.com/ceostudy2012 31% to 33% of organizations are developing mobility strategies and policies to support communications with partners and suppliers. “The Expanding Role of Mobility in the Workplace,” Forrester, February 2012 [ASK AUDIENCE] How has your company’s work environment changed in recent years? What trends do you anticipate in your work environment? Additional reference articles: http://www.nytimes.com/2015/01/26/technology/why-apps-for-messaging-are-trending.html?_r=0 http://www.nojitter.com/slideshows/240169409/the-email-killers-10-cloudbased-team-collaboration-tools?pgno=1 http://www.nojitter.com/post/240169340/addressing-the-problem-with-email-at-long-last http://www.nojitter.com/post/240169507/will-unified-communications-be-eaten-by-messaging http://www.nojitter.com/post/240169423/are-we-wasting-money-on-uc http://thenextweb.com/opinion/2015/02/13/wow-slack-got-big/ (Note: For more stats, refer to the Stories by Collaboration Use Cases)
- A major part of what’s fueling the shift in the way we work is the way we now use technology in the workplace. Years ago we saw a trend called BYOD, which eventually gave way to BYOA because of the ease of access to applications on those devices. As users demanded more access, IT departments delivered solutions to manage and secure the experiences. E-mail and calendaring solutions were first, and then users started to request access to more of their content and work. Now, the next wave of apps are coming to the workplace. With the same ease that we can message, talk and share in our consumer lives, new apps are fostering simple team-focused collaboration experiences that broaden information sharing and communication across multiple people inside and outside an organization. And adoption is primarily driven by the agile workers/teams we discussed in the last slide. However, while these apps provide easy-to-use consumer-grade experiences, they often trade security and manageability that IT teams require. Ask: Have you been seeing this trend in your organization? How are you addressing it?
- Collaboration solutions and our customers strategy must adapt to the realities of the Agile Era. People are working differently. The places where people work are changing. Networks that we use to connect are continuing to evolve. [Click to Build Next Slide]
- [CLICK] People: It used to be about big teams and big projects. Now it is small agile teams working in a time shifted manner, on a short deadline. The next generation of employees are digital natives. The expectation is that the technology is simple and easy to use, just like their smartphones and mobile apps. They demand the same simplicity at work. [Click] Places. People are no longer tied to a single desk, they are constantly on the move. They want the flexibility to work from anywhere / anytime. With this flexibility comes an expectation for continuity of work as people transition between places. They expect premium Collaboration experiences everywhere. Whether it is the office, a conference room, a shared space, their home, or even a coffee shop. [Click] Networks are evolving. Applications reside in many different clouds and can be accessed from many different networks. This forces our customers to think about security differently. Software defined networks enable our customers to intelligently deliver, secure, and control experiences. Only Cisco can provide a comprehensive collaboration solution, combined with network intelligence, to deliver the capabilities required to be successful. At Cisco, we have a successful track record of identifying market transitions. Collaboration is at an inflection point - We saw it coming, and we have been preparing for over the last three years. We are ready and we are All-in!
- As companies make the journey towards becoming an “Agile Organization”, we expect to have individuals and teams at various stages of adopting new work styles and Collaboration tools. With this in mind, it's critical that we provide choice and flexibility in the Collaboration tools that people use to get their jobs done. Collaboration isn't a one-size-fits-all world. Unified Communications is well suited for 1:1 communications that is centered around real-time voice, video and instant messaging. Converged audio, web, and video conferencing is perfect for meetings with large and mid-size groups where the primary objective is content sharing and information dissemination Pervasive team collaboration incorporates the characteristics of all the other solutions, but is centered around smaller teams that need the combination of time shifted collaboration, rapid iteration, and instant escalation to real-time collaboration. At Cisco we have been on a three-year journey to deliver and simplify all of these experiences - and our Collaboration solutions just keep getting better. [Build] Logos With rapid iteration as a requirement, Cisco is leveraging the cloud to deliver new capabilities and tie them together with existing premise solutions for a seamless world class Collaboration experience.
- It seems like everyone these days are talking about making things simple. The trick is about making things simple even when what is really happening in the back end is really hard to do INSERT SIMPLE EXAMPLE – (Presenter – provide anecdote about how Spark is making collaboration simpler for you and the teams you work with – relay a personal story).
- What’s the Net Impact? For BOTH Business/IT decision makers AND for end users, one thing is a fact: Complexity Prevents Growth. It affects how we work together, which has a down stream ripple effect on BOTH top-down business strategies and bottom-up end user preferences. Consider: Think about how many people we work with and meet today. They have many devices, they have many applications and collaboration tools . Some work based. Some personal. And some they use for both. People have many ways of communicating and collaborating. With all of these options, users need to determine how many people will be in their meetings, figure out where everyone is joining from, determine what devices will be used and the questions arise…How do I connect everyone together in one meeting? How can we share information real time as if we were all in the same room together? A user shouldn’t have to think that much about how to collaborate they should just be able to do it! And that also stands true for IT professionals deploying and managing the technology as well – It shouldn’t take days and weeks to get conferencing and UC systems up and running. So we thought about how we can help get rid of all of this complexity. When you bring all of these tools, software, screens and apps together there has to be commonality across them all. The experience needs to be integrated, consistent, seamless… And delightful. Lets face it, no one wants to learn how to use different interfaces, menus and piece things together on their own. That is definitely NOT simple. INSERT ANOTHER EXAMPLE OF A COMPLEX EXPERIENCE Because one thing that is clear is complexity prevents growth.
- We have done a lot of work both in the simplification of our portfolio, but also making sure our products and technologies work better together - with a common way of managing, deploying and provisioning them. We take advantage of a common architecture to make deployment models transparent to the user. But easier for the IT manager. Making deployment models of any flavor: on-prem, hybrid, cloud- available to anyone while still providing a cutting edge, enterprise class experience no matter what the size of the organization is. Ultimately when it comes to collaboration, it’s not about IT checking the box and saying “IT deployed something.” It is about creating immense business value. It is about helping lines of business solve business problems. And by making experiences and deployments simple you can really get value from what you have deployed because people will willingly adopt the technology. A great example of how simplicity drives growth: Think back to the video conferencing experience even 10 years ago at Cisco– there is a big difference. Video Conferencing went from a good enough, rather clunky experience to one that has exceeded all expectations and evolved to a one touch conference system it is today with unmatched audio and video quality. By making video conferencing simple to use with a no compromise collaboration experience, Cisco has seen a huge uptake in the adoption rate of our video conferencing systems . This is a great example of how focusing on experience first and making things simple to use has increased adoption exponentially and ultimately created growth for companies that have deployed these systems. Insert other examples – e.g. new Collaboration Meeting Rooms integrated conferencing experiences, new WebEx interface, updated Jabber features across platforms, etc. This is the bottom line – collaboration must be simple and must mean something to the associated business process. When this happens, it paves the way for you to reach your untapped business potential.
- REALLY connect everyone at one time, in one “place”? This is what it is like to plan a meeting – and that doesn’t take into account anything else like agendas, action items, etc. My point is that the act of meeting shouldn’t be a challenge – it should be easy to bring people together to collaborate – And do it quickly, easily, efficiently.
- BUT that’s not enough… In the not too distant past, joining WebEx was less than ideal. Why? The links were unique to each meeting; hard to figure out how to connect and use all the features. Video was a 2nd or 3rd class citizen… it was a manual join… lots of numbers… confusing. Humans take the path of least resistance… always… and will do whatever is easiest. That’s a problem we needed to solve.
- In November 2014, Cisco continued its mission to make collaboration simple by launching a new initiative to improve the way teams worked together. The initiative was called Project Squared and it was introduced as a global trial to better address the needs of agile teams and agile enterprises. It was based on the fact that easy-to-use, mobile-centric solutions are integral to the way we run our personal lives, and that we need solutions like this in the workplace in order to make collaboration experiences even more compelling and familiar. Ever the thought leader, Cisco wanted to bring this type of technology to work in a different and better way. So we built the Project Squared experience around virtual “rooms” where users could not only send persistent messages, but also share files and have face to face meetings. This gave agile teams a place to quickly coalesce together with all the things they need to make progress, faster. After numerous suggestions, feedback logs, and observations, Cisco is set to embark upon the next phase of this journey with Cisco Spark. Product Walkthrough Cisco Spark instantly creates a place for teams to work together, where their work can live, and a way to stay connected to it all. It’s easy to get and use so that people – colleagues, business partners, anyone – can make progress together, fast. Users create rooms for persistent and secure messaging and file sharing so that teamwork is always accessible anytime and from any device. Video calling and face-to-face meetings with screen sharing help accelerate decision making in the moment. Trailer When you remove the technology from collaboration and put creative people together, you watch sparks fly. This is Cisco Spark and we are just at the beginning. We’re on a mission to make collaboration and teamwork simpler so you can do your best work together. Key Features Securely send messages and share files in rooms that can include anyone working on a particular initiative Connect your mobile calendar and contacts to make it easy to add people into rooms and join meetings while on the go Preview files instantly in high quality to get to the important information fast Start a face-to-face meeting with screen sharing to accelerate decision making Participate from a mobile device, computer, or even a browser for anywhere, anytime collaboration Support for end-to-end content encryption so that so that only the intended recipients can read shared messages and files Enable users* to control who can add others into rooms so that messages and files can be limited to the right people Use a new administrative portal with Single Sign-On, directory sync, analytics, and more *Part of the Cisco Spark Message subscription The rest of this presentation will describe how Spark works, key customer use cases, how you can acquire it for your users, and the steps we’ve taken to enable a superior business class experience for your organization.
- Any team that has to balance multiple initiatives at once, and work simultaneously with a diverse set of colleagues both inside and outside an organization, is a potential Spark usage candidate. From feedback and customer stories, we’ve identified a few specific functional use cases to help you envision how your teams can get the most out of this tool. Following are some sound bites from IT admins and end users that provide more specific examples of how people are excited about bringing Spark into their organizations: “The information in a Spark team room provides the context for the conversation. Outcomes have improved, and meetings that used to take an hour now take 20 minutes.”— Senior Product Manager, tech company “When I saw Cisco Spark I said ‘That’s what I want: a cloud-based platform with a simple user experience to bring about collaboration within the community.” — CEO, services organization “I work on a lot of projects that have a lot of third parties involved and I’m excited about Spark because it will pull us all in together into one space where we can work faster. I’m also excited about the document sharing and real-time feedback from people outside of our company.” – PR/Marketing Professional “Putting all forms of collaboration into one space instead of having disparate sources of communication is very exciting to me” – CTO “I can see this app working well for us because no matter where we are, we can always feel like we’re in the same room” – Project Manager If your customer is interested in viewing some first-look reactions to Spark by end users, visit: http://blogs.cisco.com/collaboration/sparking-collaboration-at-sxsw
- Presentation Guidelines: For purposes of delivering a unified message with consistency for both companies, please do not alter this presentation in any way (this includes changing the copy and images, and rearranging/adding/deleting slides). Please do not send this presentation to any customer, post the presentation on any external website, or talk about it on social media; presentation must stay in possession of the presenter. Audience: Intended audience are enterprise clients and customers of Cisco and Apple who express an interest in the partnership. Intended stakeholders are executive leadership and LOB decision makers. Presentation Time: Approximately 40 minutes
- We have looked at three areas of critical importance for organizations that want to use mobility to transform their business, and discussed how the partnership between Cisco and Apple can help. The results of the collaboration between these two class-leading companies will lead to: iOS devices performing even better on Cisco networks Tight integration between iPhone and enterprise voice systems running on Cisco’s collaboration services Seamless meeting collaboration for mobile workers on iOS devices, regardless of location
- Currently cellular phones route their calls through the carrier network, while desk phone calls within an enterprise are routed through an internal PBX before reaching the external network. The PBX enables critical enterprise functionality for the desk phones.
- iPhone integration with the Cisco Collaboration Cloud will allow workers to use VoIP to connect to the company’s PBX. This will bring significant cost savings by routing mobile calls over the corporate network. It will also remove the need for many users to forward calls from their desk to mobile numbers, or leverage additional apps that allow connectivity to business features. This context switching prevents users and IT from realizing the benefits of mobility. By making the experience more integrated, Apple and Cisco will remove user adoption barriers and unlock additional collaboration services for employees on the move.
- Thank you for your time.