Steven Westwell’s blog

My outlook on a few things of interest to me, and hopefully you.

Posts Tagged ‘Collaboration’

Unified Communications: Choosing the right method of communication

Posted by Steven Westwell on April 1, 2008

Synopsis

Nothing causes me more psychological pain in the morning than the outlook status message “updating inbox (3.35mb)”. On the up side this grants me the time to go get myself a coffee and some breakfast.

The last thing I want to do is wait for 20 minutes or more whilst outlook downloads a 2 or 3MB file, before I can read the rest of my email. It’s worse if I have only been a CC on a 2 or 3MB presentation or document sent to someone else for their review, and I don’t remember signing up to those 1MB weekly PDF newsletters I keep getting? 

I suppose it could be worse, it could have been an excel spreadsheet being sent to the team, and each team member may have responded attaching his/her copy with their comments and changes applied.  We will be tackling this situation in detail in the follow up posts on SharePoint Vs Excel.

Maybe I’m being a little unreasonable, this sort of thing happens en-mass in almost every company I have ever worked in. Basic computing lessons teach us how to use email and how to attach files, so why wouldn’t it be the most commonly done thing?

What can be done?

Email is one of the most inefficient ways to transfer files, and one of the quickest ways to utilise storage all over your enterprise. Typically each file sent via email exists a number of times within the enterprise, be it on your local machine in a PST file, your Mail server, your Enterprise Mail archiving solution or backups of any of the above. When you apply this logic to emails larger than 1MB it soon stacks up.

It’s no surprise then that one of the most appealing benefit metrics of collaboration & unified communication software is the reduction of email attachment sizes and enterprise storage requirements.  However user adoption is critical to the success of these factors.

If user adoption fails, what can we do by policy? well, we can always look to limit attachment sizes via exchange of course we then force the impact over on to the collaboration tools, however these are designed to manage such burdens via site quota, user quota & retention policies etc.

What can we do better?

As an individual however there is a number of things that can be considered when thinking about sending a communication

table of consideration

table of consideration

The above table only really works when you are considering a single factor, when you begin to combine them the decision over which medium to send your message becomes a little more complicated. 

Email: Often best placed when a reasonable size of message is required to be sent beyond that of “can you remember to send over your status report please?” or even for those smaller messages when the recipient isn’t online, lowest file sizes possible

IM: Typically much shorter than an average email, at least per message sent, sometimes transcripts of conversations can seemingly go on forever! These messages are usually conversational or consist of short one line notifications i.e. “do you have a minute to run through this spreadsheet?”, “yeah, shall we grab a coffee first?”.  Another useful feature of instant messaging is the ability to transfer files between two users, either Peer to Peer shared folders (as in Live Messenger) or one to one file transfers, these file transfers can also handle a reasonably sized file depending on your connectivity and the amount of time both you and the recipient will be online for.

Collaboration workspace:  interactive, known size of team / participants, drives process or aim for production of document(s) and collation of supporting materials, suitable for the majority of team focused documentation up to around 50mb. Blogs and wikis

Portal: basic interaction, large numbers of viewers, reasonably varied file sizes

Static Intranet: zero interaction, large numbers of viewers, any file size 

Phone: sometimes, just sometimes, its good to talk.

Moving between mediums

The more integrated your product set, the easier it is to shift between mediums. smart tags allow seamless integration between instant messaging presence information and a multitude of other products, using the Microsoft suite as examples, the smart tags can be found in office side panels, outlook To: and From: fields, sharepoint lists

When it all works well together the following little ramble of events is possible:

You could be editing a document in word and see the original authors presence information in the side panel or on the sharepoint site you are editing the document on.  You can click on their name and within seconds be instant messaging, a link to the document in sharepoint gets pasted or the document is shared in real time via application sharing… The conversation starts to flow a little and a couple of clicks later you can be in a Voice over IP call to their IM Client, desk phone or even Mobile phone.  All your changes are made and you save the document back to the sharepoint site, you set the status of the document to final in the document library’s meta-data and walk away…

The status change triggers a workflow, reviewers assigned to your document set are notified by email that a final version is available… they spot a couple of issues and want to talk to you about it via:

  1. Email including link to document?
  2. Email with document attached
  3. Collaboration tool?
  4. IM?
  5. VoIP/phone?

Questions and queries can often be made quickly and discussed easily via IM or Phone, if the user is not available, then mail is still a very good option.

Comments are discussed, the reviewer finishes their review but still feels more work is required, summary feedback is given via:

  1. Email including link to document?
  2. Email with document attached
  3. Collaboration tool?
  4. IM?
  5. VoIP/phone?

If the workflow has been set up as described above, it is fair to assume that further workflow will be in place to handle the feedback / approval process, probably with in built email notification. In order to ensure traceability of the review IM or Phone  are not necessarily persistent and many people use their inbox to drive their daily tasks, remembering a long since past conversation could cause confusion at some point.

I’m sure many of my future posts will include more thorough examples of collaboration scenarios and how they can be best utilised to improve employee performance.

Regards,

Steven

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Isnt it odd…

Posted by Steven Westwell on March 26, 2008

…how some people check facebook more than email these days.

It’s a good thing from my professional point of view, but this is quickly becoming a blog post rather than the short facebook message I was about to send a friend.

More and more I find myself communicating with friends via facebook / social networking platform of choice or by reading RSS feeds from their blogs, or by a combination of both: http://www.facebook.com/help.php?page=23.

From a collaboration point of view, the indirect dissemination of information is fantastic, typically emails are only sent to those the sender thinks wants to see it, however with well constructed social networking platforms the readers can also choose to be told about such things happening in their relevant circles of interest. The obvious benefit of this is that the content is also readily available on a website rather than having to ask someone to forward an email.

Socially this change has been happening for some time, I rarely check my personal emails as most of the time I am contacted through IM or some social networking site that I check via RSS.

How soon is this to being reality for businesses? Microsoft being one of the biggest players in the workspace / productivity arena are making some distinct paths into this approach, SharePoint as a platform is extremely flexible, provides RSS feeds and readers by default and places much more control in the hands of users rather than that of the webmasters, allowing much more relevant content to be disseminated as described above.  Outlook 2007 now has an RSS reader built in, and various other interesting ways to view sharepoint content. 

Note: I am trying really hard at this point not to list out all the extremely cool functionality of both these product sets.

I know there are other players out there, but again, I do not want to go into too much depth and this point and wish to use MS as an example that almost everyone out there has heard of, and most have used MS Office in some shape or form.

So as we now enter the era of Windows Vista (with the release of SP1) and Office 2007 (well, why not if you are upgrading the OS?) will we see more and more take up of alternative communication methods? Probably, but this will not mean the end of email.

Growth of IM in the business is almost a certainty, as happened in the homes of many some time ago. 

Adoption of social platform like intranets, most probably, as we can see happening in peoples homes right now with blogs like these and the massive amounts of social networking users on facebook, myspace, live spaces, bebo, etc…

Email will more than likely than not stay on the table, and the previously mentioned alternatives should certainly not be viewed as replacements, they are complimentary products that provide more options that may often be better suited to the type of communication required for a given purpose than that of a typical email.

One of my biggest bugbears is the emailing of large documents and especially spreadsheets around a project team to “collaborate”, when web based workspaces are available that allow concurrent editing and dynamic viewing.

Again to use the Microsoft example, Excel spreadsheets -> SharePoint Lists.

There are some key benefits to converting excel spreadsheets to a sharepoint list when collecting information from several people, the lists can still be exported to excel for more advanced reporting options, but within sharepoint the concurrent editing, multiple views, event triggers and workflow type behaviour (and even RSS feeds of changes!) add a huge amount of functionality, especially when these types of documents are related to ongoing business processes.

I could even be monitoring all of this from outlook 2007 right alongside my email.

Once (and if) a final set of data has been created, I might IM the large file to a manager, or Email the file to a customer if I need a formal record and proof that it has been sent / received, and also allows for interoperability should they not be using IM or collaborative workspaces.

The signs are all positive that this will happen, and soon we will find those who have grown up with such technologies will easily and readily adopt them in a professional capacity, and greatly enhance their productivity.

Personally, I find this an exciting prospect and I begin to wonder what is next? what new toy will the next generation grow up with that will some day end up in the workplace? what technologies will make some everyday tasks practically dissapear and allow us to spend even more time delving into the important value add activities that hopefully offer some level of personal gratification, reduced learning curves due to wealth and structure of knowledge available.  According to Time Management courses I attended in the past, this could potentially offer reduced stress, better enjoyment of work and ongoing job satisfaction.

I’m sold 🙂

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Migrating a SharePoint List

Posted by Steven Westwell on February 29, 2008

I have been asked about this a few times, and recently I was very specifically asked about how to move a Survey on Windows SharePoint Services Version 2.0, however the following will work for any list in WSS v2 and the approach should also be valid with WSS v3, the exact navigation between settings pages however may vary:

If you navigate to the survey you want to move, and select the “modify settings and questions” in the left panel.

One of the options you will be presented with is “save this list as a template” (you will have the option to save the data as well as the actual set of questions)

Once this is completed you will have the option to create a copy of this survey at any time on your site… however, this template should now be available to download from the administration section of your site:

Site Settings –> Go to Site Administration –> Manage List Template Gallery

you should then be able to right click on the templates name and save the stp file locally.

on the site you wish to migrate the survery to, navigate to the same page:

Site Settings –> Go to Site Administration –> Manage List Template Gallery

and upload the template (.stp file)

This template will now be available when you click “create” on your site

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