Collaboration unites people, information and knowledge

Transcription

1 Collaboration unites people, information and knowledge Business 360º and Public 360º are essential tools in successful collaboration projects

2 Business 360º and Public 360º are essential tools in successful collaboration projects 360 with SharePoint, Office and LYNC creates a powerful platform for collaboration Collaboration is important both in the private and public sectors. The aim is for important information to be shared, managed and distributed by connecting people, information and knowledge. High quality collaboration tools make information and knowledge easily available, allow colleagues to focus on their specialisms, contribute to improving productivity and help organizations reach their goals and their full potential. Knowledge is power but shared knowledge is unbeatable Technology and culture encouraging sharing For a collaboration project to succeed, the organization needs to overcome both technological and cultural challenges; the technological by having an infrastructure that facilitates sharing, and the cultural by creating an environment where colleagues actively share information. Stand-alone collaboration platforms and search engines do not provide enough structure for information to be found. The criterion for success is the storage of information in a shared and structured records management center or organizational memory, using the correct metadata. The true benefits of effective collaboration can be seen when it is easy to find and share information, build relationships and when it is easy to use and depend upon other peoples skills. Collaboration platforms such as intranets are natural channels for sharing information, as they focus on dynamic information sharing and customized desktops, as well as online portals for customer dialogue, communities with closed areas for select groups, intelligent search tools and using My Site for skills sharing. Integrating your records management center with 360º enables excellent collaboration. Hafslund s vision is to have a shared workspace for the entire organization, where we can make information available and searchable from 700 processes throughout 20 different companies. The combination of SharePoint, Office and integration with our ERP and CRM creates a powerful collaboration platform that makes this vision possible Stian Bjørhei, Head of IT at Hafslund 360

3 360 : the document and records management application that enables excellent collaboration A central component of the technological infrastructure for collaboration is a records management center where all information can be stored a shared organizational memory. However, the information doesn t simply have to be stored securely it needs to be searchable, re-usable and sharable. 360 is built on Microsoft SharePoint and is closely integrated with the Microsoft Office environment. By building on these platforms, the technology is practical to use and offers unique value to our clients. More than SharePoint A lot of organizations have chosen SharePoint as a foundation for collaboration and information management. Studies by Gartner* show that there is a growing demand for more than a basic platform among organizations implementing a SharePoint strategy for managing content, portals and collaboration. They need a system that builds on SharePoint with value-adding functionality while meeting sector- and business-specific requirements. According to Gartner there are three elements needed to succeed with information sharing and collaboration in Share- Point. 1. Structured information and metadata 2. Employee contribution to saving and managing information 3. A records management system integrated with SharePoint. 360 supports all these points and functions as the supporting beam in collaboration by saving documents, projects, cases and correspondence in a good structure with clear metadata. 360º makes it easy for employees to manage information, by using familiar interfaces such as Office and Outlook, as well as vital collaboration platforms such as the intranet, external networks and SharePoint collaboration rooms. 360º records management center is robust and supports all records management requirements in the public and private sectors. The core of the system is strong and stable, and can handle on-going organizational changes. Remove the barriers to saving documents One of the success criteria for getting employees to save and share important information is to lower the threshold for SharePoint = Match! As a records management center and information structure, 360º offers excellent saving options and effective information management. Share- Point is the foundation for the collaboration platforms in which information is available and searchable from the 360º records management center getting used to new processes. 360º enables effective saving, search and location of information directly from familiar interfaces such as Office, Outlook and SharePoint. Employees don t have to abandon these familiar tools to achieve effective document management, which leads to increased productivity, better quality of information and a foundation for good collaboration. Technological collaboration offers excellent benefits Because we work closely with Microsoft, we are always the first to release updates for new SharePoint versions and can guarantee that our customers get future-oriented applications for document management, storage and collaboration that make for excellent user experiences. Always first to release for new SharePoint versions Because we work closely with Microsoft, we are always the first to release updates for new SharePoint versions and can guarantee that our customers get future-oriented applications for document management, storage and collaboration that make for excellent user experiences. Lay the foundation for collaboration in Outlook Outlook integration delivers exceptional efficiency returns. Each employee can easily view their open projects and the status of documents, as well as access all the information they need from the search field and from open lists with history and favorites.

4 Business 360º and Public 360º are essential tools in successful collaboration projects Cutting-edge collaboration portals for dynamic information sharing Organizations aiming for good collaboration and dynamic information sharing need to ensure that the information and skills present are both accessible and used. Collaboration platforms such as intranets are natural channels for sharing information, as they focus on dynamic information sharing and customized desktops, as well as online portals for customer dialogue, communities with closed areas for select groups, intelligent search tools and using My Site for skills sharing. 360 gives a new dimension to collaboration rooms Collaboration rooms in SharePoint allow organizations to achieve effective exchange and storage of information and documents in projects without using or other forms of submission. A common problem is that important documents are not made available to the rest of the organization and stored without structure once a project is completed. As the number of projects and collaboration rooms grows, it s difficult to keep an overview of the information and the organization starts to miss opportunities to reap the rewards of collaboration. Implementing the 360º Collaboration Room module helps your organization avoid this type of information silo. 360 Collaboration Room is a module that enables effective exchange of information and thorough records management of documents in projects. Information is not only accessible, it is securely saved and searchable throughout the organization or within the project, while being accurately reflected in the collaboration room using web parts. Information about the project and its status can be presented in web parts as task lists, with accompanying documents. This, combined with central functions for automated and/ or manual document storage, makes it possible for internal and external parties to read and share information and work together on documents, before they are saved in 360º s integrated structure. Social interaction creates effective collaboration Close integration with Office and tools such as Communications Server, Communications Online and Communicator (LYNC) delivers increased opportunities to improve efficiency in the organization s processes. All members of a collaboration room can see who else is logged in and who worked on a document last, while it is easy to get in touch directly from the collaboration room using LYNC. It s also possible to save all communication directly in 360º. Better collaboration and communication through social technology platforms can increase productivity in an organization by 20-25%. Mc Kinsey Global Institute Functionality for workflow and process support It s easy for users to set up a 360º collaboration room. The room itself is created in SharePoint directly from 360º, giving the user access to a preconfigured collaboration room, offering all the necessary functionality and web parts for effective collaboration, access control, process support and workflow. Our focus for successful collaboration is on simple records management, secure location of documents and sharing of organizationally critical information. Stian Bjørhei, Hafslund

5 Business 360 and Public 360 are essential tools in successful collaboration projects

6 Business 360º and Public 360º are essential tools in successful collaboration projects The key to effective collaboration Studies from Gartner show that an employee uses on average 30 minutes each day looking for information. In monetary terms, this means that if an organization with 100 staff members could halve the time spent on document location and retrieval, they would save 370,000 in just one year. The biggest benefit of using 360º is the location and retrieval of information. The search functionality in 360º is so fast and accurate that employees can find the documentation when they need it Shkoza Banjska Kabashi, Records Manager at Entra Eiendom Search multiple data sources in one go The challenge for many organizations is that it is difficult to fulfill the full benefits of collaboration when employees have to work in a range of different source applications, such as different archives, file servers or professional systems. The solution to these problems is 360º Enterprise Search, a module that lets you search for information using a collaboration platform, independent of professional systems, file servers, s or records management systems. The application combines and collates results from multiple data sources in one search, while simultaneously checking the searcher s access levels and filtering out information that they do not have access to. This functionality also makes it possible to save and re-use your searches in order to find information in different systems, without requiring a working knowledge of each professional system. Our customers share and find An example of an organization that relies entirely on this technology is SINTEF. They have configured the application so that it adds extra metadata based on historical and current projects, meaning that data can be viewed in context and aggregated to the user, regardless of its source. Our researchers need quick and easy access to large volumes of information. We foresee significant efficiency gains from the application Snorre Ness, Head of IT at SINTEF Read more: Customer case studies Sharing at the Norwegian National Rail Administration Collaboration at SINTEF Hafslund s vision. Product information sheets 360º Collaboration Rooms 360º Enterprise Search Reports Software Innovation in Gartner s magic quadrant

7 Build a culture of information sharing For collaboration to succeed, it s important to build a culture and convention of information sharing. The people make the organization so organizational changes are changes for individuals as well. A common challenge is that employees protect their own knowledge and keep their cards close to their chests. Breaking down these barriers offers an enormous competitive edge to an organization. Knowledge is power but shared knowledge is unbeatable. We have financed the project penny by penny with the efficiency savings it has given us. To put it bluntly, the application has not cost us a cent Jon Andreas Pretorius, Hafslund Our collaboration program is as much about a culture of sharing as it is about new IT. We have worked on motivation, cultural development and the introduction of new working processes since the program started. Demonstrations, courses, general meetings, classroom teaching, elearning, video courses, quick guides, user manuals we use it all. says Tore Hemo, Program Manager at the Norwegian National Rail Administration Tips for successful collaboration According to our customers there are eight important elements that need to be in place to build a corporate culture with an understanding of information and records management and sharing. In brief, they are: Anchoring with management Clear goals Good project planning Internal project groups Knowledge sharing in every department Make it simple for employees by choosing the right IT applications Motivate and encourage sharing Remember: it takes time Significant benefits of collaboration High quality collaboration tools make information and knowledge easily available, allow colleagues to focus on their specialisms, contribute to improving productivity and help organizations reach their goals and their full potential. Knowledge is power but shared knowledge is unbeatable. Benefits of successful collaboration projects: Connect people, information and knowledge Share information throughout the organization Maximize returns from investments in staff and systems Ensure quality of information Effective and time-saving search options in different professional systems Increased productivity Professional interaction with customers and partners Time- and cost-saving communication using instant messaging, screen sharing, video and webinars Work effectively without Reduce paper consumption

8 Software Innovation is a Scandinavian company and a leading international software vendor for document control, information and case management. With 25 years of experience and competence in business-oriented content applications, we are committed to delivering futureproof, flexible and highly user-friendly solutions for our customers and partners. Our application suites create excellent information sharing, efficient collaboration, business control and improved service for both private and public organizations. The packaged business solutions are built on Microsoft SharePoint and Office, the market leading platform for collaboration and business productivity. Software Innovation AS Rolfsbuktveien 4C N-1364 Fornebu info@software-innovation.com