collaborative technologies
DESCRIPTION
how we have implemented collaborative technologies within the KCOM GroupTRANSCRIPT
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Steve Bell – Director of Consultancy and Design, Business
Transformation and Technology Services
Use of Collaborative Technologies
within the KCOM Group
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Why did we start on the journey of collaboration …..
• > 2200 staff based , 20 offices, 500 home-based workers
• Operational teams across multiple sites
• Project collaboration across sites
• Unproductive travel time
• Reducing carbon footprint
• Frustration getting hold of people
• E-mail boxes growing !!
• £££££££££ operational costs
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Business Drivers
Property Estate
Reduction
Mobile Cost
Reduction
Travel
Reduction
Hotel
Reduction
Cost Reduction & Avoidance
Productivity
Supply Chain
Integration
Customer Service
Improvement
Carbon
Reduction
Order
Processing
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Our Strategy
People Powered
Organisation
enabling us to change our culture, the
way we work, the way we communicate
and how we collaborate…internally and
externally.
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The „People Powered Organisation‟
‘The trusted expert’
Skills InformationKnowledge
A people based business
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The „People Powered Organisation‟
Information
Knowledge
CommunicationAccess
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The „People Powered Organisation‟
Business Intelligence
Knowledge Management
Unified CommunicationCollaborative
WorkingMicrosoft OCS 2007 & Microsoft
Exchange 2007
Microsoft Office SharePoint 2007
Microsoft SQL 2008 & Microsoft SQL 2008 Reporting Services
Active
Directory
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Unified Communications
Presence Instant Message IP Telephony
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Unified Communications
Desktop Video Conference / Live Meeting
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Unified Communications
Desktop Video Conference / Live Meeting
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Unified Communications
Application Integration
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Unified Communications – our approach to business
wide take up
• Start with CEO and execs
• Cascade through organisation
• Keep it fresh
• Get PAs / support staff on board - train them
• Make the technology fun and easy
• Rollout to IT dept first
• Knowledge, iron out, support
• Lead and invite others
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Knowledge Management - SharePoint
Sites focused around usage types
Departmental or
Team Sites
News / Calendar of Events /
Document Templates / KPIs /
Discussions
Operational sites
Requests in Progress / Project
Documents / Project Tracking
Topic e.g. SOA Practice
KPIs / Announcements / Documentation
/ Wiki Knowledge Base / Discussions
MySite
Personal Details / Blog / Personal Wiki /
Own Documents
Links to Colleagues via OCS; email &
calendar in Outlook; external
applications eg People Finder
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SharePoint - Topic & Team Sites
How are we doing?
How to find other people who may help me
Where are they?
Where else could I look?
What‟s happening?
What is available for me to look at?
OCS Integration
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SharePoint – finding what you want
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SharePoint – our approach to business wide take up
• Rollout to IT dept first
• Give ownership to the user community
• Be creative and have fun, de-emphasise “KM”
• Manage requests only
• Create a catalogue
• Lead by example
• Be zealous about e-mail links
• Get PAs / support staff on board - train them
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SharePoint sites
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SharePoint sites
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SharePoint sites
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Business Savings
Presence
Avoid calls and
related cost to
people who are not
available
Instant
Messaging
Avoid calls and
related cost to
obtain a quick
answer
Click To
Call
Use the internet to
reduce the cost of
external calls
(Mobile)
Unified
Messaging
Productivity
Benefit – Time
Saving
15 mins saving per
day per user
31 mins saving per
day per user
43 mins saving per
day per user
30% cost reduction from
Mobile usage
Conferencing Video Application
Conferencing
White
Boarding
Reduce Travel &
Hotel Costs, Carbon
Foot Print
Improve Productivity
30% cost reduction from in
house conferencing
30 mins saving
per day per user
30 mins saving per
day per user
30 mins saving per
day per user
Reduce Travel &
Hotel Costs, Carbon
Foot Print
Improve Productivity
Reduce Travel &
Hotel Costs, Carbon
Foot Print
Improve Productivity
Reduce Travel &
Hotel Costs, Carbon
Foot Print
Improve Productivity
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KCOM – Hard Benefits
Increased productivity Conservative estimate = 17,000 hours p.a. saved on travel
CEO reduced his personal mileage by 50% = 20,000 miles
Reduced travel costs 2.5 million miles p.a. = >£600k p.a.
Hotel and other travel costs saved = >£660k p.a.
IP telephony Mobile charges down £50k p.a. (still working on this)
“PSTN break out” to be rolled out
Carbon Footprint Emissions reduced by >5%
Flexibility / Mobility Increased hot desking & working from home = we are
reducing our estates requirements
Snowing! = “I am working from home”
Business Opportunity Proven business case internally
E-mail Storage 20% increase (500GB) in SharePoint - X times reduction
in e-mail
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In Summary….. some parting advice
• Focus on outcomes not technology (other than the fun factor)
• Lead by example – drive the cultural communications change
• Be creative
• Governance YES, but do not over control
• Take a holistic approach
• Get the right advocates on board early
• Keep it fresh – regular updates / upgrades
• Be zealous about it !