Overview of Virtual Overview of Virtual CollaborationCollaboration

Virtual Collaboration has far-Virtual Collaboration has far-reaching benefitsreaching benefits

Employee to EmployeeEmployee to Employee R&D – Insights on regulatory processes, global R&D – Insights on regulatory processes, global

formulationsformulations Marketing – campaigns and promotions that Marketing – campaigns and promotions that

worked well, product launch best practicesworked well, product launch best practices Supply Chain – global sourcing insightsSupply Chain – global sourcing insights

Employee to ConsumerEmployee to Consumer Gain product insights and learn wantsGain product insights and learn wants Build brand loyalty through relationshipsBuild brand loyalty through relationships

Employee to CustomerEmployee to Customer Gain insights on promotions, special packsGain insights on promotions, special packs Build loyalty through relationshipsBuild loyalty through relationships

Some measurable resultsSome measurable results

Shorter product/project cycle timesShorter product/project cycle times Greater leverage of existing Greater leverage of existing

intellectual capitalintellectual capital More successful promotionsMore successful promotions Decreased travel costsDecreased travel costs Increased productivity and Increased productivity and

organization effectivenessorganization effectiveness

Why We Really Need to Why We Really Need to Collaborate VirtuallyCollaborate Virtually

From Industrial Age to Information From Industrial Age to Information AgeAge

Me, Inc.

Large companiesCompetitive advantage is gained by creating knowledge:-Intellectual property-Best practices-Process improvements-Trained or skilled workers (static)

Independent contractorsCompetitive advantage is gained by creating optimal connections:-Networks-Teams or communities-Collaboration-Adaptable, self-learning workers (dynamic)

How do people collaborate?How do people collaborate?People share essentially two types of People share essentially two types of

knowledge:knowledge: Tacit knowledge – “what the knower knows, Tacit knowledge – “what the knower knows,

derived from experience, embodying beliefs derived from experience, embodying beliefs and values” e.g., anecdotes, advice, and values” e.g., anecdotes, advice, intuition,intuition,

Explicit knowledge – “represented by an Explicit knowledge – “represented by an artifact created with the goal of artifact created with the goal of communicating with others”, e.g., books, communicating with others”, e.g., books, documents, videos.documents, videos.

People have various People have various definitions of what virtual definitions of what virtual

collaboration meanscollaboration means

TacitTacit

TacitTacit

ExplicitExplicit

ExplicitExplicit

Conversations

Meetings

Q & A

Interviewing

Documenting

Recording

Library

Search

Archives

Reading

Training

Watching

Collaboration Knowledge Management

This is often referred to

as collaboratio

n

This is often considered knowledge

management

Effective Collaboration Requires Effective Collaboration Requires Balancing these Four aspectsBalancing these Four aspects

TacitTacit ExplicitExplicit

Building relationships enables trust which enables learning from

others

Capturing experiences

allows for easier dissemination and creates a

public memory

Finding artifacts allows access to

multitudes of experience and

expertise

Learning is the process of

internalizing and applying others’

experiences

Different tools support these Different tools support these processesprocesses

TacitTacit

TacitTacit

ExplicitExplicit

ExplicitExplicit

eMail

Web conference

Twitter

Instant Messaging

Social networks

eMail

Web conference

Social networks

Web drives

Document flow mgr

Website

Portal

Web drive

Shared drive

Web conference

eLearning

Social networks

Collaboration Knowledge Management

Some of the Tools AvailableSome of the Tools Available

Tacit

Explicit

Keys to Successful Virtual Keys to Successful Virtual CollaborationCollaborationExplic

it

Tacit

Attention Management - Easy to access - Easy to search - Easy to use (help available) - Alert to important updates

Maintenance - Relevant, updated content - Version tracking - Archiving & history - Clean up

Communications - Formal process & plan - Considers

cultural differences - Impromptu methods - Scheduled - MonitoredRelationship Building

- Team dynamics - Facilitated discussions - Sub teams - Presence monitoring - Feedback

Clear Miss

ion and Purpose

Shared Work Space

Virtual Meetings

How do you know what to use?How do you know what to use?1.1. Clearly define the mission and objectives Clearly define the mission and objectives

of your team or project, including of your team or project, including deliverables.deliverables.

2.2. Envision how your team will work together.Envision how your team will work together.3.3. Determine what types of knowledge need Determine what types of knowledge need

to be shared.to be shared.4.4. Determine how decisions will be made.Determine how decisions will be made.5.5. Choose the tools to support the processes Choose the tools to support the processes

above.above.6.6. Define the practices and habits for using Define the practices and habits for using

the tools and working together!the tools and working together!

How we use Tools on our teamHow we use Tools on our teamIf you want to….If you want to…. Consider these Consider these

tools…tools…Share documentsShare documents Shared drive, website, eRoomShared drive, website, eRoom

Edit documents Edit documents collaborativelycollaboratively

eRoom, Office change eRoom, Office change trackingtracking

Hold real-time discussionsHold real-time discussions Outlook, Instant Messaging, Outlook, Instant Messaging, telephone, eRoom chattelephone, eRoom chat

Hold online discussions Hold online discussions (asynchronous)(asynchronous)

eRoom, OutlookeRoom, Outlook

Hold real-time meetingsHold real-time meetings NetMeeting, teleconference, NetMeeting, teleconference, WebEx, videoconference, WebEx, videoconference, CentraCentra

Hold and record meetings Hold and record meetings for later playbackfor later playback

CentraCentra

Use voting or pollsUse voting or polls Outlook, eRoomOutlook, eRoom

Typical Collaboration Typical Collaboration MaturityMaturity

Document Posting

Information Sharing

Collaborating on

Documents

Decision Making

High Performing

Virtual Teams

Technical Issues must be overcome

Behavior Issues must be overcome

Tips for Leading a Virtual TeamTips for Leading a Virtual Team1.1. Establish with your team your communication plan Establish with your team your communication plan

and practices (when, how). Consider cultural and and practices (when, how). Consider cultural and time zone differences. time zone differences.

2.2. Maintain focus on the team’s mission and goals. Maintain focus on the team’s mission and goals. Identify quick actions that can benefit the members.Identify quick actions that can benefit the members.

3.3. Help team members connect with each other and Help team members connect with each other and frequently connect with them. frequently connect with them.

4.4. Role-model the use of technology for Role-model the use of technology for communication and collaboration.communication and collaboration.

5.5. Establish a process for recording and archiving the Establish a process for recording and archiving the team’s memory. team’s memory.

6.6. Prepare team members for virtual work challenges.Prepare team members for virtual work challenges.7.7. Seek frequent feedback on what is working well and Seek frequent feedback on what is working well and

what can be improved.what can be improved.

In other words - Process, Process, In other words - Process, Process, ProcessProcess

Meeting ManagementMeeting Management Meeting Roles and ResponsibilitiesMeeting Roles and Responsibilities Team Building and DynamicsTeam Building and Dynamics Project ManagementProject Management FacilitationFacilitation Responsibility ChartingResponsibility Charting

Good process management is even more important for a virtual team than a face-to-face team.

Required Roles & Required Roles & ResponsibilitiesResponsibilities

LeaderLeader Advocate the use of collaboration Advocate the use of collaboration toolstools

Seek and implement best Seek and implement best practicespractices

Collect feedback on improvementsCollect feedback on improvements

AdministratorAdministrator Update informationUpdate information

Perform housekeepingPerform housekeeping

Enforce best practicesEnforce best practices

Help Help Offer training and ongoing support Offer training and ongoing support to help users use tools effectivelyto help users use tools effectively

IT Support:IT Support:-Local-Local

-Global-Global

Resolve hardware and local Resolve hardware and local network issuesnetwork issues

Resolve application issues and Resolve application issues and coordinate network issues coordinate network issues

Tips for Team MembersTips for Team Members1.1. Schedule time for team collaboration and Schedule time for team collaboration and

visiting the web share on your calendar.visiting the web share on your calendar.2.2. Keep the web share portal open on your Keep the web share portal open on your

desktop so that team members can reach desktop so that team members can reach you. you.

3.3. Use web share alerts to notify others of new Use web share alerts to notify others of new files and discussions, rather than email. files and discussions, rather than email.

4.4. Use version or change tracking to maintain Use version or change tracking to maintain only one version of each document. only one version of each document.

5.5. Add links to your portal for easy access.Add links to your portal for easy access.

Success Lies in the Team’s Daily Work Success Lies in the Team’s Daily Work HabitsHabits

What to ExpectWhat to Expect

The technology will not work The technology will not work perfectly the first time. perfectly the first time.

If you build it, they don’t always If you build it, they don’t always come. come.

It takes about 20 days to create or It takes about 20 days to create or break a habit. break a habit.

Adoption Quick HitAdoption Quick Hit

Use tools in between face-to-face Use tools in between face-to-face meetings either as a substitute for a meetings either as a substitute for a meeting or to accelerate meeting meeting or to accelerate meeting progress. Examples:progress. Examples: Get input on documents before meetingGet input on documents before meeting Use discussions to surface issuesUse discussions to surface issues Use polls to gauge consensus on decisionsUse polls to gauge consensus on decisions Use webconferencing for every other Use webconferencing for every other

meetingmeeting