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Establish a Communication and Collaboration System Strategy

Collaboration should drive your collaboration tool selection.

  • Communication and collaboration portfolios are overburdened with redundant and overlapping services. Between Office 365, Slack, Jabber, and WebEx, IT is supporting a collection of redundant apps. This redundancy takes a toll on IT, and on the user.
  • Shadow IT is easier than ever, and cheap sharing tools are viral. Users are literally carrying around computers in their pockets (in the form of smartphones). IT often has no visibility into how these devices – and the applications on them – are used for work.

Our Advice

Critical Insight

  • You don’t know what you don’t know. Unstructured conversations with users will uncover insights.
  • Security is meaningless without usability. If security controls make a tool unusable, then users will rush to adopt something that’s free and easy.
  • Training users on a new tool once isn’t effective. Engage with users throughout the collaboration tool’s lifecycle.

Impact and Result

  • Few supported apps and fewer unsupported apps. This will occur by ensuring that your collaboration tools will be useful to and used by users. Give users a say through surveys, focus groups, and job shadowing.
  • Lower total cost of ownership and greater productivity. Having fewer apps in the workplace, and better utilizing the functionality of those apps, will mean that IT can be much more efficient at managing your ECS.
  • Higher end-user satisfaction. Tools will be better suited to users’ needs, and users will feel heard by IT.

Establish a Communication and Collaboration System Strategy Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should develop a new approach to communication and collaboration apps, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

2. Map a path forward

Map a path forward by creating a collaboration capability map and documenting your ECS requirements.

3. Build an IT and end-user engagement plan

Effectively engage everyone to ensure the adoption of your new ECS. Engagement is crucial to the overall success of your project.


Member Testimonials

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this blueprint and what our clients have to say.

10.0/10


Overall Impact

$14,259


Average $ Saved

10


Average Days Saved

Client

Experience

Impact

$ Saved

Days Saved

Office Of The Comptroller Of The Currency

Guided Implementation

10/10

$14,259

10

Office of the Attorney General

Guided Implementation

9/10

$28,350

20

American Honda Motor

Guided Implementation

10/10

N/A

N/A

Aquarion Water Company

Guided Implementation

6/10

$15,980

3

The World Bank

Guided Implementation

10/10

$37,686

N/A

Spin Master Ltd

Guided Implementation

10/10

$50,000

20

Canadian Institutes of Health

Guided Implementation

8/10

N/A

N/A

Ice Miller LLP

Guided Implementation

8/10

N/A

N/A

City of Alexandria, VA

Guided Implementation

10/10

N/A

N/A

New Hampshire Department of Health and Human Services

Guided Implementation

9/10

N/A

N/A

Calgary Public Library

Guided Implementation

7/10

$8,000

10


Onsite Workshop: Establish a Communication and Collaboration System Strategy

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Identify What Needs to Change

The Purpose

  • Create a vision for the future of your ECS.

Key Benefits Achieved

  • Validate and bolster your strategy by involving your end users.

Activities

Outputs

1.1

Prioritize Components of Your ECS Strategy to Improve

  • Defined vision and mission statements
  • Principles for your ECS
  • ECS goals
1.2

Create a Plan to Gather Requirements From End Users

  • End-user engagement plan
1.3

Brainstorm the Collaboration Services That Are Used by Your Users

1.4

Focus Group

  • Focus group results
  • ECS executive presentation
  • ECS strategy

Module 2: Map Out the Change

The Purpose

  • Streamline your collaboration service portfolio.

Key Benefits Achieved

  • Documented the business requirements for your collaboration services.
  • Reduced the number of supported tools.
  • Increased the effectiveness of training and enhancements.

Activities

Outputs

2.1

Create a Current-State Collaboration Capability Map

  • Current-state collaboration capability map
2.2

Build a Roadmap for Desired Changes

  • ECS roadmap
2.3

Create a Future-State Capability Map

  • Future-state collaboration capability map
2.4

Identify Business Requirements

2.5

Identify Use Requirements and User Processes

2.6

Document Non-Functional Requirements

2.7

Document Functional Requirements

2.8

Build a Risk Register

  • ECS business requirements document

Module 3: Proselytize the Change

The Purpose

  • Ensure the system is supported effectively by IT and adopted widely by end users.

Key Benefits Achieved

  • Unlock the potential of your ECS.
  • Stay on top of security and industry good practices.
  • Greater end-user awareness and adoption.

Activities

Outputs

3.1

Develop an IT Training Plan

  • IT training plan
3.2

Develop a Communications Plan

  • Communications plan
3.3

Create Initial Marketing Material

  • App marketing one-pagers

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

Member Rating

10.0/10
Overall Impact

$14,259
Average $ Saved

10
Average Days Saved

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve.

Read what our members are saying

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Need Extra Help?
Try Our Guided Implementations

Get the help you need in this 3-phase advisory process. You'll receive 9 touchpoints with our researchers, all included in your membership.

Guided Implementation #1 - Identify what needs to change
  • Call #1 - Identify goals and vision.
  • Call #2 - Study the end user.
  • Call #3 - Distill user requirements.

Guided Implementation #2 - Map out the change
  • Call #1 - Categorize tools.
  • Call #2 - Identify requirements.
  • Call #3 - Prioritize initiatives.

Guided Implementation #3 - Proselytize the change
  • Call #1 - Create a training plan.
  • Call #2 - Identify top apps.
  • Call #3 - Create a communication plan.

Contributors

  • Marianne Chester, President/CEO, mEnterprise Solutions, and Acting CIO, X-Gen Pharmaceuticals
  • Diane Smith, CEO, ChoiceTel
  • Jan Wenzelburger, Enterprise Program Management, X-Gen Pharmaceuticals
  • Kurt Haas, Cloud/Mobile Architect, QuikTrip
  • Cisco Systems, Inc.
  • A special thank you to 29 anonymous contributors
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