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Rationalize Your Collaboration Tools

Best-of-breed approaches create more confusion than productivity.

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Without a collaboration strategy:

  • Organizations waste money by purchasing unnecessary collaboration tools that have overlapping capabilities with their current toolset.
  • Productivity is destroyed when workers spend time switching between multiple tools.
  • Shadow collaboration tools create a security risk.

A collaboration strategy can rationalize your collaboration toolset:

  • Improve efficiency by phasing out redundant collaboration tools.
  • Streamline the adoption of best-fit tools to fill capability gaps.
  • Optimize user engagement through an adoption plan that improves user familiarity and consistency in use.

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Module 1: Categorize the Toolset

The Purpose

  • Create a collaboration vision.
  • Acknowledge the current state of the collaboration toolset.

Key Benefits Achieved

  • A clear framework to structure the collaboration strategy

Activities: Outputs:
1.1 Set the vision for the Collaboration Strategy.
  • Beginnings of the Collaboration Strategy
1.2 Identify your collaboration tools with use cases.
  • At least five archetypical use cases, detailing the collaboration capabilities required for these cases
1.3 Learn what collaboration tools are used and why, including shadow IT.
  • Use cases updated with shadow IT currently used within the organization
1.4 Begin categorizing the toolset.
  • Overlaps and Gaps in Current Capabilities Toolset Template

Module 2: Strategize Overlaps

The Purpose

  • Identify redundant overlapping tools and develop a phase-out plan.

Key Benefits Achieved

  • Communication and phase-out plans for redundant tools, streamlining the collaboration toolset.

Activities: Outputs:
2.1 Identify legitimate overlaps and gaps.
  • Overlaps and Gaps in Current Capabilities Toolset Template
2.2 Explore business and user strategies for identifying redundant tools.
  • A shortlist of redundant overlapping tools to be phased out
2.3 Create a Gantt chart and communication plan and outline post-phase-out strategies.
  • Phase-out plan

Module 3: Build Business Requirements

The Purpose

  • Gather business requirements for finding best-fit tools to fill toolset gaps.

Key Benefits Achieved

  • A business requirements document

Activities: Outputs:
3.1 Use SoftwareReviews and the Collaboration Platform Evaluation Tool to shortlist best-fit collaboration tool.
  • A shortlist of collaboration tools
3.2 Build SMART objectives and goals cascade.
  • A list of SMART goals and a goals cascade
3.3 Walk through the Collaboration Tools Business Requirements Document Template.
  • Completed Business Requirements Document

Module 4: Create an Adoption Plan

The Purpose

  • Create an adoption plan for successfully onboarding new collaboration tools.

Key Benefits Achieved

  • An adoption plan

Activities: Outputs:
4.1 Fill out the Adoption Plan Gantt Chart Template.
  • Completed Gantt chart
4.2 Create the communication plan.
  • Adoption plan marketing materials
4.3 Explore best practices to socialize the new tools.
  • Long-term strategy for engaging employees with onboarded tools
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