Saxion Connect scenario

1. Pilot and user adoption SaxionConnect scenario Manage meetings efficiently with Activities

2. Agenda • Slides and agenda • About Saxion & e-office • WorX • Connect @ Saxion • Pilot program • What are scenarios? • Manage meetings efficiently with Activities • The problem with meetings addressed • Scenario overview • Activity template • Agenda, To Do list, Decisions • Demo

3. Marion Vrielink m.g.vrielink@saxion.nl twitter.com/MVrielink http://www.linkedin.com/pub/marion-vrielink/a/410/84 Sasja Beerendonk sasja.beerendonk@e-office.com twitter.com/sbeerendonk http://nl.linkedin.com/in/sbeerendonk http://thoughtsoncollaboration.com Saxion 1963 advisor ICT in education collaboration HengelosocialIBM Tennis Connect cats readingSportsmusic e-office 1970 historyteacher collaborationconsultant Rotterdamsocial IBM cooking adoption cats-and-dogs travelsci-fi spinach analytics

4. About e-office • e-office, founded in 1991 • We are IBM Premier Partner • We employ about 100 specialists, located in Houten • We propagate a good balance between people, organization and technology to fit the way of working in this century: work21 • We implement the latest IBM and mobile technologies • We guide the organizational and behavioral changes necessary to improve work processes (user-adoption) • We advise organizations on how they can use technology to improve collaboration and to work more efficiently, regardless of time or place

5. About Saxion University • Saxion University of Applied Science • one of the largest institutions of higher education in the Netherlands • 2,300 employees • Almost 24,000 students (and growing) with a total of 55 different nationalities • 3 Locations: Enschede, Deventer, Apeldoorn • 293 studies/schools

6. WorX • Saxion’s own vision of the new way of working (nwow) • Creating a professional work climate in which we use state of the art ICT tools that will make work more effective andefficient • Increasing the flexibility of the organizations and the staff • Work concepts that contribute to employee satisfaction • Increases the internal employer (image)Not about the tools, is about starting the move from the way we work now to the way we work new that matches our ambitions, makig use of new technology. “Technology” is necessary to make the move possible “Living Technology”

7. Connect @ Saxion • Connect is the social collaboration tool for Saxion Universities’ employees • It is also open for students • Started with Connections 3 in 2011 • Started with a user adoption pilot • Upgrading to Connections 4 January 2013

8. Pilot program • Pilot project with 55 employees • The new way of working (Worx) demands another tool • Finding experts and expertise needs to be improved • Plenty other tools in use that do not meet todays needs • Who is who (Lotus Notes) • project databases / TeamRooms • Quickr Team Places • Yammer • Email • Interviews to identify problems/chances • Define Scenarios • Promote Connect • Let employees experience Connect • Collect Best Practices

9. Change management Employees create their own solution Adjustment of way of working, technology and organisation balanced Change through scenarios technology push awareness of work and technology technology platform and quick wins • daily work • direct advantage • Instant adoption • Low impact • daily work • standardisation • steep learning curve • group / peer pressure • average impact • all the work • big change • group / peer pressure • high learning curve • high techno impact • empowered work force • self control • social processes • standardisation scenarios

10. What is a scenario? • Describes daily actions an employee performs to get a specific result. • The most productive way to do the task and to make maximum use of technological tools available. • 3 aspects in a combined approach: • The situation and the goal • The behavior and agreements necessary • The tools used • your daily work activities • from employee perspective • simplified representation • selective knowledge required • connecting technology, behavior and organization in working agreements

11. Training aspects for a scenario • Why do we use this scenario ? (need to change) • Work agreements • How do I make use of the tools ?(buttons training) • Where can I find more information ?

12. Manage meetings efficientlywith Connect • Why meeting efficiently ? • Whyuse Connect for meetings? • How? • speaker / chairman • participant • What • Connect Activities • Lotus Notes Activity plugin • Example

13. prepare meet central online storage process actions

14. Why meeting efficiently? • Make better use of your/their valuable time • Make meetings more purposeful, targeted (goal) • Transform meetings into a ‘place and moment’ where decisons are made • Less pressure on your (busy) agenda • Less need for meeting rooms • Lessemailswithattachments The result is a more efficient and effective meeting culture with clear agreements and a central (digital) place for sharing and collaborating on meeting information, accessible from any device, any time and anywhere.

15. Whyuse Connect for meetings? You • No more searchingthrough different folders, mailbox and shared drives: always have all recent meeting information in one digital overview, such as the meeting agenda, actions, decisions, documents, discussionsandannouncements; • Share additional information beforeandafter the meeting • Present the meeting information during the meeting, using a beamer / TV / laptops / tablets. • Save time (and money) in printing meeting information before and after the meeting • Seamlessintegrationbetween Lotus Notes and Connect with the Lotus Notes Activity plugin: • Show Connect ToDos in your Lotus Notes Calendar • Dragand Drop information fromLotus Notes into the meeting Activity Saxion • Bydoingtheirwork (collaborating around meetings) employees are contributing information. Thiswillautomaticallyenrichtheir Profile withtheir expertise andbuilds the collaborativebrain of the organisation. Colleaguescanbetterfind expertise and experts.

16. Chairman Meeting efficiently: How? • Before the meeting • During the meeting • Create an Activity in Connectwell before the meeting (see next slide): • The agenda and minutes; • Proposed decisions (maybe with links to discussion in a Forum in Connect) • Decisions; • Actions (To Do’s); • Put all the information in the Activity (files, information, location etc.). • Present the Activity in Connect on a screen if not everybody has a laptop/iPad. Saxion Activity • Start withthegoal of the meeting, the agreements and the agenda items. • Discuss progress and decisions. • NB: Prevent lengthy discussions as much as possible. • 2. reserve a room with projector/TV, two computers and internet connection. • Edit information on the go and createminutes in the Activity in Connect on a 2nd laptop/pc/iPad. • 3. inform your colleagues: • Invite your colleagues through Lotus Notes Calendar and link to the Activity; • Describe the purpose of the meeting; • Clarify the agreements / way of working; • Describe what is expected of participants before and during the meeting. • Stop doing: • Send meeting information, updates, anddocumentsthrough email; • New announcementsduring the meeting; • Lengthydiscussionsabout information availablebefore the meeting, decisions, minutes etc. through e-mail or during the meeting itself.

17. Createandwork in anActivity Chairman • 1. Go to Apps Activities Start an Activity • 2. Create Sections to structure. For example for each meeting date a separate section. • 3. Create an Entry for each agenda item and add documents /information as attachments. • 4. Create To Do’s with a corresponding item in the agenda, assigned to specific participants. • 5. Create a section for (proposed) decisions. This list will span multiple meetings.Create an item in this section for each (proposed) decision.

18. Participant Meeting efficiently: How? • Before the meeting • During the meeting • Plan enough time for preparations. • Be on time and be prepared. Saxion Activity • Make sure your Profile is complete. • Discuss progress and decisions. • NB: Prevent lengthy discussions as much as possible. • Prepare the meeting: • Read the information in the invitation (goal and agreements); • Go to the Activity in Connect and read all meeting information; • Add Comments to items or discussions; • Start (if desired) a discussion in a Forum that you link to from an item; • Want to add to the agenda? Add this to the meeting agenda item ‘announcements’; • Add all documents as attachments to the corresponding item; • Do the tasks assigned to you and update the status. • ! Tip for iPad or laptop user: Create your own tasks and notes during the meeting. • Create the minutes on the fly by adding text to the agenda items.(one particpant only). • The past: • Send meeting information, updates, anddocumentsthrough email; • New announcementsduring the meeting; • Lengthydiscussionsabout information availablebefore the meeting, decisions, minutes etc. through e-mail or during the meeting itself.No more printing meeting documents

19. demo • Overview of the meeting Activity • Start a new meeting from a template • Use sections, items and todo’s • Use Lotus Notes Activities Sidebar to add emails • Use To Do Items view to display all To Do’s for this Activity (yours and other’s) • Use the Calendar overlay to display your To Do list from all Activities

20. Example (link) • A To Do added to a agenda item. • All To Do Items for this Activity(all members) • To Do List for all my Activitiescan be shown as Calendar Overlay. • Section with the agenda (and automatically minutes) for one meeting. • Each meeting topic is a separate item in the agenda section. • Section with Decisions is one list for multiple meetings

21. From Lotus Notes

22. With a tablet

23. Likethis