Published on March 2, 2014
How Social Media can add value to solve strategic issues in your organisation? From strategy to practical user scenario’s www.friendsofmedia.nl 1
What issues keep your CEO awake? How do we survive the crisis as a company? How we can reduce cost by working more effective and efficiently? How do we engage employees and get them connected to the new strategy? How can we increase efficiency and impact of intranet and decrease cost? How do we increase mobility? 2
Topics How to increase the power to innovate? By applying new technologies more effectively in working, communication, learning and knowledge sharing. People and Organisation: Focus on the added value of new media/ technologies for the employee and your organisation. Technology in Context: Connect the new way of working, learning and communication closely to the current work processes to make change successful => use business scenario’s Practical and Diverse: effective change requires support, a practical toolkit and a multidisciplinary approach (IT, HR, change, learning, and marketing). 3
How to increase the power to innovate? 4
Is message “start sharing” enough for effective usage? 6
Without guidance and support 0nly 3 – 5% will actively use it 7
Other 95% 8
How you can achieve faster results and use less resources and money? 10
Use a practical approach and toolkit for faster adoption 11
Connect added value new media to work, communication, learning and knowledge sharing processes to conribute to solve strategic issues of the company 12
Scenario 2 How to work more efficiently in your (virtual) team How do we How we can reduce cost survive the by working more effective crisis as a and efficiently? company? How do we engage employees and get them connected to the new strategy? How can we increase efficiency and impact of intranet and decrease cost? How do we increase mobility? Scenario 15 How to become an entrepreneurial learner to keep your skills up-to-date and stay a valuable employee forever! Scenario 8 How to integrate formal push content (messages and static intranet content in the SCP? Scenario 3: How to share good practices between colleagues in the same functional line or with the same interests? Scenario 5 How to engage employees: connect them to the strategy and stimulate two way interaction between management and employees? Scenario 7 Onboarding: how a new employee can become a member of the team more quickly
Some examples of user scenario’s • Scenario 1: How to find people with certain skills, knowledge and expertise? • Scenario 2: How to work more efficiently in your (virtual) team • Scenario 3: How to solve a task that is new for you (and share good practices) • Scenario 4 …. 12 see appendix 14
Example user scenario 3: How to solve a task that is new for you (and share good practices) http://youtu.be/QQPKE8BIVkM 15
Example user scenario 3: How to solve a task that is new for you (and share good practices) Situation: You are an employee and have to complete a task or project where you do not know an answer for. Possible Issues: When you never solved a similar issue before it can cost you (and ING) a lot of time to find a solution. How can the Social Collaboration Platform help? Find people or information that can help you to solve the issue faster. http://youtu.be/QQPKE8BIVkM WIIFY When you find a colleague who solved a similar issue or find info that describes a possible solution you work smarter and can complete your targets faster and easier. It will make you more productive and more valuable as an employee. WIIF ING? The life insurance market is under pressure. Financial markets are unstable and banks are competing with us. That’s why we have to reduce cost and have to do more with less people. Re-using existing solutions makes our company more efficient. It saves money and makes us stronger in the market. See movie: http://youtu.be/6NiCysfuP0M 16
Example user scenario 3: How to solve a task that is new for you? What can I do with the platform to solve a new challenge quicker? Step 1 Description activity Search for the keywords that are related to your challenge How? How to use search (text)? Instruction video 2 Read and download the documents you will find as a result of your search to orient yourself on existing solutions 3 Contact people that you found as a result of your search. 1 Check if there is a community that is related to the topic you are investigating or if there is a community for your functional line (IT, HR, COMMS, Finance, Risk , Commerce, etc) 4 How to create a blog (text)? Instruction video Join or follow this community so activities will be visible in your activity feed. 17
Example user scenario 3: How to solve a task that is new for you? What can I do with the platform to solve a new challenge quicker? Step Description activity 5 Post your question in a forum or write a blog post. There will be people monitoring the community and react on your question. 6 Brainstorm/co-create a solution with other experts How to create Wiki pages (text)? When you want to brainstorm with the other experts on an idea or plan you can create a Wiki page and invite other people to add or change information on the Wiki page. 7 How? Instruction video If you find out something yourself share your experiences in a global community (by writing a blog, or wiki). 18
Example user scenario 3: tips for adoption Threat: The benefits of sharing knowledge within your functional area or around a shared business interest are less obvious than if you want to work more efficiently within your own team. Key for success 1 the employee has to recognize the benefits 2 the manager has to recognize the benefits and has to encourage the employee to actively search people and information and share 3 there is one or more active community manager(s) 4 there is already relevant content available in the community Keys behaviour that needs to be reinforced. - create a network and follow people that have similar interests and responsibilities - write regular updates in interest groups (orange) - do not re-invent wheels yourselves but connect with experts and search for solutions - share your own experiences How to stimulate and reward as a manager? Ask the employee how he,she solved new challenges during the End year Review session. 19
Example user scenario 3: tips for community management • Sharing knowledge (within the same functional line) will require active, regular and inspiring community management. • This could be done by involving 3 talents (from different countries) that are already actively involved in the topic as community managers for a period of at least one year. Make it an official assignment connected to their development and learning needs. Include in performance management cycle. What’s in it for these talents? - helps them to be visible for senior management as an expert (recognition) - helps them to build their network Tasks community managers - make sure the community is already populated with relevant content before the launch of the community. - actively approach and invite people that could add value to the community - add blog posts, start discussions, monitor discussions, invite people to share local best.practices. 20
Step 1 analyse for what user scenario’s new media can add value 21
Step 2 Select one or more user scenario’s to pilot with • Scenario 1: How to find people with certain skills, knowledge and expertise? • Scenario 2: How to work more efficiently in your (virtual) team • Scenario 3: Solve a challenge regarding your work where you do not already have a solution. How to share good practices between colleagues in the same functional line or with the same interests? • Scenario 4 …. 12 see appendix 22
Step 3 Check if needed functionalities to support user scenario’s are available within current infrastructure/ platform If Yes: continue to step 4 If No: define gap and discuss possibilities with IT 23
Functionaliteit Voordeel Persoonlijk profiel Iemand kunnen vinden op kennis, vaardigheden, ervaring en interesse Status update (tweet) Globaal op de hoogte blijven waar iemand mee bezig is Wiki: samenwerken aan hetzelfde document Scheelt enorm veel e-mail verkeer, + je hebt autom versie beheer. Blog Meer gedetailleerd op de hoogte blijven waar iemand mee bezig is Files delen Een centrale plek voor files Volgen Informatie komt automatisch naar je toe ipv het op te zoeken Mogelijkheid info te delen met grote groepen. Jezelf zichtbaar maken als expert. Info vraag stellen Oplossing zoeken voor bepaald issue is makkelijk. Tag meegeven aan iets Makkelijker info kunnen vinden 24
Step 4 Change & communication & learning aspects to consider 25
How to create sense of urgency? 26
Who will be your stakeholders? 27
Who will be your sponsors ? 28
Who will be the owner? 29
5 Create learning materials for every scenario with specific examples to fit your organisation 30
5 Learning objectives for a successful implementation WIIFC 31
Example user scenario 2: How to work more efficiently in your (virtual) team Situation: Your (project) team has regular calls or meetings. Possible Issues: A lot of time is lost to update each other during a call or meeting. Those meetings can be boring and not really interactive. A lot of mails are sent within the team to create an agenda or meeting minutes You do not have a central place where you can store files. How can the Social Collaboration Platform help? Meetings can become shorter, more interesting and more interactive. And you can save at least 1 hour per person per week by: • updating each other with the platform in stead of in the meeting, • creating online agenda and meeting minutes, • brainstorming online, • share files via the platform in stead of mail. See Movie http://youtu.be/hQCuHShcbaE 36
Example user Scenario 2: How to work more efficiently in your (virtual) team WIIFY Meetings become less boring and more interactive. In stead of listening you can discuss solutions and support each other. This way you will also learn more and develop yourself which makes you more attractive as an employee. Also when you return from your holiday you have less e-mail and it is easier to catch up and to see what's happened in the team. WIIF ING? • Reduce the number of meetings or reduce the duration of regular meetings with 50%. Save at least 1 hour per person per week. • Reduce e-mail by 20 % • Improve the quality of the discussion and collaboration in your team. • By working more effective and efficiently the production and quality of your department increases. This will enhance our profit. 37
Example user Scenario 2: How to work more efficiently in your (virtual) team: working instruction + links instruction system 1 Step Description activity How? 1 Create a community for your (project) team How to create a community (text)? Instruction video 2 Write a welcome message (blog) to explain the purpose of the team community and write a blog with an update of your activities of the last week (suggestion: name your blog Update ÿour name week (nr: x) How to create a blog (text)? Instruction video 3 Create a wiki page for the weekly agenda, meeting How to create Wiki minutes and actions and status updates for your pages (text)? project. Instruction video 4 Add all team members to the team community How to add team members to the community? 38
Example user scenario 2: How to work more efficiently in your (virtual) team: working instruction + links instruction system 2 Step 5 6 Description activity How? Schedule a meeting with the team and explain the During team meeting usage of the platform: or virtual session 1 how to fill in your profile 2 how to write a blog post 3 hot to add info to a wiki 4 how to upload files 5 how to follow and find people and information Make agreements in the team During team meeting Suggestion: or virtual session Only use the platform and not mail Every team member will write a weekly blog post (at least 1 day before the weekly call or meeting) to update his colleagues. This will save time during the regular call. React on each others blog posts Add items to the agenda Upload files on the platform in stead of mailing them to each other When you discover a good practice that adds value for colleagues in other functional lines upload it in the orange community in English. 39
Example user scenario 2: How to work more efficiently in your (virtual) team: Critical succesfactors + suggestions • • • The manager has to recognise the benefits and has to encourage the employee to write a blogpost once a week to update his colleagues and to read the blogposts of others. Give it some time for every member of the team to experience the value (takes about 5 – 6 weeks). Keep the discipline to only use the platform and not mail! 40
Summary 1 Look broader at added value of new media to innovate your business New technologies can lead to more effectively in working, communication, learning and knowledge sharing. 2 Focus on added value for the People and Organisation We focus on the added value of new media/ technologies for the employee and your organisation. 3 Place technology in Context Connect the new way of working, learning and communication closely to the current work processes to make change successful. 4 Embrace diversity: effective change requires teamwork of a multidisciplinary team. 41
Appendix: Adoption approach/ toolkit Friends of Media 42
Jean In het Panhuis Friends of Media firstname.lastname@example.org 0615087722 @jeanpanhuis We increase your power to innovate. HOW: by applying new technologies more effectively in working, communication, learning and knowledge sharing. 43
Appendix: some generic scenario’s 1 Some generic scenario’s: • Scenario 1: How to find people with certain skills, knowledge and expertise? • Scenario 2: How to work more efficiently in your (virtual) team • Scenario 3: Solve a challenge regarding your work where you do not already have a solution. How to share good practices between colleagues in the same functional line or with the same interests? • Scenario 4: ….. • How to support a complex large global project • Scenario 5: How to engage employees by connecting them to the strategy and by stimulating two way interaction between management and employees? • Scenario 6: use strength of multi disciplinair approach internally and externally (avoid silod thinking) 44
Appendix: some generic scenario’s 2 • Scenario 7: Onboarding: how a new employee can become a member of the team • Scenario 8 How to integrate formal push content (messages and static intranet content in the SCP? • Scenario 9: How to give talents a platform to be visible for senior management and expand their network? • Scenario10: How to use it to engage talents within strategic issues • Scenario 11 How to support informal learning (learning on the job) • Scenario 12: How to support the work of a back office employee • Scenario 13: How to support the work of a front office employee • Scenario 14: How to support the work of a sales employee 45
Bijlage: Intro social media Wat is social media? http://www.youtube.com/watch?v=MpIOClX1jPE Wat is een social network http://www.youtube.com/watch?v=6a_KF7TYKVc&feature=relmfu Wat is een blog? http://www.youtube.com/watch?v=NN2I1pWXjXI&feature=relmfu Wat is een wiki? http://www.youtube.com/watch?v=-dnL00TdmLY Wat is Twitter? http://www.youtube.com/watch?v=ddO9idmax0o Wat is RSS? http://www.youtube.com/user/leelefever#p/u/16/0klgLsSxGsU © 46
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