|By Chris Yeh||
|July 14, 2008 08:15 AM EDT||
E-mail is extremely easy to adopt and use, and lends itself very well to certain types of collaboration. When two people are attempting to collaborate asynchronously, e-mail is usually the best solution. It's certainly far less frustrating than phone tag. But once more people are involved, email's utility rapidly degenerates. While the rise of free, open-source solutions makes it tempting to build one's own collaboration tools, on-demand or Software as a Service (SaaS) solutions are the better choice for the majority of users and uses.
Design Commission, an award-winning design firm based out of Seattle, Washington, had grown from a bootstrapped startup into a thriving business. Along with a friend, David Conrad had co-founded Design Commission after working as a design lead for videogame giant Electronic Arts’ EA.com Web site.
Starting from scratch, Design Commission had built up a stable of prestigious clients like Sony, Corbis, and Paul Allen’s Vulcan Labs. David had even been recognized for his work with Sony in the Communication Arts Interactive Annual. Now, the firm had to figure out how to deal with how success had made its previous strategy of collaborating via email unmanageable.
“The studio has gone from two people to six people in the last 18 months,” said Conrad. “That doesn’t sound very big, but that’s 300% growth, and you run into the same issues of scale as you would with a big company. At the heart of these challenges is communication. Our success had made it much more difficult to make sure everyone in the team was on the same page.”
Email is still the most common tool for electronic collaboration. Everyone has it, and everyone uses it. However, email presents an extremely difficult set of challenges for organizations who try to use it for coordination and project management.
Email is extremely easy to adopt and use, and lends itself very well to certain types of collaboration. When two people are attempting to collaborate asynchronously, email is usually the best solution. It’s certainly far less frustrating than phone tag. But once more people are involved, email’s utility rapidly degenerates.
The problems with email as a platform for multi-person collaboration are the issues of accuracy and discoverability.
As asynchronous emails fly back and forth between the participants, it becomes harder and harder to ensure that the information in the email remains accurate and consistent. Who hasn’t experienced replying to an email, only to discover that another party had already given a different answer? There is no way to know which version of the information is the gold standard.
In addition, email is a poor medium for storing and discovering information. Only the recipients have access to it, and it is generally disorganized and unsearchable.
Who hasn’t experienced the pain of spending minutes or even hours fruitlessly searching for a particular lost email?
Yet because email is a critical part of our professional lives, it became the default collaboration tool for Design Commission.
"We’ve been dependent on email, and it’s a habit we're trying to break," said Conrad. "It's incredibly dispersed, and trying to find the password to Campaign Monitor takes 30 minutes when it should take 30 seconds. We wanted a common place where we could store all our important information."
Nor was his email addiction simply an issue of convenience. It had real impact on Design Commission's business and bottom line.
"Being able to organize and find information translates into real financial benefits," said Conrad. "I have more time to work on billable projects because I'm not spending that extra 29:30 hunting down information I'm not being paid to find. There's also a boost to general morale. It drives me nuts when I can't find a piece of information I need to do my job."
Since Design Commission is a professional services firm, Conrad knew that time was literally money. He resolved to find a collaboration solution that would help his firm manage its growth.
Conrad looked at a lot of different options before choosing PBwiki. “We’ve been looking at collaboration options since we started the company,” said Conrad. “There’s no shortage of potential approaches to the problem.”
One key decision Design Commission made up front was to opt for an on-demand collaboration solution.
While the rise of free, open-source solutions makes it tempting to build one’s own collaboration tools (There’s no cost! We can tailor it to our needs!), on-demand or “Software as a Service” (SaaS) solutions are the better choice for the majority of users and uses.
Even the most comprehensive and powerful collaboration tool will generate zero productivity gains if it isn’t used. Focusing on functionality first is putting the cart before the horse. Better to emphasize ease of adoption and use.
Low barriers to entry will help encourage users to experiment with collaboration tools and ease of use encourages them to keep exploring new uses for those tools. This incremental approach allows organizations to adopt technology informally and from the bottom up, rather than requiring a major top-down effort to re-engineer the enterprise. That’s as true for a 6-person organization as a 60,000 person organization.
Introducing a new software package into the datacenter generally rules out the informal, bottom-up approach. Instead, it is necessary to trigger your organization’s standard procurement and review process. Rather than being up and running in a matter of minutes, it may take weeks or even months to obtain the necessary approvals and resources from corporate IT (assuming that the request is approved in the first place). By the time the rollout is done, the original reason for introducing the tool might have disappeared.
Peter Williams, the CEO of Deloitte Digital found this out when he requested help the IT group to roll out a knowledge management solution for collaborating on new business plans. His IT group finally responded 18 months later. By that time, Williams had already brought in an on-demand solution from PBwiki, and had successfully used to generate real business benefits.
This example illustrates one of the key strengths of Software-as-a-Service: An organization can start using a hosted solution immediately, without waiting for its IT department.
Naturally, it is important to consider the needs and requirements of IT in the long run. While line of business managers can focus solely on business benefits, IT managers need to consider the overall safety, security, and maintainability of the organization’s technology infrastructure.
Even in this case, however, the standard arguments for hosting in-house—security and reliability—have been addressed by on-demand vendors like PBwiki. Hosted wikis provide high-grade encryption, redundant data replication, and full access controls. Additionally, because on-demand vendors focus solely on wiki hosting, rather than treating it as a single project within the IT portfolio, they generally deliver better performance and reliability. PBwiki delivers “five nines” uptime to its millions of users.
In the case of Design Commission, as boutique design firm without a formal IT group, the decision was even simpler: Avoid the hassles of hosting by only considering on-demand solutions. Based on this criteria, Design Commission evaluated three main solutions: 37Signals’ Basecamp, Google Sites, and PBwiki.
Design Commission had already used 37Signals’ Basecamp to manage client-related projects, but that tool lacked the necessary comprehensiveness and permanence:
"We manage client-related projects using Basecamp. Not because we like it; a lot of us really dislike it, but because it was the best option available at the time. The problem with Basecamp is that it doesn't let you tie everything together; there's no way to see all your different projects at once. Also, it's temporal; there's a begin date and an end date. PBwiki lets us organize information for use in perpetuity."
Conrad liked PBwiki's flexibility and openness, citing its open APIs and widget support as evidence that PBwiki gives its users the opportunity to build on top of the base platform.
“PBwiki seemed to be making efforts towards information convergence,” Conrad said. “In a closed environment like Basecamp, there’s not much flexibility. Because PBwiki offers exposures to APIs and widgets, that shows me that there’s an opportunity to do new things.”
Conrad also looked at Google Sites as a potential solution. Design Commission was already a Google customer, managing its email using Google Apps. But when Conrad reviewed the Google Sites product, he concluded it wasn't going to meet his needs.
"When Google first announced Google Sites, we started tinkering with it, but quickly found it to be a disappointing experience,” said Conrad. “It didn't do a good job of getting me into a mode where I could create useful pages. There's nothing cohesive about the experience. I don't even know the URL. I had to log into my Google account and hunt around for the link. With PBwiki, we know exactly where to go, and there's a place that's got all the content I'm looking for."
In addition, Design Commission had already had a good experience with PBwiki, thanks to one of its projects with Vulcan Labs. That recommendation helped make going with PBwiki an easy decision.
After choosing PBwiki, Design Commission moved quickly to make PBwiki an integral part of the team's workflow. Now the team members all use PBwiki on a daily basis. Among its uses:
- Recording the notes from the company's internal meetings
- Recording the notes from the company's partner and client meetings
- Organizing and recording the company's staff meetings
- Providing a central repository of login information for software and Web-based tools
- Storing contact information, both for staff and for key vendors and partners
- Planning and managing company projects and events
"We have a company retreat coming up in a couple of weeks, and we're storing all the information about the retreat on PBwiki," said Conrad. "Everything from logistics--directions and who's cooking what--to planning out our meeting agenda. That's temporal, but some of that information needs to live on, and PBwiki lets us do that."
And while Design Commission specializes in telling stories through design, they made the decision to use PBwiki based on cold, hard ROI. "We figure that we save on the order of an hour per week for each of our six team members, and we hope it will be more than that in the long run.”
“Conservatively, we're improving productivity at least $2,000 per month," said Conrad.
|Alice McLane 07/07/08 05:16:25 AM EDT|
Email is still the most popular project collaboration tool - this is right. But its many draw backs are not the reason to give up on your favouite communication medium. As, you have noticed in your article, SaaS are offering more and more options for collaboration, one of them is project management software integrated with email. Our idea is to build projects by simply emailing your tasks to the system.
We’ve worked with dozens of early adopters across numerous industries and will debunk common misperceptions, which starts with understanding that many of the connected products we’ll use over the next 5 years are already products, they’re just not yet connected. With an IoT product, time-in-market provides much more essential feedback than ever before. Innovation comes from what you do with the data that the connected product provides in order to enhance the customer experience and optimize busi...
May. 5, 2016 06:00 AM EDT Reads: 1,339
In his session at @ThingsExpo, Chris Klein, CEO and Co-founder of Rachio, will discuss next generation communities that are using IoT to create more sustainable, intelligent communities. One example is Sterling Ranch, a 10,000 home development that – with the help of Siemens – will integrate IoT technology into the community to provide residents with energy and water savings as well as intelligent security. Everything from stop lights to sprinkler systems to building infrastructures will run ef...
May. 5, 2016 02:00 AM EDT Reads: 1,292
Manufacturers are embracing the Industrial Internet the same way consumers are leveraging Fitbits – to improve overall health and wellness. Both can provide consistent measurement, visibility, and suggest performance improvements customized to help reach goals. Fitbit users can view real-time data and make adjustments to increase their activity. In his session at @ThingsExpo, Mark Bernardo Professional Services Leader, Americas, at GE Digital, will discuss how leveraging the Industrial Interne...
May. 5, 2016 12:45 AM EDT Reads: 1,381
The increasing popularity of the Internet of Things necessitates that our physical and cognitive relationship with wearable technology will change rapidly in the near future. This advent means logging has become a thing of the past. Before, it was on us to track our own data, but now that data is automatically available. What does this mean for mHealth and the "connected" body? In her session at @ThingsExpo, Lisa Calkins, CEO and co-founder of Amadeus Consulting, will discuss the impact of wea...
May. 5, 2016 12:00 AM EDT Reads: 1,205
Whether your IoT service is connecting cars, homes, appliances, wearable, cameras or other devices, one question hangs in the balance – how do you actually make money from this service? The ability to turn your IoT service into profit requires the ability to create a monetization strategy that is flexible, scalable and working for you in real-time. It must be a transparent, smoothly implemented strategy that all stakeholders – from customers to the board – will be able to understand and comprehe...
May. 4, 2016 11:45 PM EDT Reads: 1,268
Increasing IoT connectivity is forcing enterprises to find elegant solutions to organize and visualize all incoming data from these connected devices with re-configurable dashboard widgets to effectively allow rapid decision-making for everything from immediate actions in tactical situations to strategic analysis and reporting. In his session at 18th Cloud Expo, Shikhir Singh, Senior Developer Relations Manager at Sencha, will discuss how to create HTML5 dashboards that interact with IoT devic...
May. 4, 2016 09:00 PM EDT Reads: 1,430
Artificial Intelligence has the potential to massively disrupt IoT. In his session at 18th Cloud Expo, AJ Abdallat, CEO of Beyond AI, will discuss what the five main drivers are in Artificial Intelligence that could shape the future of the Internet of Things. AJ Abdallat is CEO of Beyond AI. He has over 20 years of management experience in the fields of artificial intelligence, sensors, instruments, devices and software for telecommunications, life sciences, environmental monitoring, process...
May. 4, 2016 05:30 PM EDT Reads: 1,414
The demand for organizations to expand their infrastructure to multiple IT environments like the cloud, on-premise, mobile, bring your own device (BYOD) and the Internet of Things (IoT) continues to grow. As this hybrid infrastructure increases, the challenge to monitor the security of these systems increases in volume and complexity. In his session at 18th Cloud Expo, Stephen Coty, Chief Security Evangelist at Alert Logic, will show how properly configured and managed security architecture can...
May. 4, 2016 05:15 PM EDT Reads: 473
A critical component of any IoT project is the back-end systems that capture data from remote IoT devices and structure it in a way to answer useful questions. Traditional data warehouse and analytical systems are mature technologies that can be used to handle large data sets, but they are not well suited to many IoT-scale products and the need for real-time insights. At Fuze, we have developed a backend platform as part of our mobility-oriented cloud service that uses Big Data-based approache...
May. 4, 2016 03:30 PM EDT Reads: 704
SYS-CON Events announced today that Ericsson has been named “Gold Sponsor” of SYS-CON's @ThingsExpo, which will take place on June 7-9, 2016, at the Javits Center in New York, New York. Ericsson is a world leader in the rapidly changing environment of communications technology – providing equipment, software and services to enable transformation through mobility. Some 40 percent of global mobile traffic runs through networks we have supplied. More than 1 billion subscribers around the world re...
May. 4, 2016 01:45 PM EDT Reads: 1,362
SYS-CON Events announced today that Peak 10, Inc., a national IT infrastructure and cloud services provider, will exhibit at SYS-CON's 18th International Cloud Expo®, which will take place on June 7-9, 2016, at the Javits Center in New York City, NY. Peak 10 provides reliable, tailored data center and network services, cloud and managed services. Its solutions are designed to scale and adapt to customers’ changing business needs, enabling them to lower costs, improve performance and focus inter...
May. 4, 2016 01:00 PM EDT Reads: 1,455
We're entering the post-smartphone era, where wearable gadgets from watches and fitness bands to glasses and health aids will power the next technological revolution. With mass adoption of wearable devices comes a new data ecosystem that must be protected. Wearables open new pathways that facilitate the tracking, sharing and storing of consumers’ personal health, location and daily activity data. Consumers have some idea of the data these devices capture, but most don’t realize how revealing and...
May. 4, 2016 12:45 PM EDT Reads: 687
The IoTs will challenge the status quo of how IT and development organizations operate. Or will it? Certainly the fog layer of IoT requires special insights about data ontology, security and transactional integrity. But the developmental challenges are the same: People, Process and Platform. In his session at @ThingsExpo, Craig Sproule, CEO of Metavine, will demonstrate how to move beyond today's coding paradigm and share the must-have mindsets for removing complexity from the development proc...
May. 4, 2016 12:45 PM EDT Reads: 952
trust and privacy in their ecosystem. Assurance and protection of device identity, secure data encryption and authentication are the key security challenges organizations are trying to address when integrating IoT devices. This holds true for IoT applications in a wide range of industries, for example, healthcare, consumer devices, and manufacturing. In his session at @ThingsExpo, Lancen LaChance, vice president of product management, IoT solutions at GlobalSign, will teach IoT developers how t...
May. 4, 2016 12:15 PM EDT Reads: 620
There is an ever-growing explosion of new devices that are connected to the Internet using “cloud” solutions. This rapid growth is creating a massive new demand for efficient access to data. And it’s not just about connecting to that data anymore. This new demand is bringing new issues and challenges and it is important for companies to scale for the coming growth. And with that scaling comes the need for greater security, gathering and data analysis, storage, connectivity and, of course, the...
May. 4, 2016 11:15 AM EDT Reads: 1,275
So, you bought into the current machine learning craze and went on to collect millions/billions of records from this promising new data source. Now, what do you do with them? Too often, the abundance of data quickly turns into an abundance of problems. How do you extract that "magic essence" from your data without falling into the common pitfalls? In her session at @ThingsExpo, Natalia Ponomareva, Software Engineer at Google, will provide tips on how to be successful in large scale machine lear...
May. 4, 2016 10:00 AM EDT Reads: 1,538
Digital payments using wearable devices such as smart watches, fitness trackers, and payment wristbands are an increasing area of focus for industry participants, and consumer acceptance from early trials and deployments has encouraged some of the biggest names in technology and banking to continue their push to drive growth in this nascent market. Wearable payment systems may utilize near field communication (NFC), radio frequency identification (RFID), or quick response (QR) codes and barcodes...
May. 4, 2016 08:15 AM EDT Reads: 1,026
You think you know what’s in your data. But do you? Most organizations are now aware of the business intelligence represented by their data. Data science stands to take this to a level you never thought of – literally. The techniques of data science, when used with the capabilities of Big Data technologies, can make connections you had not yet imagined, helping you discover new insights and ask new questions of your data. In his session at @ThingsExpo, Sarbjit Sarkaria, data science team lead ...
May. 4, 2016 08:00 AM EDT Reads: 1,226
The IETF draft standard for M2M certificates is a security solution specifically designed for the demanding needs of IoT/M2M applications. In his session at @ThingsExpo, Brian Romansky, VP of Strategic Technology at TrustPoint Innovation, will explain how M2M certificates can efficiently enable confidentiality, integrity, and authenticity on highly constrained devices.
May. 4, 2016 08:00 AM EDT Reads: 1,306
You deployed your app with the Bluemix PaaS and it's gaining some serious traction, so it's time to make some tweaks. Did you design your application in a way that it can scale in the cloud? Were you even thinking about the cloud when you built the app? If not, chances are your app is going to break. Check out this webcast to learn various techniques for designing applications that will scale successfully in Bluemix, for the confidence you need to take your apps to the next level and beyond.
May. 3, 2016 12:15 PM EDT Reads: 1,629