|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.
Scott Jenson leads a project called The Physical Web within the Chrome team at Google. Project members are working to take the scalability and openness of the web and use it to talk to the exponentially exploding range of smart devices. Nearly every company today working on the IoT comes up with the same basic solution: use my server and you'll be fine. But if we really believe there will be trillions of these devices, that just can't scale. We need a system that is open a scalable and by using the URL as a basic building block, we open this up and get the same resilience that the web enjoys.
Nov. 25, 2014 09:30 PM EST Reads: 1,066
The Internet of Things is tied together with a thin strand that is known as time. Coincidentally, at the core of nearly all data analytics is a timestamp. When working with time series data there are a few core principles that everyone should consider, especially across datasets where time is the common boundary. In his session at Internet of @ThingsExpo, Jim Scott, Director of Enterprise Strategy & Architecture at MapR Technologies, discussed single-value, geo-spatial, and log time series data. By focusing on enterprise applications and the data center, he will use OpenTSDB as an example t...
Nov. 25, 2014 09:30 PM EST Reads: 1,096
P2P RTC will impact the landscape of communications, shifting from traditional telephony style communications models to OTT (Over-The-Top) cloud assisted & PaaS (Platform as a Service) communication services. The P2P shift will impact many areas of our lives, from mobile communication, human interactive web services, RTC and telephony infrastructure, user federation, security and privacy implications, business costs, and scalability. In his session at @ThingsExpo, Robin Raymond, Chief Architect at Hookflash, will walk through the shifting landscape of traditional telephone and voice services ...
Nov. 25, 2014 08:00 PM EST Reads: 1,342
The Domain Name Service (DNS) is one of the most important components in networking infrastructure, enabling users and services to access applications by translating URLs (names) into IP addresses (numbers). Because every icon and URL and all embedded content on a website requires a DNS lookup loading complex sites necessitates hundreds of DNS queries. In addition, as more internet-enabled ‘Things' get connected, people will rely on DNS to name and find their fridges, toasters and toilets. According to a recent IDG Research Services Survey this rate of traffic will only grow. What's driving t...
Nov. 25, 2014 07:00 PM EST Reads: 1,185
Enthusiasm for the Internet of Things has reached an all-time high. In 2013 alone, venture capitalists spent more than $1 billion dollars investing in the IoT space. With "smart" appliances and devices, IoT covers wearable smart devices, cloud services to hardware companies. Nest, a Google company, detects temperatures inside homes and automatically adjusts it by tracking its user's habit. These technologies are quickly developing and with it come challenges such as bridging infrastructure gaps, abiding by privacy concerns and making the concept a reality. These challenges can't be addressed w...
Nov. 25, 2014 04:30 PM EST Reads: 1,224
Explosive growth in connected devices. Enormous amounts of data for collection and analysis. Critical use of data for split-second decision making and actionable information. All three are factors in making the Internet of Things a reality. Yet, any one factor would have an IT organization pondering its infrastructure strategy. How should your organization enhance its IT framework to enable an Internet of Things implementation? In his session at Internet of @ThingsExpo, James Kirkland, Chief Architect for the Internet of Things and Intelligent Systems at Red Hat, described how to revolutioniz...
Nov. 24, 2014 07:00 PM EST Reads: 1,576
Bit6 today issued a challenge to the technology community implementing Web Real Time Communication (WebRTC). To leap beyond WebRTC’s significant limitations and fully leverage its underlying value to accelerate innovation, application developers need to consider the entire communications ecosystem.
Nov. 24, 2014 12:00 PM EST Reads: 1,452
The definition of IoT is not new, in fact it’s been around for over a decade. What has changed is the public's awareness that the technology we use on a daily basis has caught up on the vision of an always on, always connected world. If you look into the details of what comprises the IoT, you’ll see that it includes everything from cloud computing, Big Data analytics, “Things,” Web communication, applications, network, storage, etc. It is essentially including everything connected online from hardware to software, or as we like to say, it’s an Internet of many different things. The difference ...
Nov. 24, 2014 11:00 AM EST Reads: 1,589
Cloud Expo 2014 TV commercials will feature @ThingsExpo, which was launched in June, 2014 at New York City's Javits Center as the largest 'Internet of Things' event in the world.
Nov. 24, 2014 09:00 AM EST Reads: 1,602
SYS-CON Events announced today that Windstream, a leading provider of advanced network and cloud communications, has been named “Silver Sponsor” of SYS-CON's 16th International Cloud Expo®, which will take place on June 9–11, 2015, at the Javits Center in New York, NY. Windstream (Nasdaq: WIN), a FORTUNE 500 and S&P 500 company, is a leading provider of advanced network communications, including cloud computing and managed services, to businesses nationwide. The company also offers broadband, phone and digital TV services to consumers primarily in rural areas.
Nov. 23, 2014 07:30 PM EST Reads: 1,790
"There is a natural synchronization between the business models, the IoT is there to support ,” explained Brendan O'Brien, Co-founder and Chief Architect of Aria Systems, in this SYS-CON.tv interview at the 15th International Cloud Expo®, held Nov 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA.
Nov. 23, 2014 12:00 PM EST Reads: 1,729
The major cloud platforms defy a simple, side-by-side analysis. Each of the major IaaS public-cloud platforms offers their own unique strengths and functionality. Options for on-site private cloud are diverse as well, and must be designed and deployed while taking existing legacy architecture and infrastructure into account. Then the reality is that most enterprises are embarking on a hybrid cloud strategy and programs. In this Power Panel at 15th Cloud Expo (http://www.CloudComputingExpo.com), moderated by Ashar Baig, Research Director, Cloud, at Gigaom Research, Nate Gordon, Director of T...
Nov. 23, 2014 07:45 AM EST Reads: 1,745
ARMONK, N.Y., Nov. 20, 2014 /PRNewswire/ -- IBM (NYSE: IBM) today announced that it is bringing a greater level of control, security and flexibility to cloud-based application development and delivery with a single-tenant version of Bluemix, IBM's platform-as-a-service. The new platform enables developers to build ap...
Nov. 22, 2014 05:30 PM EST Reads: 1,548
An entirely new security model is needed for the Internet of Things, or is it? Can we save some old and tested controls for this new and different environment? In his session at @ThingsExpo, New York's at the Javits Center, Davi Ottenheimer, EMC Senior Director of Trust, reviewed hands-on lessons with IoT devices and reveal a new risk balance you might not expect. Davi Ottenheimer, EMC Senior Director of Trust, has more than nineteen years' experience managing global security operations and assessments, including a decade of leading incident response and digital forensics. He is co-author of t...
Nov. 22, 2014 05:30 PM EST Reads: 1,494
Technology is enabling a new approach to collecting and using data. This approach, commonly referred to as the "Internet of Things" (IoT), enables businesses to use real-time data from all sorts of things including machines, devices and sensors to make better decisions, improve customer service, and lower the risk in the creation of new revenue opportunities. In his General Session at Internet of @ThingsExpo, Dave Wagstaff, Vice President and Chief Architect at BSQUARE Corporation, discuss the real benefits to focus on, how to understand the requirements of a successful solution, the flow of ...
Nov. 21, 2014 08:00 PM EST Reads: 1,554
The security devil is always in the details of the attack: the ones you've endured, the ones you prepare yourself to fend off, and the ones that, you fear, will catch you completely unaware and defenseless. The Internet of Things (IoT) is nothing if not an endless proliferation of details. It's the vision of a world in which continuous Internet connectivity and addressability is embedded into a growing range of human artifacts, into the natural world, and even into our smartphones, appliances, and physical persons. In the IoT vision, every new "thing" - sensor, actuator, data source, data con...
Nov. 21, 2014 08:00 PM EST Reads: 1,477
"BSQUARE is in the business of selling software solutions for smart connected devices. It's obvious that IoT has moved from being a technology to being a fundamental part of business, and in the last 18 months people have said let's figure out how to do it and let's put some focus on it, " explained Dave Wagstaff, VP & Chief Architect, at BSQUARE Corporation, in this SYS-CON.tv interview at @ThingsExpo, held Nov 4-6, 2014, at the Santa Clara Convention Center in Santa Clara, CA.
Nov. 21, 2014 07:00 PM EST Reads: 1,411
Focused on this fast-growing market’s needs, Vitesse Semiconductor Corporation (Nasdaq: VTSS), a leading provider of IC solutions to advance "Ethernet Everywhere" in Carrier, Enterprise and Internet of Things (IoT) networks, introduced its IStaX™ software (VSC6815SDK), a robust protocol stack to simplify deployment and management of Industrial-IoT network applications such as Industrial Ethernet switching, surveillance, video distribution, LCD signage, intelligent sensors, and metering equipment. Leveraging technologies proven in the Carrier and Enterprise markets, IStaX is designed to work ac...
Nov. 20, 2014 09:15 PM EST Reads: 1,458
C-Labs LLC, a leading provider of remote and mobile access for the Internet of Things (IoT), announced the appointment of John Traynor to the position of chief operating officer. Previously a strategic advisor to the firm, Mr. Traynor will now oversee sales, marketing, finance, and operations. Mr. Traynor is based out of the C-Labs office in Redmond, Washington. He reports to Chris Muench, Chief Executive Officer. Mr. Traynor brings valuable business leadership and technology industry expertise to C-Labs. With over 30 years' experience in the high-tech sector, John Traynor has held numerous...
Nov. 20, 2014 06:00 PM EST Reads: 1,402
The 3rd International @ThingsExpo, co-located with the 16th International Cloud Expo - to be held June 9-11, 2015, at the Javits Center in New York City, NY - announces that it is now accepting Keynote Proposals. The Internet of Things (IoT) is the most profound change in personal and enterprise IT since the creation of the Worldwide Web more than 20 years ago. All major researchers estimate there will be tens of billions devices - computers, smartphones, tablets, and sensors - connected to the Internet by 2020. This number will continue to grow at a rapid pace for the next several decades.
Nov. 20, 2014 01:00 PM EST Reads: 1,675