Is Your Communications Technology Framework a Patchwork or Tapestry? Why It Matters.

A research study conducted by Filigree Consulting in July 2012 found that only 3% of organizations have developed an optimized corporate collaborative environment. Equally surprising is that 72% of organizations have either “Non-Integrated” or “Unsupported” environments. Putting thought into your environment’s design and strategy is key to maximizing efficiency.

The benefits of an optimized Corporate Collaborative Ecosystem (CCE) for the 3% are significant. These organizations are seeing:

• An accelerated rate of innovation (3.1x)
• Faster & more informed decision making (2.3x)
• Meeting productivity (length, participant satisfaction) (2.2x)
• Enhanced customer experience (2x)
• Increased individual productivity (1.8x)
• Reduced environmental impact (1.7x)
• Improved information quality (1.6x)
• Reduced travel cost (1.6x)

All CEOs would find these statistics mouth watering.  So why are 3 out of 4 organizations living with unsupported or non-integrated CCEs?

How Did We Get Here? Connectivity – the Great Unifier

If you look at the historical development of technology in an organization there were three different classes of technology:

1. Information Technology
2. Telecommunications
3. Audio Visual

These technologies enjoyed rapid expansion and have become the standard in organizational functions. These historical roots are important because each of these technologies was once an island of technology within the organization. As the capability of each of these technologies increased, one of the obvious and universal requirements was to allow more people to connect to them. Greater connectivity!

User Expectations

• Users of IT services want access to data from any place, at any time.
• Users of Telecom technology, whose fundamental premise relied on connectivity to enhance their ability to communicate, want to communicate from any place with anyone at anytime.  They also want a richer way to communicate than just using voice.
• Users of AV technology, primarily room systems in a corporate environment, need to add connectivity to expand the capability to include remote users in their meetings and to evolve the richness of the collaborative experience as well.

Connectivity enablers such as the network, the Internet, Wi-Fi, wireless carriers, Bluetooth and so many more, have changed the world. Connectivity has provided us with capabilities we could only have found in a Sci-fi movie. This has become a disruption of our personal lives.

Connectivity has also been a major, if not the major catalyst for disruption in industries and in politics.

Patchwork to Tapestry

As connectivity has increased over the past decade, the three technology “islands” are forced to unite into one framework. [Stay tuned for Part 3 of this blog for more info on a framework]  The degree to which an organization has been able to move to a single unified framework where all the technologies harmoniously exist will determine where they are on the journey to an “Optimized” CCE. Filigree’s study indicates that most organizations have not even started this journey.

Every organization has an existing state of these technologies – their current state CCE. This current state is often in disarray because of the historical development of the three different islands of technology described above. The problems can be further compounded by the following factors:

1. Distributed corporate model:  Technology decisions are made independently throughout the organization at the divisional level.
2. History of acquisition:  An organization that has grown through acquisition tends to have many different technology platforms even within the historical islands of technology.

The bottom line is that more often than not, an organization is starting from a patchwork of technologies.

The carrot that hangs out alluringly for CEOs is to capture the numerous benefits (ROI) from an “Opitimized Collaborative Environment” with a comprehensive and cohesive Unified Communications & Collaboration (UC&C) strategy.

To do that, the patchwork needs to be transformed into a tapestry.

This task is similar to efforts that many organizations have gone through for other large scale technology standards.  If you think about the journey to a single Enterprise Resource Platform, like SAP, there is a lot of effort required but the payoff can be big.  Moving to an optimized collaborative environment requires some of the same factors for success, as the implementation of a corporate ERP system.

1. Executive sponsorship
2. Key functional executive buy-in (or the silos will persist)
3. A roadmap for the transformation
4. End User adoption (this includes employee buy-in as well)
5. Investment to facilitate the transformation

The interesting thing about moving to an optimized CCE is that your organization can capture the significant ROI that is available, but the overall technology spend after the implementation should stay about the same or go down.

Questions We Are Often Asked Include:

1. How does my organization’s collaborative environment rate?
2. How do I move my organization down the path to an optimized CCE?

If your organization would like to answer these questions and would like to start the journey from the 72% to the 3%, we can help. Contact us.

Do you Lack Meeting Room Space? Without Exception, Every Company or Agency I Speak with has This Problem

The Inevitable Problem of Not Having Enough Meeting Room Space

The nature of work has been changing from less individual focus-time work, to more group collaboration work.  The result: Time spent in meetings has increased significantly.

This doesn’t mean that all meetings are effective or that individual time is unimportant.  But, there is a trend towards an increasing amount of time working with others to solve problems, and to collaborate and innovate in the workplace. If you don’t have the right design for your workspace your collaborative efficiency can be hindered.

“…Research has shown that while individual work might sometimes result in a faster answer, collaboration consistently delivers deeper and richer ideas because of the broad perspectives and cross-pollination of ideas that teams can offer…” 360 Research

“A Steelcase joint research study with Corenet Global found that two-thirds of organizations collaborate between 60% to 80% of the time. There’s good reason for it — collaboration works. Research has shown that while individual work might sometimes result in a faster answer, collaboration consistently delivers deeper and richer ideas because of the broad perspectives and cross-pollination of ideas that teams can offer. But whether alone or in a group, the drive for innovation requires greater creativity.” 360 Research

The reality is building collaborative solutions means more meeting space is required.

Two Trends Working Against the Availability of Meeting Space

1. Companies Are Reducing Their Real Estate Footprint (Less Space = Less Rooms)

Often the biggest fixed cost a company has is their real estate.  Some are reducing their space to save money but most just don’t need as much real estate as they used to.

Why Not? 

More flexible work policies allow people to work away from the office such as at home, on customer premises or even on the road. Secondly, companies are redesigning their workspace to accommodate more people in less space while making the workspace much better to work in. Finally, personal computing devices are allowing workers to take their work with them anywhere they go.

I have heard clients say that they can “shoot a cannon off” on a floor and no one would get hurt.  People are just not in the office as much.  Some will even argue it is easier to get individual work done when you are out of the office.

I have a friend in the Commercial Real Estate market, who visits clients and often tells them they have too much real estate because they just aren’t utilizing the space the way they used to.

2. Organizations Do Not Effectively Use the Rooms They Have

As it can be really tough to get a room or space to meet in, you’d think it makes sense to utilize the space that you already have right? Unfortunately rooms often sit idle more than they should because the systems are not in place to manage these spaces properly.

What Happens?

People book a meeting room and then plans change but they forget to free up the meeting room. This is how meeting space is wasted.  Offices are left empty when their owner is away – another wasted opportunity for meeting space. Meetings take longer than they should for a number of reasons none of which are related to how the actual meeting is conducted. These are examples of wasted time and valuable meeting spaces.

Another example of wasting time is “finding a place to meet”.  As per Steelcase Workplace Surveys:

• 70% of employees report losing up to 15 minutes a day looking for a place to collaborate with teammates
• 23% waste up to 30 minutes daily.

This is costly for organizations and has a real impact on productivity.

On the Bright Side, There Are Ways to Combat Both Trends That Work Against the Availability of Meeting Space

This table provides you with multiple solutions for solving the inevitable problem of not having enough meeting room space.

I will discuss the details around the solutions, which offset having less real estate in our next blog.

Identifying your lack of meeting space is half the battle. The next step is about finding the right solution for your organization. Contact us to discuss the situation in your office and stay tuned for our next blog Part 2: How to Get More Space From Less Space – Factors Offsetting Less Real Estate, where I will delve deeper into the solutions in the table above which help to make meeting collaboratively easier, by making more ‘meeting space’ available.