Collaboration at IPM: It's not about Technology

1. Collaboration at IPM It’s not about Technology Dee Anne Gavlick Knowledge Manager December 2010

2. Knowledge Nuggets • User Adoption - Technology vs. Knowledge Management approach • Understanding Mental Models and how they impact user adoption • UX techniques • Show and Tell - Mind Mapping

3. What we do at IPM IPM is a non-profit product development partnership whose mission is to support the development of microbicides and other new HIV prevention technologies that will prevent the transmission of HIV to women in developing countries IPM does this by: • Screening compounds • Conducting clinical trials • Building regulatory pathways for microbicide products • Establishing manufacturing and distribution capacity to ensure access to a microbicide

4. Everybody has Challenges • Compliance • No headcount • Corporate Culture • Employees • Leadership • SharePoint

5. SharePoint Challenges 51% - Problems integrating with work and people Global360 SharePoint Survey 2010

6. SharePoint User Experience 78% feel UX is inadequate Global360 SharePoint Survey 2010

7. It is all about…… Managing Change A successful Deployment of SharePoint has nothing to do with SharePoint

8. Technology Adoption and Messaging

9. Adoption Curve Continuous Improvement Integration with Day to Day Work Best Practices Testimonials Success Stories Globalization Metrics and KPI’s Business Process Integration Integration with Performance Goalsand Job Descriptions Users Proof of Concept Concepts Functionality Features Iterative Development Governance Planning Tipping Point Strategy Development Time

10. Kotter’s 8-Step Change Process Step 1 – Create Urgency Step 2 – Form a Powerful Coalition Step 3 – Create a Vision for Change Step 4 – Communicate the Vision Step 5 – Remove Obstacles Step 6 – Create Short-term Wins Step 7 – Build on Change Step 8 – Anchor Change Source – Leading Change by John Kotter -1995

11. Create a Vision

12. Knowledge Management is…

13. KM Definition from Wikipedia • Comprises a range of practices used in an organization to identify, create, represent, distribute and enable adoption of insights and experiences • Established as a discipline in 1995 and includes courses taught in the fields of business administration, information systems, management, and library and information sciences

14. Knowledge Management at IPM • KM is a framework enabling the use of information and employee knowledge to drive processes and improve decisions • KM leverages technology and work processes to capture and share information with employees and IPM stakeholders

15. IPM – Content Strategy • Structured • Authoritative • Retention requirements • Used by many • Temporary • Unstructured • Used by few • Transactional • Structured • Retention requirements • Used by many

16. 3 C’s - High Touch/Low Dose • Communication • Process of transferring information from one entity to another • Coaching • Directing, instructing and training a person or group of people, with the aim to achieve some goal or develop specific skills • Continuous Improvement • Ongoing effort to improve • Incremental improvement over time • Breakthrough improvement all at once

17. Communication

18. Communication User Guides Video Training Quick Reference Cards Surveys Lunch and Learn Wire Frames Testing Training Workshops

19. Create You Plan

20. Create Usable Sites Consider quick links for instant gratification Customize navigation to support what group does using terms they are familiar with Consider End User preferences • Tool Users • Searchers • Navigation Users Use Audience to support Permissions Focus on Findability

21. User Centered Design Approach • Focus Groups/Interviews • Task Analysis • Contextual Inquiry • Participatory Design • Usability Testing

22. Visual Tools to Plan IA http://www.mindjet.com/

23. DemonstrationMind Mapping

24. Mapping Scenario Build a Community of Practice site for the Women in SharePoint DC Group • SWOT • Knowledge Mapping

25. SWOT

26. 90-Day Action Plan • Conduct interviews with Stakeholders • Pain Points • Uncover Ideas and Innovations • Goals and Objectives • Gain Support • Investigate Systems in place • Define interrelationships • Develop Strategy for integration • Develop Images and Messaging • Communication Plan • Training Plan • Identify ways to improve collaboration and share content more effectively • Implement something that has value

27. Lessons Learned • Plan for External Participants • Do not underestimate the lack of end-user skills • Default is not suitable • Configure – Don’t Customize (No Code) • Think outside the box

28. Lesson Learned • Establish a strategy • Nothing happens overnight • Use a phased approach • Start with projects that are quick wins to build momentum • Create a vivid description of the future state • Publicize what you do • Use Images to communicate complex concepts

29. Lesson Learned • Must support organizations objectives • Must have a passionate Leader to drive it • Without support from a Core team, the program will not thrive • Must leverage all available channels for communication and publicity • Entertainment value is key • Make it part of your daily routine • Not everyone will participate – that’s OK

30. Lessons Learned • Secure stakeholder buy-in • Sponsor enlists the Top Down Support • Enable grassroots through community teams • Solicit future customers • Create enthusiasm • Success stories • Evidence of value and benefit • Tell customers what you did for them

31. Questions?