1. It’s not about Technology
11/20/2018
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
11/20/2018
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
Over the past year, we have focused our efforts on using Microsoft SharePoint 2007 to accelerate collaboration both internally and externally as we prepare for our largest Phase III trial.
Our success has been tremendous. During this talk I will share  a couple of concepts that have allowed us to embrace new ways of working practically overnight.

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

5. SharePoint Challenges
11/20/2018
SharePoint Challenges
SharePoint is a blank canvas
Where and how to begin?
Default is not good enough
Program must be aligned to organizational goals
End users are consumers who may not know how to articulate their needs, but seek innovative and timely solutions
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
It is all about…… Managing Change

8. Technology Adoption and Messaging
Innovators
Early Adopters
Early Majority
Late Majority
Laggards
Brave people, pulling the change
Innovators are very important communication mechanisms
Respectable people, opinion leaders, try out new ideas, but in a careful way
Thoughtful people, careful but accept change more quickly than average people do
Skeptic people, will use new ideas or products only when the majority is using it
Traditional people, love to stick to the "old ways", are critical about new ideas and will only accept it if the new idea has become mainstream or even tradition

9. Adoption Curve Users Time Continuous Improvement Iterative Development
Integration with Day to Day Work
Best Practices
Testimonials
Success Stories
Globalization
Metrics and KPI’s
Business Process Integration
Integration with Performance Goals and 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…
Framework
Program
Discipline
Philosophy

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. Business Process Content Collaboration & Unstructured Content
IPM – Content Strategy
Structured
Authoritative
Retention requirements
Used by many
Managed
Content
Business Process Content
Collaboration & Unstructured Content
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 quick links for instant gratification
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. 11/20/2018
Visual Tools to Plan IA

23. Demonstration Mind Mapping

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

25. SWOT Strengths Current processes and Tasks that work well
Things that stay the same
Weaknesses
Processes and Tasks that need improvement
Things that need to change
Low hanging fruit
Opportunities
Innovations waiting to be implemented
Goals not fully implemented
Threats
Identify Risks and Threats to Success
Critical success factors and KPIs

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 Publicize what you do
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?