What’s wrong with existing
collaboration tools? Traditional collaboration
solutions, such as instant messenger, content publishing and knowledge
management tools, allow for information sharing, but they are also missing a
key capability, the ability to work the way people do. They
stifle productivity and fragment information by forcing people to work separately
with incongruous tools - hindering the collaborative process.
For example, imagine you’re tasked
with selecting a new product name. You meet with a colleague, start
brainstorming, and capture some initial ideas in a document. Then you e-mail the
document to the rest of your team for their input. Just the process of opening
an email, browsing to find and attach the file takes you out of the creative
“zone”.
Moreover, as your colleagues
begin sending their feedback, you are collecting and aggregating the changes,
hopefully capturing everything and keeping everyone up to date, without
overloading them with extraneous communication. This wastes times and distracts
from getting to the end goal of selecting that new product name.
Users want software that allows
them to work together in a single collaborative environment, instead of having
to jump from an Office program to chat to knowledge bases in a futile effort to
spark innovation.
Why are social media tools a
problem for the workplace? Social messaging tools have exploded in the last few years
and users are finding that they enable interactions that are not available with
traditional, enterprise collaboration tools. As a result, employees are
bringing into the office the tools that work best for them. In fact, according
to IDC, 54 percent of people use social tools for business more than two times
per week, and that number is growing every day.
So, what’s the big deal? And why should IT security staff be
concerned? Historically, humans survived in groups, and it’s the way we seek to
solve problems today. It’s our nature to gravitate to talking with others to
tackle challenges. These tools mimic the way people work and behave, making
them highly desirable for business. While tools like Facebook and Twitter
started in the consumer space, people quickly realized they could extend these
tools to produce more successful outcomes in the enterprise. People use these
tools to produce faster, better outcomes that will improve their competitive
stance.
There’s a real value to the enterprise
to incorporate these types of tools—if they can just figure out how to do it
within compliance guidelines.
The reality is that social media brings
out new challenges for meeting enterprise security and regulatory requirements.
The boundaries aren’t clear and employees aren’t waiting around for enterprise
approval to start venturing out to Facebook and other channels. Many of these tools are brought in under the radar, making
it difficult for IT to police them. Of course, employees using outside,
unsecured tools in an unstructured way increases risk on numerous levels.
A new way to work and
compete effectively: There’s a tremendous opportunity
to support the rhythm of how people and teams want to work. The first step is
bringing together the relevant people, conversations, assets and incoming
social input in an environment that’s intuitive to the user.
People are more productive when
they can co-create, share and edit documents in real-time; stay on top of
issues and topics with selected feeds; and see the "big picture" when
files are organized with related groups and conversations. To truly drive
collaboration though, businesses need more than another place to store files
and communicate. They need tools that encompass the following attributes:
· Highly adaptable workflows that support the
speed and quality of business outcomes
· User provisioning, sign-on and
permissions that leverage the current enterprise identity and access management
systems
· Granular, policy-driven controls to content
visibility and access
· Support for collaboration across
organizational boundaries
· Interoperability with existing tools for
seamless collaboration
· Audit records for compliance
purposes
While there are new web-based
consumer collaboration tools hitting the market, many lack the critical
security components necessary for managing and protecting business content. To
satisfy risk managers and auditors, enterprises must find a way to meet the
basic human need of true collaboration, supported with the right enterprise
controls.
Conclusion: The collaboration space is
undergoing a radical transformation. Real-time authoring and social messaging
tools, with the right security and compliance underpinnings, give people the
business productivity environment that results in higher quality ideas and
better informed group decisions. Enabling this environment across continents
and organizations clears roadblocks to employee productivity and helps
businesses get competitive ideas to market faster. That’s a solution that both
business users and risk managers can embrace.
Ken Muir is the Chief Technology
and Strategy Officer of Novell's Collaboration Business Unit. His responsibilities include the
overall technical vision and strategy for Novell's collaboration products,
including Novell Pulse, a next-generation real-time collaboration solution for
the enterprise. Ken joined Novell
in 1995 after graduating with honors from the University of Utah with degrees
in both Electrical and Computer Engineering. As an Engineer at Novell, Ken worked on AppWare,
NWAdmin, ConsoleOne, and ZENworks.
Ken was a lead engineer in building the ZENworks product and holds two key
patents in the area of software distribution. Subsequently, Ken has held various engineering management
positions including Vice President of Engineering over ZENworks and
GroupWise. In 2007 Ken was named
as Chief of Staff to Novell's CEO, Ron Hovsepian where his responsibilities
included working closely with the CEO and the Executive Leadership Team in the
daily operations of the company.