-   Simply not enough to maintain existing business processes –

Organisations planning the roll out of enterprise collaboration strategies must implement new policies and procedures in three critical areas of the business if they are to be successful.

According to WTG, a business IT consultancy focused on the delivery of innovative web based solutions for the public and commercial sectors, the three core areas that need re-engineering in advance of any collaboration project are human resources, IT and user training.

According to Jamie Melling at WTG: “Unless there is a radical transformation of existing business processes well in advance of any collaborative programme, then a project is doomed to failure before it has even started.  Collaboration introduces an entirely new way of working and this has a direct impact on the way people work, how they interact with IT and how they are trained.  Businesses need to understand all these facets before undertaking a project of this nature.  User buy-in is an absolute pre-requisite to success.”

When first considering the adoption of collaborative solutions within the workplace, HR departments need to be made aware that this will transform the way people work.  Working from home or remotely at a different location or even time zone, needs a change in mindset for many organisations so HR need to ensure that the appropriate systems are in place to monitor where employees are located, how they can be contacted and understanding under what circumstances staff need to be in the office. Collaborative working of this nature will ensure that the right people are connected, with the right information at the right time in a project or task, ensuring that they work in tandem rather than sequentially.  This may mean reviewing existing job contracts but for many employees this way of working can have a positive impact on their work/life balance.

“IT policies also need to be reviewed.  This must encompass issues such as the appropriate use of email and instant messaging technologies as well as ensuring that the organisation has the capability to archive and monitor all communications,” added Jamie. “Collaborative solutions should in fact eradicate the need for this sort of communications technology as everything can be captured on the collaboration platform which in turn will support many AUP’s.”

Finally an organisation needs to come to terms with a new way of supporting and encouraging virtual teams and this lies at the heart of the third area of concern - user training. Critically, collaborative working methods will transform the way an organisation works.  Effective collaboration should see the breakdown of traditional workplace boundaries, ensuring the inclusion of the most effective people for the job in hand. In essence collaboration flattens the hierarchy and transforms existing business relationships migrating away from a hierarchical approach to one based firmly on knowledge and skills set.

“Collaborative solutions enable individuals and groups to interact in real time and keep a record of whatever they discuss and agree to do.  Increased levels of communication and co-operation between your employees, partners and customers, drives any organisation towards an ‘anytime, anywhere’ culture that delivers tangible business benefits,” added Jamie.

For many organisations the answer lies in a phased approach to implementation, according to WTG.

“Start with one technology area and then expand to others.  Alternatively start with one business process and then add in others, applying the collaborative technology as and when you assess the success of the initial projects.  The third option is to start with one business unit or group before large-scale roll out,” added Jamie.

“Critical to this however is user acceptance and that will mean the radical transformation of traditional mindsets in a number of business areas, not least human resources and the way employees interact.  The answer: be prepared,” concluded Jamie.