» Archive for the 'Workflow' Category

The Document Management Conundrum

Wednesday, December 2nd, 2009 by Jonathan Spira

How we create, write, and edit individual documents (for the purposes of this essay, a document is something that comes out of a word processing application such as Microsoft Word, Open Office, or WordPerfect) typically reflects the writer’s individual style.

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How much is too much?

By this I do not mean how the actual words on the page are written, but rather how we manipulate and edit the text after the initial draft is created.

This may sound simple but that’s decidedly not the case. The way that we edit and refine a document does not just affect the author. Our work has become increasingly collaborative; documents are often touched by multiple knowledge workers, so the manner in which changes and edits are made has a ripple effect on everyone who is part of the process.

It seems as if every knowledge worker has a slightly different way of managing this aspect of the document creation process. Some print out the document and mark it up by hand; others use features built-into the word processing software; and still others have developed their own protocols for indicating changes, additions, and comments.

To find out more about people’s individual styles and preferences, we created a brief survey, which you can access by clicking here.

Participants will receive an Executive Summary of the survey’s findings and can also enter a drawing to win a $200 gift card from American Express. After you complete the survey, please share the survey link (www.basex.com/docs) with colleagues or forums where knowledge workers congregate; the more people participating in the survey, the better we will all understand how to manage documents more efficiently.

Jonathan B. Spira is CEO and Chief Analyst at Basex.

Lotusphere: Blue is the New Yellow

Thursday, January 22nd, 2009 by Jonathan Spira

This week was the 16th annual Lotusphere conference in Orlando, Florida.  It was my 16th as well, although my count includes three Lotuspheres in Berlin.

As has been the custom all these years, IBM once again unleashed a flood of information, both in the general session and throughout the event.  For those allergic to information overload, Orlando was a dangerous place.

The news, from a somewhat modder, hipper, Lotus, which trotted out the Blue Man Group (one had to wonder why it took Big Blue over a decade to book them) and Dan Aykroyd to further underscore the message of collaboration and this year’s theme of resonance.  Last year, incidentally, we said that “yellow is the new black.”   Regardless of color, the tools coming from Lotus allowing knowledge workers to share knowledge and collaborate are stronger and more powerful than ever.

Indeed, resonance can be “very very powerful,” Lotus GM Bob Picciano (attending his first Lotusphere following his appointment to the top position eight months ago) pointed it out in the opening session.  When it’s working at its full potential, he added, it will “absolutely shatter windows.”

With Research in Motion CEO Jim Balsillie present, IBM celebrated the tenth anniversary of the BlackBerry mobile device by unveiling a new BlackBerry client for IBM Lotus Sametime, IBM’s unified communications and collaboration platform, that supports Web conferencing, file transfer, public groups, and enhanced presence.  BlackBerry addicts, excuse me, users, can also open Lotus Symphony word processing documents attached to e-mail or Sametime, with eventual access to presentations and spreadsheets.   They can also download, edit, and post to Lotus Quickr team software.

The new BlackBerry client for IBM Lotus Connections social software platform integrates with e-mail, camera, media player, and the browser, and supports blogs, activities, and communities.  It also supports enhanced profile information including name pronunciations and pictures.  Previously, users on BlackBerry devices could only access Connections’ profiles and tag tools.

But there was more, lots more.

Lotus Sametime
IBM also announced Lotus Sametime 8.5.  Not surprisingly, the new version sports a brand new user interface.  It also includes a tool kit that allows customers to use Sametime to add collaborative capabilities such as presence, instant messaging, and click-to-call, to their business processes.  Sametime features enhanced meeting support, including an Ajax-based zero-download Web client and the ability to add participants by dragging and dropping names.  Other enhancements include improved audio and video, persistent meeting rooms, better support for the Mac and Linux platforms, and the ability to record meetings in industry standard formats.  The Sametime Connect client includes connectivity to profiles within Lotus Connections and pictures from contacts in Lotus Notes.  Sametime Unified Telephony ties Sametime to corporate telephone systems and allows knowledge workers to give out one phone number and set up rules that allow them to be reached based on various conditions (if one is in a meeting, the call could go directly to voicemail unless it’s one’s manager, in which case it would ring on the mobile).

LotusLive
After a year of public beta using the code-name “Project Bluehouse,” IBM announced LotusLive.  The new cloud-based portfolio of collaboration tools and social software supports e-mail, collaboration, and Web conferencing. LotusLive is built using open Web-based standards and an open business model allowing companies to easily integrate third party applications into their environment.  Two LotusLive services are available from the site, Meetings and Events.  Meetings integrate audio and video conferencing; events supports online conferences including registration.

The IBM Web site also lists LotusLive Notes, or IBM Lotus Notes Hosted Messaging in more formal IBM parlance, but unlike Events and Meetings, you can’t sign up and start the service online.  The only button to click is the one that says “Contact Sales.”

Partners for LotusLive: Skype, LinkedIn, Salesforce.com
IBM also announced that LotusLive will support Skype, LinkedIn, and salesforce.com.  LinkedIn members will be able to search LinkedIn’s public professional network from within LotusLive and then collaborate with them using LotusLive services.  Salesforce users will be able to use LotusLive’s collaborative tools in conjunction with the customer and opportunity management tools available in the Salesforce CRM application.  LotusLive users will also be able to call Skype contacts from within LotusLive

LotusLive Engage
IBM also announced the beta of LotusLive Engage, a “smarter” meeting service according to IBM.  Engage is a suite of tools that conflates Web conferencing and collaboration with file storage and sharing, instant messaging, and chart creation.  It allows knowledge workers to continuously engage – not just for one meeting – in a community-like environment.

IBM and SAP present Alloy
IBM and SAP announced their first joint product, Alloy.  Previewed at last year’s Lotusphere under the code name “Atlantic,” Alloy presents information and data from SAP applications within the Lotus Notes client and Lotus Notes applications.

If you want to look back at news from past Lotuspheres, feel free to click back to 2008, 20072006, 2005, or 2004.

Jonathan B. Spira is the CEO and Chief Analyst at Basex.


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