Collaboration

Mike Stefanello wrote to us earlier this month to talk about OfficeMedium. OfficeMedium is a web-based service that provides intranet and collaboration software for businesses and work groups. In a very competitive market, OfficeMedium appears set to try and win customers over by providing enriched business tools at a low reasonable price. OfficeMedium is pricing their services at a monthly rate of $8 per user plus $1 per Gigabyte used.

OfficeMedium utilizes the open source Drupal CMS. A case study for how Drupal was used to build OfficeMedium can be found at Drupal.org. Below is a copy of Mike's email talking about OfficeMedium.

We offer a brand-new web application that we believe your readers will be interested to hear about.

OfficeMedium: Web-based Intranet and Collaboration Software

OfficeMedium is a recently launched startup that offers on-demand, web-based intranet and collaboration software for businesses and work groups. The private and secure networks offer a wide array of features meant to centralize and streamline important information and data, unlike other applications which seem to focus on single, often over-detailed and confusing, offerings, such as project management, contact relationships, or "enterprise twitters".

Within a sleek, extremely simple and easy-to-use interface, OfficeMedium offers:

• Task and Event Management
• Personal and Group Calendars
• File Sharing, Storage, and Organization
• Contact and Company Information Management
• Automated Organization and Archiving
• Client Integration
• Social and Communication Features (such as private messaging, status updates, micromessaging, user profiles, shared blogging, poll creation, activity feeds, and more)

I just finished reading an article from last Friday's Wall Street Journal, Gulags, Nukes and a Water Slide: Citizen Spies Lift North Korea's Veil. The article discusses how collaboration and tools on the Internet allows ordinary citizens to uncover secrets governments wish others not to see. In this case, using collaborated information and satellite images to uncover North Korea's infrastructure.

In the propaganda blitz that followed North Korea's missile launch last month, the country's state media released photos of leader Kim Jong Il visiting a hydroelectric dam and power station.

Images from the report showed two large pipes descending a hillside. That was enough to allow Curtis Melvin, a doctoral candidate at George Mason University in suburban Virginia, to pinpoint the installation on his online map of North Korea.

Mr. Melvin is at the center of a dozen or so citizen snoops who have spent the past two years filling in the blanks on the map of one of the world's most secretive countries. Seeking clues in photos, news reports and eyewitness accounts, they affix labels to North Korean structures and landscapes captured by Google Earth, an online service that stitches satellite pictures into a virtual globe. The result is an annotated North Korea of rocket-launch sites, prison camps and elite palaces on white-sand beaches.

This is a fascinating article from the WSJ and I'm sure this type of tech empowerment has both positive and negative consequences for our world. Having some background in remote sensing, I recall a conversation I had with a landsat specialist several years ago. During the conversation he mentioned the recent launch of some cheap satellites with 1 km resolution to be used for non-military geological surveys. I asked the question, "if a cheap satellite can produce 1 km resolution what resolutions can an expensive landsat satellite produce?". He replied such information was classified. As I said before, that conversation took place several years ago and I can only imagine how much the technology has changed since then.

"All too often, however, committees don't work well at all -- resulting in a relentlessly short-term outlook, an inability to stick to strategic plans, a slapdash pursuit of the latest fad and a tendency to blame mistakes on somebody else."

-Jason Zweig, "The Intelligent Investor: How Group Decisions End Up Wrong-Footed", The Wall Street Journal, April 25-26, 2009

A recent article in ComputerWorld discusses observations made by a Denmark-based analyst regarding wikis in the enterprise.  The analyst points out that wiki technology alone won't deliver if the organization cannot overcome obstacles in its own culture as well as the lack of true content management in a wiki.

One issue is the hype surrounding wikis or the blind faith with which they are approached, said Jespersen. "People often look to Wikipedia as a free form where everyone is contributing, and why could we not do the same with our organization?," she said, having observed wikis entering the scene to compensate for an intranet that has fallen to the wayside. But, she said, technology alone won't resolve that issue.

Jespersen lists three myths surrounding wiki implementation that might make some organizations rethink the expectations they've built around their platform.

The three myths given about wikis in the enterprise are:

1. Myth One: Wikis will motivate employees to contribute content.
2. Myth Two: Employees know how to contribute.
3. Myth Three: Wikis will always provide the information employees need.

Myth three is of special interest to me. The analyst points out that although search is a selling point for wikis...the search capability found in wikis are often not as good as those found in content management systems.  She goes on to explain that given there is little structure built into wikis, "it is difficult to
structure this information to make it findable the next day even."

Make no mistake, Wikis provide an organization with a fantastic tool for employee's in an organization to learn how to collaborate.  I believe organizations often underestimate the paradigm shift needed in their own culture for their employees to properly contribute to a centralized knowledge base.  Wikis and other social publishing tools have proven to be a valuable tool for the collaboration component needed in information systems.  However, eventually wikis fall short of what a more well rounded content management system can provide an organization.

Away from this blog, I've been putting a lot of energy into how best to work with social software in larger organizations (Enterprise 2.0) behind the firewall.  My professional attention has been shifting away from using Web content management systems, social publishing systems, and other collaboration tools on the Internet.  I really think the next big advancements and challenges for web technologies will not be on the World Wide Web,
but the less explored intranet ran by medium and larger size organizations.

In one form or another, I've been involved on both sides of the firewall in my organization. Ten years ago it was a huge challenge for
organizations and businesses to figure out how best to utilize the Internet to meet their business needs. As challenging as I saw the Internet for my own organization, I'm convinced there are greater challenges on the intranet side of the house.  For the most part, we all can see what the others are doing with their Internet Web servers, but few of us get to see what other organizations do with Enterprise 2.0 behind their own firewalls.

Andrew Conry-Murray has written a good article in InformationWeek about the integration of collaboration software with enterprise content management.  The article is titled, A New Approach To Collaboration And Enterprise Content Management. The article focuses specifically on Microsoft's Sharepoint and Alfresco's Share being utilized with or sometimes replacing the traditional ECM products.

 

ECM products like Documentum have come a long way from their origins moving certain content through specific business processes, such as loan origination or check processing. This is still their primary role, but ECM vendors are broadening their scope to help companies manage new content types and encourage collaboration. Where does that leave your choices?

 

Companies will always have a mishmash of content repositories to deal with, so it makes sense to build a software layer that can reach into all them to apply uniform policies

 

I have only one complaint about the article, the article is poorly titled.  The process and workflows being described are not a new approach for enterprises, but rather an ongoing approach for bringing collaboration tools into an enterprise's content management system.

Many of us had originally thought that bringing Enterprise 2.0 into our organizations would be as easy as installing software on the server.  What we're finding is that for many of our workers, collaboration of content within an organization sometimes requires signficant changes to our business culture.  New ideas and new approaches are always welcomed.  However if you really want to see true collaboration in the enterprise, it is not always new approaches that are needed but a recommitment to the Enterprise 2.0 projects you started months ago.

It has been a long time since I had anything to report about eGroupWare, an enterprise groupware package.  It also doesn't help that I haven't used the software for about a year.  However, eGroupWare 1.6 Final was released last week giving us some new news.

New additions and improvements in eGroupWare 1.6 include:

Even for The Register, not a very long article but it does ask some important questions.  The article, Welcome to the world of collaboration by stealth, suggests via questions that collaboration is bigger than the IT department.

Because it involves software, probably the IT department's. But is IT equipped for the task? And does it want the responsibility? Collaboration is a human process, in essence, so surely the buck stops somewhere else - even if IT provides a number of enabling tools.

I joined the new Content Wrangler Community with hopes of improving my social networking with other content management professionals. Scott Abel discusses his goals for the community on his blog.

Yes, another challenge for those of us that work in the IT department! Just what we wanted, right? We're spending all this time reworking the corporate Intranet so everyone can collaborate better. What happens when we're done and no one shows up?