Enterprise collaboration in the cloud

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Driving enterprise collaboration through the use of cloud technologies Andrew Bishop Principal Consultant with Jacobs [email protected] @andrewbish

description

A broad overview of how ways organisations can collaborate using cloud computing. Includes examples of tools and comparisons between Google Apps for Business and Office 365.

Transcript of Enterprise collaboration in the cloud

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Driving enterprise collaboration through the use of cloud technologies

Andrew BishopPrincipal Consultant with Jacobs

[email protected]@andrewbish

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Agenda

• Cloud computing 101• Collaborating in the cloud• Future collaboration

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Collaboration matters

• Est. workers spend 28 hours per week writing emails, searching for information and meeting each week• Employees spend an average of 9

hours a week searching for info (Atlassian)

• 96% of execs cite lack of collaboration or ineffective communication for work-place failures. (SalesforecRypple.)

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What’s impacting on Collaboration?

• Cloud• Mobility• Remote working• Connectivity infrastructure• Automation vs PKM• Social tech• Efficiency

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Mobility and the cloud – a perfect match• 33% of companies moved to

the cloud to give device accessibility •Mobile now accounts for ½ of

total email opens (Litmus)

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What is cloud computing?

“Using someone else’s computer”

“Sharing a resource pool”

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1960s-90s – time sharing of big central systems

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1990s – sharing networks (VPNs)

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Amazon racks AWS has 5 times more deployed cloud infrastructure as their next 14 competitors have...in aggregate

Amazon EC2 has ~40,000 servers

In a day, AWS adds as much new infrastructure as they had used to run the entire Amazon business when it was a $7B business

AWS partner, Netflix, accounts for up to ⅓ of Internet traffic during peak usage times

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Who are the cloud leaders? (Gartner)

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IaaS, PaaS & SaaS

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Cloud computing benefits

• Cost is flexible, less and moved to OPEX• Elastic services• Transfer of risk• Advanced technologies• Better processes & skills• Bypass existing infrastructure

limitations

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“The disks still go

around”

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Now for the fun the part…

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Collaboration components

Collaboration

Email & calendaring

File share & sync

Doc mgmt

Team sitesSocial

Presence & IM

Video conferencing

Access anywhere with any device

‘Elastic’ storage

Easy to implement & support

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EmailEmail Email Email

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1971 – The first email is sent

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1993-Web-based email

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1996 – Hotmail launched

Acquired by Microsoft in 1997

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• Market share has quadrupled in the past 6 months!• 0.5 billion users• ¼ of Americans use Gmail during

business hours

• Launched in 2004 (Hotmail was 10 years earlier)

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Email still #1 tool in the office

A typical corporate user spends over 2

hours a day dealing with

emails. (Skydrive)

On average, workers send and receive 15 emails with attachments a day! (Skydrive)

The average office worker checks their email 36 times an hour! (Atlassian)

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What makes a business-grade email & calendaring service?

Full feature set Administration Security Availability

Support Data Residency Migration Integration

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Microsoft Exchange Online

• Best of breed feature set for users and administrators• Lots of channels and providers• Hybrid option

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Business grade email…Microsoft

• 50 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on

attachments• Centrally manage employee’s accounts, security

and settings.• Compatible with desktop clients eg Outlook*• Ability to disable ads• PLUS you get the rest of the apps!

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Gmail (via Google apps for business)

• 25 GB mailbox per user• Shared calendars• Custom domain (YourBusiness.com.au)• 24/7 customer support• 99.9% uptime guarantee• Strong encryption, antivirus scans on attachments,

and 2FA.• Centrally manage employee’s accounts, security

and settings.• Compatible with Outlook & Apple desktop clients• Ability to disable ads• PLUS you get the rest of the apps!

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You might also consider..

• Low-cost• Tons of features• Not Microsoft or Google!

• Low-cost• Good biz features• Based in Melbourne!• 15 years history

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Sharing & synchronising files

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Shared Folders• Good for - sharing and structure (sort of)

•Weak for - Discoverability & Sharing outside ‘silos’

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File sharing in the cloud

• Enterprise File Sharing and Synchronisation (“EFSS”)• Driven by use of multiple devices/consumers• You’re probably using one (or more) EFSS tools right now• There’s a lot of EFSS tools!• The EFSS vendors are getting serious

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What makes a business-grade EFSS?

Storage plan Desktop & mobile apps

Doc read & edit Versions

Sharing & collab Multi-user Administration Security

Data Residency

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Google Drive

• Good general features• Improving security• Privacy?

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Microsoft OneDrive for Business

•Maturing rapidly• 1Tb (soon)!• Office apps,• Office 365• Secure

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Dropbox for Business

• Consumer base 300M+• 1B files saved every 24

hours!• Business cred still WIP• Security black mark

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Box.com

• Good biz feature set • Big push to enterprise• Claiming 25M users• Growth plans & pains

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EMC syncplicity

• A raft of features• Great UX and admin

features• Getting a lot of good press• Large enterprise focus• Integrations

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MEGA

• New kid• Solid set of features• Security/residency•Well-priced

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3 more to watch:

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On premise/Pvt cloud:

Hybrid:

Alternatives to pure cloud

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Document management

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Key Doc management features

Check In / Check Out (locking)

Versioning and roll backs

More granular access controls Audit Trail

Metadata & tagging Summarization Process

automationOffice

integration

Capture Search

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Document management in the cloud

• Old-school tools but poor accessibility (and often ease of use)

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Record management in the cloud• Compliance, retention & disposal• Data sovereignty – Australian

solutions

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Knowledge management

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Collaborating as teams

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Team collaboration tools

• Key elements• Document sharing• Shared lists • Tasks• Wikis / pages• Shared calendars• Presence• Accessibility

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Project collaboration tools

• As for team collab. tools plus:• Time & resource mgmt• Error & bug management• Task management• Project scheduling &

mapping

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Social collaboration

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Enterprise Social Networks (ESNs)

• FB-like features, but biz/internal• Opening up to a wider audience• Auto/manual updates• Mind shift to group-awareness• Transparency & openness• The croud!

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Key ESN features

Rich profiles

Activity feeds

Share documents

Pose questions

Join groups Get status Idesa Discussions

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Which ESN tool?

• Purpose & capabilities?• Key platform vendor• Integrations• Data sovereignty

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Collaboration suites

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Office 365 Features

• Email (with your domain) & calendars• Conferencing, presence & instant messaging

(Lync & Skype)• Public website (basic)• File sharing (OneDrive for Biz – 25GB/user)• Team sites (10GB + ½ GB/user)• Office apps• Office for desktop • Yammer

* not with all options

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Office 365 Summary

• Lots of features, inc. Office apps• Good mobile story• Lots of purchase options (too many?)• Aussie option• Limited channels

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Google Apps for business Features

• Email (with domain) & shareable calendars• Conferencing & instant messaging (Hangouts)• File sharing (Drive – 30GB/user)• Team sites (10GB + ½ GB/user)• Docs, spreadsheet and slide tools• Archiving & retention mgmt. (Vaults)

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Google Apps for Business - Summary

•Good set of key features•Business-ready•Google Docs•Cheaper• Limited purchase options

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Which collab tool(s) should you choose?•Horses for courses• Select according to your readiness

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What about the future?

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Key future factor #1: Feature cross over and vendor consolidation

Collaboration

Email

EFSS

Doc mgmt

Team sitesSocial

Presence & IM

Video conferencing

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Key future factor #2: Mobile computing

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Key future factor #3: Google v Microsoft: The two gorillas of enterprise collaboration

“It’s TIME!”