Template 3: recording
Do you record meetings today? Should you? Starting every meeting with the statement “we are recording this” is critical. Since this book is about simplicity and improving process there is of course an easily automated method that can be used.
1. Automated Meeting Dial in Number
2. Online Meeting Services (WebEx or Microsoft Live Meeting)
You can even have devices (cellular phones and recorders) in the room that will support eventual translation from speech to text for notes.
Template 4: sharing
Collaboration is more than simply building a series of templates and throwing them out in the wild. Collaboration is building an environment where people feel they can build and share with the people around them. It is more than simply throwing out a series of templates. But the other side of collaboration is that you have to have a platform that facilitates sharing.
The obvious choice is a web page. Which if of course what many companies do with their collaboration solutions today (throw that bad boy up on our intranet and watch the ducks talk about it). But that is limiting both in the scope of collaboration as well as the overall collaboration itself.
In this scenario right or wrong the ducklings follow the mother duck because that is the way things have always been. The reality is that collaboration is more than what can be shared on a web page. It is what-ever and how-ever that particular team wants/needs to work.
A better metaphor for collaboration would be the game Pictionary. If you present information to your partner that they are able to understand and grasp you win. If you are not, then you don’t win but you sure have a lot of fun trying. So what are the ways people like to get information?
· Aural – tell me what I need to know
· Tactile – let me manipulate what you have to see if it fits into what I know
· Oral – let me talk about what I know
· Visual – let me read/digest what I know so that I can share it
With these four styles you can see an issue with a simple web site. It misses the Aural and Oral learns completely and is really only built for the Visual information gathering processes. In fact the tactile, oral and aural learners may be very frustrated with the solution you provide.
How can you build something that fits what everyone needs to be successful?
1. Don’t be limited by what is.
2. Don’t let the system be the restriction.
3. Allow for free flowing information
In an earlier chapter we introduced the concept of DLM© which we will build on in this section. The concept of DLM© is leveraged here in building the initial IP (napkin idea) and moving it up the formal IP/IC system.
Now we are building the collaboration system that represents the funnel that builds the ongoing IP/IC additions to the SME managed IP solution.
Figure 25: Collaboration Solution feeding DLM system
In this diagram we see how the collaboration system (represented as a web page but that isn’t a requirement) would be able to build and generate IP/IC of a variety of types. These would then filter down to the SME managed IP solution. The filtering process is a concern. In the past KM solutions have attempted to build these types of filtering systems.