The Concise Guide !
on How to Use Connections (to manage your projects, your team and
put connections to work for you)!
Changing the WAY we work!
to harness collective knowledge, !
serve clients with speed, amplify !
impact across the business.!
Jim Claussen!
Strategy Manager Social Business Category, IBM @JimClaussen!
www.jimclaussen.com!
www.executivesocialacademy.com/askjim!
!
!
COPYRIGHT 2014 Jim Claussen Purpose: Help you get started, be more efficient, achieve
greater impact.!
Why?!
The more we all use Connections,!
the more impact & value we can all drive.!
Table of Contents
SOCIAL-‐ize your team Sec-on 1 Being Open: What It’s All About ……………..………….............
BEING OPEN
Sec-on 2 The Big Picture: Connections Overview …….………………...
OVERVIEW
Sec-on 3 Start: Setting up Your Social ……..…………….………………...
GET SETUP
Sec-on 4 The Toolbox: The Tools to Accelerate Your Team …..……….
TOOLBOX
Sec-on 5 Day-to-Day: How to Manage it All ……….....…………………...
DAY-to-DAY
Section 1 Being Open… !
What It’s All About!
Being Open: What It’s All About
SOCIAL-‐ize your team What is Social Business?
BEING OPEN
Social business = Open Business (Luis Suarez)
OVERVIEW
Open interaction, scales through participation, connectedness
Networked, open collaboration, sharability, member led
GET SETUP
Social business is a way of working
TOOLBOX
DAY-to-DAY
Being Open: What It’s All About
SOCIAL-‐ize your team Why is this important?
BEING OPEN
Creates value… for IBMers, for Clients, for Partners
OVERVIEW
“Your value will not be what you know, but what you share” *
Multiplier effect (leveraging our #s, our size)
People driven transformation in new age age of connection
DAY-to-DAY
* (Ginni Rometty, Council of Foreign Relations, Mar 7 2013)
TOOLBOX
It’s not a lift, it’s a complete shift
GET SETUP
Social is a market differentiator
SOCIAL-‐ize your team Being Open: What It’s All About
DAY-to-DAY
Open
Multiplier effect
Connections (+ less Email)
Dialog, sharing, insights
Open & extended teams
Reuse of existing work
Nonlinear processes
Resources in the cloud
Knowledge retain
Computer dies, nothing lost
TOOLBOX
Closed
Scarcity effect
Email (inbox full = mail jail)
Small closed teams
Duplication of work
Reinventing the wheel
Sequential processes
Stuff on your HD
Knowledge drain
Computer dies, work lost
GET SETUP
Today
OVERVIEW
Yesterday
BEING OPEN
A shift (not an add) – it’s a change in HOW we work
Being Open: What It’s All About
TOOLBOX
Start small, start simple, and build momentum
GET SETUP
Don’t go into Social, grow into Social
OVERVIEW
My advice:
BEING OPEN
This all seems too much for me….
SOCIAL-‐ize your team DAY-to-DAY
Section 2 The Big Picture… Connections Overview!
The Big Picture: Connections Overview
BEING OPEN
Connections – comprehensive connectedness
SOCIAL-‐ize your team OVERVIEW
GET SETUP
TOOLBOX
DAY-to-DAY
SOCIAL-‐ize your team The Big Picture: Connections Overview
BEING OPEN
What can you do with your team?
Share and jointly edit files
OVERVIEW
Manage team projects
Brainstorm with your team
Share useful and important links
GET SETUP
Collaborate on documents
Centralize education and training
Share opinions and drive though leadership
Use what other teams have already created
TOOLBOX
Leverage extended “team” knowledge across IBM
Achieve alignment and focus around objectives
TIP: Start with activities
to manage projects.
DAY-to-DAY
… all from any internet device (laptop or mobile)
SOCIAL-‐ize your team The Big Picture: Connections Overview
BEING OPEN
How do I get on Connections?
OVERVIEW
http://w3-connections.ibm.com
(use your intranet log-in)
v GET SETUP
Use the main connections menus to navigate around
TOOLBOX
DAY-to-DAY
TIP: Make the link above a
main bookmark.
SOCIAL-‐ize your team The Big Picture: Connections Overview
BEING OPEN
How do I ‘follow’ my team?
OVERVIEW
Use ‘Home’ as your dashboard
Status Updates:
View status updates from your network
TIP: Build habit of
scanning these 4.
DAY-to-DAY
Action Required:
View items that require your response (like To Do items in Activities)
TOOLBOX
My Notifications:
View updates & comments related to your content & your notifications
GET SETUP
I’m following:
View updates for people &v things you are following (+ responses to you)
SOCIAL-‐ize your team The Big Picture: Connections Overview
BEING OPEN
Where do I work ‘social’ with my team?
OVERVIEW
Use the tools in Communities
v Blog – share opinions, lead with insights, provide guidance
Activities – manage projects
TOOLBOX
Files – upload, centralize, jointly edit, share assets
GET SETUP
Community Description – summarize purpose / focus of community
Bookmarks – share important links
Wikis – jointly build & edit ‘html’ pages
Subcommunities – build out sub categories of specialty focus
TIP: Define clear goals and
focus in Description.
DAY-to-DAY
Forums – openly engage, discuss and share ideas on topics
Section 3 Starting Out…!
How to Getting Setup!
SOCIAL-‐ize your team Starting Out: Get Setup
BEING OPEN
Where do I start?
STEP 1
OVERVIEW
Setup your Profile
GET SETUP
þ Add your team to your network
v þ Add your ‘extended’ group to your network
þ Follow senior execs (Jon Iwata, Maria Winans…)
TOOLBOX
þ Add tags for your expertise
þ Add your key links (twitter, blog, team community…)
þ Post updates on what you are working on
DAY-to-DAY
TIP: For Status Updates how
can you help people.
SOCIAL-‐ize your team Starting Out: Get Setup
BEING OPEN
Then what?
STEP 2
OVERVIEW
Setup a Team Community as your team’s social hub
þ Go to Communities / All Communities
v þ Fill out form, click Save (Use “Restricted” for working team Communities)
þ Add your direct team as members
þ Recommend starting with Blog, Activities, Files, Bookmarks, Forums
þ Start adding content (we will detail each widget in Toolbox section)
þ Add Tags to make findable
TIP: Call on IDR Social
Ambassador if need help
DAY-to-DAY
þ To add additional working members, click Members in left column
TOOLBOX
þ Click “Community Actions”, “Customize” to add widgets
GET SETUP
þ Click “Start A Community” Button
Section 4 Toolbox: The Tools to Accelerate !
Your Team!
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Detail goals
Describe purpose of community
Use graphics to create menu
Click Communities on main menu
to see all kinds
þ Go to your team community
þ Click “Community Actions”, “Edit Community”
v good practices
þ Click “Upload Community Image” to add a community icon
þ In the description area, edit/paste content
TOOLBOX
-  Add links
GET SETUP
of examples and
OVERVIEW
WHEN TO USE THIS TOOL:
To describe the goals and focus for the community
BEING OPEN
How do I create a Community Description?
-  Add images
-  Use Rich Text formatting
þ Add Tags to make findable
TIP: See this blog post for
how to add graphics in table layout
DAY-to-DAY
-  Can paste HTML from another HTML editor
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Manage team meetings
Track travel requests for your team
Manage finance submissions
Plan for an event
Click Apps, Activities on main menu
to see all kinds of examples and
þ Scroll to Activities
good practices
v þ Click “Start an Activity”, Name it and save
þ Click on Activity Name to setup the details
þ In each “Section”, click “Add Item”, (click “Add File” for assets)
þ Click “To Do Item” to add actions for team
þ Add Tags to make findable
TIP: Click and drag Sections
to change their order in Activity
DAY-to-DAY
þ Click “Notify Other People” to alert team to Activity info or To Dos
TOOLBOX
þ Click “Add Section” for parts or steps of the projects
GET SETUP
þ Go to your team community
OVERVIEW
WHEN TO USE THIS TOOL:
Use an “Activity” to manage a project with your team
BEING OPEN
How do I create an Activity?
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Share a “How To”
Guidance on key initiative
Perspectives on strategy
Sharing a success story
Click Apps, Blogs
for all kinds of
þ Scroll to Blogs
examples
þ Click “Create Blog Entry”
v þ Enter title and content (rich text), add relevant tags
þ Save
þ Option: click on a blog post, at bottom, click “More Actions”, “Notify Others”
TIP: Highlight your blog post with a
status update. Include link.
DAY-to-DAY
þ Add Tags to make findable
TOOLBOX
þ If you know HTML, you can copy and paste into “HTML View”
GET SETUP
þ Go to your team community
OVERVIEW
WHEN TO USE THIS TOOL:
Use a “Blog” to share guidance & insights for team
BEING OPEN
How do I create a Blog?
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Team brainstorming
Debate a topic
Share team thoughts on topic
Click Apps, Forums
for all kinds of
þ Go to your team community
þ Click “Start a Topic”
examples
GET SETUP
þ Scroll to Forums
OVERVIEW
WHEN TO USE THIS TOOL:
Use a “Forum” as an online discussion board
BEING OPEN
How do I create a Forum?
v þ Enter Title for discussion
þ Click “Reply to this Topic” to comment on the overall topic (title)
þ Click “Reply” under a specific comment, to comment on that specific point
TIP: Use a Forum to pre-discuss a
topic before a team call
DAY-to-DAY
þ Add Tags to make findable
TOOLBOX
þ Add an attachment if appropriate
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Point to IDR WW Community
Point to Get Social in IDR
Highlight key training
Click Apps, Bookmarks
for all kinds of
OVERVIEW
WHEN TO USE THIS TOOL:
Use “Bookmark” to share key links with your team
BEING OPEN
How do I add Bookmarks?
examples
þ Scroll to Bookmarks
GET SETUP
þ Go to your team community
v þ Click “Add a Bookmark”
þ For persistent links you want to highlight, click “Add to Important Bookmarks”
DAY-to-DAY
TIP: Keep Names short to prevent
wrapping in Important list
TOOLBOX
þ Enter URL and Name
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team Examples:
Create repository of collateral
Assemble links and content to 1 pg
Create a community newsletter
Click Apps, Wikis
for all kinds of
OVERVIEW
WHEN TO USE THIS TOOL:
Use “Wiki” to create ‘html’ pages that team can edit
BEING OPEN
How do I create a Wiki?
examples
þ Scroll to Bookmarks
GET SETUP
þ Go to your team community
v þ Click “Create a Wiki Page”
þ To create a subpage, go to wiki pg, click “Page Actions”, select “Create Child”
TOOLBOX
þ Add page name and content
þ If you see wiki design you like, copy whole thing, create new wiki page, paste
DAY-to-DAY
TIP: Use tables to organize your
layout and information
Toolbox: The Tools to Accelerate Your Team
Notes:
Upload from Profile: only you edit
Upload in Community: open edit
Set if others can share file
Upload once, post everywhere
500MB limit
Folders to organize
OVERVIEW
WHEN TO USE THIS TOOL:
Use “Files” to share documents with team without
sending as attachment in email
BEING OPEN
How do I upload Files?
SOCIAL-‐ize your team Click Apps, Files for
þ Go to your team community
v þ Scroll to Files (to upload to your community)
GET SETUP
examples
þ Or go to Apps/Files (to upload to your profile)
TOOLBOX
þ Click “Upload a File”
þ Input Title & Tags
þ Choose who you want to share it with (no one, public, private)
TIP: “Pin” a file to keep it at the
top of the list of files
DAY-to-DAY
þ Choose whether or not people can edit or just read
Toolbox: The Tools to Accelerate Your Team
OVERVIEW
FILE MANAGEMENT TIPS:
Main features to manage your files and folders
BEING OPEN
More details on Files
SOCIAL-‐ize your team Pinned Files: priority files you pin to keep at top of file list
v Shared With Me: Private files shared directly with you
Shared By Me: Private files you have shared with individuals
TOOLBOX
Community Files: Files from Communities you are member of
GET SETUP
My Files: Files you have uploaded
FOR BIG FILES
store files, and just link to them
TIPS:
For each file, use Tags to make them findable
If you have lots of files, use folders to organize
Periodically delete old files to manage your 500MB
DAY-to-DAY
Use the IBM Media Library to
Toolbox: The Tools to Accelerate Your Team
SOCIAL-‐ize your team BEING OPEN
More details on Files
OVERVIEW
INSIGHTS ON THE FILE VIEW:
Understanding the details of the
file view
v (previous versions are retained in a history view)
Upload New Version: update with new version
Share: to control private (share with specific people) or public
More Actions > Edit Properties: to rename a file to be more presentable/cleaner
More Actions > Lock File: to prevent further edits/changes to the file
TOOLBOX
Add to Folder: to organize into a specific folder
GET SETUP
Download: click to download to your HD
Add Comment: to add remarks or guidance on file for viewers
Versions: to see the version history (you can open those)
TIPS: Tag it to make findable. Like
it to share with your network.
DAY-to-DAY
About this File: to see who on your team (or beyond) has downloaded the file
Section 5 Day-to-Day:!
How to Manage it All!
Day-to-Day: How To Manage It All
Remember, it’s a shift… a change in how we work
If you are not used to it… stick with it – it’s actually pretty easy
TOOLBOX
If you try it… you will start to have ah ha moments on value
GET SETUP
Email less, use Connections more
OVERVIEW
My advice:
BEING OPEN
This all seems like more work….
SOCIAL-‐ize your team Start with small steps and build momentum
DAY-to-DAY
Day-to-Day: How To Manage It All
1.  Setup your Profile
2.  Add you team to your network
4.  Share Updates on what you and your team are working on
5.  Create a team Community
7.  Then start Blogs, Forums
8.  Engage with others through Connections
10.  Follow the 5 Tips to success
DAY-to-DAY
9.  Grow your momentum, be creative, experiment
TOOLBOX
6.  Start with Activities, Files, Bookmarks
GET SETUP
3.  Keep building your network
OVERVIEW
Steps to success in working ‘social’ with your team:
BEING OPEN
How to get started
SOCIAL-‐ize your team Day-to-Day: How To Manage It All
BEING OPEN
Tip #1 - “Follow” a Community
SOCIAL-‐ize your team OVERVIEW
Community” to
include updates from that community in
your Home page > Status Updates
TOOLBOX
your daily email update
GET SETUP
For Communities you belong to, go to
the Community and click “Follow this
DAY-to-DAY
Day-to-Day: How To Manage It All
SOCIAL-‐ize your team Setup a daily email summary to easily scan Connections
2 Set your daily “Notification”
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again.
OVERVIEW
1 Go to your “Settings”
BEING OPEN
Tip #2 - Setup your daily Connections update
GET SETUP
TOOLBOX
DAY-to-DAY
Day-to-Day: How To Manage It All
SOCIAL-‐ize your team Use “Home” to follow Status, Activity, Community, Blog, etc. updates
BEING OPEN
Tip #3 – Use you Home
OVERVIEW
My Notifications:
View updates & comments related to your content & your notifications
DAY-to-DAY
Action Required:
View items that require your response (like To Do items in Activities)
TOOLBOX
Status Updates:
View status updates from your network
GET SETUP
I’m following:
View updates for people & things you are following (+ responses to you)
Day-to-Day: How To Manage It All
SOCIAL-‐ize your team OVERVIEW
1 Go to “Advanced Search” 2 Use Tags, Keywords, Names to find content on Connections
BEING OPEN
Tip #4 – How to Search Connections
GET SETUP
TOOLBOX
DAY-to-DAY
Day-to-Day: How To Manage It All
BEING OPEN
Tip #5 - Go Mobile with Connections
SOCIAL-‐ize your team OVERVIEW
Setup your mobile device with Connections
iPhones, Android Phones, Blackberry
iOS and Android Tablets
TOOLBOX
For:
GET SETUP
Engage with your team on the go….
DAY-to-DAY
SOCIAL-‐ize your team Day-to-Day: How To Manage It All
Communities
Do you ever need to find experts outside of your team in order to be successful on a
project or with a client?
Profiles
Do you look for places where your team’s critical skills can be put to use? Is
networking with other teams in IBM important to your personal success? Do you want a
better way to stay current on what’s happening in your network?
Homepage
Do you want a way to manage projects, assign tasks and due dates and get an overall
view of the project’s status – in real-time?
Activities
Do you need to more easily communicate your strategy and priorities with your team in
an open space where they can respond and communicate with one another as well?
Blogs
Has your email inbox become a productivity drain filled with an unmanageable number
of notes and large attachments? Have you been in email jail in the last 6 months?
Files
Do you want to foster creativity, collaboration and best practice sharing on your team?
Forums
Do you need to co-create web documents or curate online material?
Wikis
Do you want to share valuable web links for others to use?
Bookmarks
Do you struggle to share information and stay current when you are traveling or can’t
be attached to the network?
Mobile IBM
Connections
OVERVIEW
Is collaboration critical to your team’s success? How do you foster the kind of open
communication on your team that encourages information sharing, learning, partnering
on projects, breakthrough thinking?
BEING OPEN
Summarizing the toolbox for Managers
Micro-blogging
GET SETUP
TOOLBOX
DAY-to-DAY
Day-to-Day: How To Manage It All
SOCIAL-‐ize your team Connections Community – comprehensive resources around Connections
OVERVIEW
IBM ONLY
BEING OPEN
Additional Resources
Digital IBMer Hub – comprehensive training around how to do social
GET SETUP
Social Business Category Community – the main Social Business community
OPEN ACCESS FOR EVERYONE
@IBMSocialBiz – feed for info, updates, resources, studies on Social Business
TOOLBOX
Social Business Insights Blog – insights on Social Business in the enterprise
Executive Social Academy – helping managers magnify impact & grow into social
DAY-to-DAY
AskJim Podcast – answering user questions on IBM Connections, 5 days a week
Build Your Knowledge – 5min a Day
SOCIAL-‐ize your team OVERVIEW
Answering your questions about IBM Connections, 5 days a week
BEING OPEN
The AskJim Podcast
www.executivesocialacademy.com/askjim
Embed the Player in your Community
New 5min episodes 5 days a week
TOOLBOX
Ask a question
GET SETUP
Subscribe via Soundcloud
DAY-to-DAY