The Concise Guide ! on How to Use Connections
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” The image cannot be displayed. Your computer may not have enough memory to open the image, or the image may have been corrupted. Restart your computer, and then open the file again. If the red x still appears, you may have to delete the image and then insert it 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
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