This slides are an assembly from my own slides and some coming from partners or shared through Slideshare (where I tried to add the specific IP of each source I captured the input from). They were presented and commented during a Keynote session at an event organized by the MINOC IT press publishing named "Business meet IT" and focused over Digital Workplaces. Through my career spread over business consulting, Information Management strategy and solutions integration, as well as a strong experience in infrastructure underlying, I tried here to wrap up the do's and don'ts of setting up an environment for your users to work remotely in productive environments. Mobility, Collaboration, Communication and Content centric processes are blending altogether to allow being productive from virtually anywhere (and not virtually productive from everywhere !;-).

1. “The digital office”
Collaborating on valuable information, anytime, anywhere.
23rd October 2012, Berchem
Yannis Nakos
Chairman at the board of Document at Work
Twitter: @ynakos
LinkedIn : linkedin.com/in/yannisn

2. Agenda for this morning
• 08u45 Ontvangst en registratie
• 09u30 Inleiding dagvoorzitter William Visterin, hoofdredacteur
Smart Business Strategies
• 10u00 Hot Topic: Yannis Nakos, Document@Work
• 10u30 Pauze
• 11u00 Customer-case: Werner De Bie, Taminco
• 11u30 Customer-case: Boudewijn Laloo, Stad Brugge
• 12u00 Customer-case: Marc Dewaelheyns, Groep IDEWE
• 12u30 Walking Lunch

3. Who’s your primary target for Digital Workplace?
WHO ARE WE
SPEAKING ABOUT ?

4. The employee
demographics by 2005

5. The employee
demographics by 2010
Balanced & therefore
manageable situation
with the traditionnal
« one‐fit‐all »
workplace.

6. The employee
demographics by 2020
a) With 5
generations at work,
and a majority of
them born with an
iPhone or a pad in
their hands, how will
you serve them their
tasks ?
b) How will your
customer‐base be
willing to be served ?

7. What is your 50+% population
(by 2020) expecting ?
Source: Harvard Business Review.
http://hbr.org/2010/05/mentoring‐millennials/ar/1

8. One key question:
“Why is it that in terms of technology
I feel so powerful as a consumer
and so lame as an employee?”
Geoffrey A. Moore
at .
“BYOD”, Cloud, Social Media, Collaboration, multi-device strategy,
integrated (Unified) Communication means,…
How many of these are part of your (governed) strategy ?
Consumer IT has become more powerful than professional IT !

9. Challenges
WHAT ARE WE
COLLABORATING ABOUT ?

10. Most Business content is unstructured
• Only 5%-20% of information is structured1
• Majority of companies have 2+ repositories, some even 15+!
• €Millions in lost revenue due to time wasted searching for data2
• 72% of AIIM members state it is harder to find information
owned by their organization than information not owned by
them3 siloed structures, strict hierarchy, control as a “job
protection” mean,… are going against Knowledge Management
• 86% of companies still do paper-based transactions4
Source: 1) The Economist. Feb 2010. 2) Network World, 2007. 3) AIIM Survey, 2010. 4) Anoto Group, June 2010 10

11. What is Content?
Images HR information
Information increases by 200% Contracts Handleidingen
every year(Forrester Research) Instant Messages
Email & Forms
Unstructured
More than 80% of information is Attachments
unstructured (Fulcrum Research)
Structured
Rijen en Kolommen
PDFs
Rich Media
Documents
Paper
Claims Web Pages
Audio & Video
XML Invoices Records
Source: DocByte

12. ECM Basics
Enterprise Content • Content Server Repository
• Working with the Repository
Management (ECM)
Images X-rays
• Problems associated with Contracts Manuals
unstructured content: Instant Messages
Forms
– Ineffectively classified
Email &
Attachments Unstructured
– Difficult to find Structured Checks
– Not secure Rows and
Columns
– Difficult to verify
PDFs
authenticity Rich Media
Documents
– Unregulated Claims
Paper
Web Pages
Audio & Video
XML Invoices Records
Source: DocByte

13. Challenges
1 Major part of information needed by the knowledge worker
is unstructured web Information
white papers
• 40% of worktime is used SOPs product requirements
to absorb information video emails competitive analysis
NDA meeting notes
MRP project plans
• Min. 25% of worktime is used animation
Order Unstructured
to find own information back letters
Mgmt.
invoices
ERP photos
• 80% of that information CRM
Structured
fingerprints
is unstructured resumes
– Source: Fulcrum Research Policy proposals
Mgmt. SOWs
contracts
• 90% of this information research
is unmanaged detailed designs
market requirements specifications
presentations scanned documents
forms POs illustrations
Source: DocByte
data sheets

14. Challenges
2 Unstructured information is very often unmanaged/unvalued
• Uncontrolled information increases
by 36%/year
(e‐mail, documents, etc.)
• Information you don’t manage, Uncontrolled
and that you can’t retrieve
when needed, has no more/low Controlled
value to your organisation.
• This information should be governed
due to legislation/compliance
requirements.

15. Increasing Proliferation of Business Content
Information volume is growing by
50% annually, of which 80%‐90%
is unstructured
Velocity
90% of unstructured
information is
unmanaged
Variety Volume
Content includes
not only
electronic files
and e‐mail but Complexity
also IM, rich Huge potential increase
media, and in legal and e‐discovery
social media costs due to requirements
for corporate governance
Source: Gartner

16. Today’s business challenges
How to…
Reduce time spent retrieving and processing information
Facilitate information sharing and collaboration for virtual teams from anywhere
Virtual teams shouldn’t produce virtual results.
Protect and safeguard Enterprise content at any time
Capture business content for integration with document‐centric processes
(post‐ to pre‐ indexing is a key shift to allow your “Knowledge Workers” focusing on process & not
indexing )
Improve service and responsiveness to customers
Comply with industry
and government regulations
Reduce operational costs
Aligned strategy of ECM/IM + Collaboration
+ Unified Communication + Apps as a Service / Apps virtualized
+ Desktop Virtualization + Adaptive device usage
+ Social media to stimulate employee & customer engagement…
…allows facing that ultimate challenge of:
“Do more, quicker, better, and at lowest cost” !

17. Challenges
WHAT / HOW CAN A MEANINGFUL
COLLABORATIVE STRATEGY
DO ABOUT IT ?

18. What is ECM/IM?
The content road paradigm :
Source: AIIM.org
“IM is a ‘German Speedway’ : you’re allowed to drive fast, but most of it is constantly under
works. That’s why Information Management should be an aligned strategy top‐down!”
Yannis Nakos.

19. What still to expect from the
ECM/IM market now?
• Never-ending vendor consolidation: what & who’s next ?
• Never-ending discipline extention: BIG DATA, e-CRM, UC…
• Mobility + Ubiquity + Speed = Flexible (digital) Workplace.
ECM/IM is becoming a Business Transformation mean
(a strategy translating into processes and tools / HW/SW), to help
organizations anticipate or react quicker to business issues,
from anywhere, at any time: it’s about performance, agility,
tracability & knowledgeable decision support.

20. Market consolidation, realy ?
• BPM and analytics (BAM) has
been a major trend for ECM
platforms for years
Now allowing BIG DATA
(bringing to ECM « process centricity » &
predictability
+ performance improvement)
• ECM platforms became a trend, a
« must-have » for IT leaders.
ECM BRICKS EVERYWHERE.
(if you check top-down you’ll most likely
find too many repositories in your
organisation already…
What about cost, performance, efficiency,
maintenability…?)

21. Trends as foundation to Digital Workplace
WHAT ARE THE TRENDS IN
INFORMATION MANAGEMENT?

22. A (new) new reality for ECM/IM
Even more corporate functions
to support now through ECM at
customers,
new beasts to manage:
‐ e‐CRM, multi‐channel
Marketing campaigns, BI, MDM,
e‐Discovery…
Blogs, Wiki’s,
ILM, Enterprise
Collaboration,
(meta)Data
Workflows, Bridge
Model, CMIS,
to Unified
Search, RM,
Communication,
Moreq2010,…
Chat,…
WCMS, DAM, e-
Forms, Campaign
Mgt, e-CRM,…
Copyright Gartner. 2012.

23. This is a corporate program not a project
• Only part of it is software
– Filing plan
– Metadata design
– Security
• Do not underestimate the process and procedures
part of the project
– Four eyes principle
– Chain of custody
– Legal: discovery, litigation support, ...
• Not your typical IT driven project:
new stakeholders tend to drive this one
• Not only about digital content......
23

24. BIG DATA (1)
Applying Structured Data techniques to Unstructured content for business predictability
Copyright by Gartner. 2012.

25. BIG DATA (2)
Courtesy of Gartner. 2012.

26. Collaboration 2.0 (1)
TCO
vs
TVO
Courtesy of CSC. 2010.

27. Collaboration 2.0 (2)
• Collaboration it’s not (anymore) about
deploying a collaborative platform. It’s about
setting up a set of means adapted to all your knowledge workers,
taking into account their specificities.
It’s also about
shifting to more agile strategies
accomodating multiple devices,
IT becoming « contextual » as you are.
• That extends ECM/IM into a all new field of
disciplines such as ILM, Virtualization,
Cloud strategies, multi/cross-device ubiquity,
Unified Communications, infrastructure…

28. There’s a shift happening
Decision cycles reduce, IM must support
delegation & collaboration anywhere/anytime.

29. There’s a shift happening
• Agile is impacting the type of services we deploy towards our customers
(ex: Advanced Case Mgt./Collaboration)…
• …but it will impact more and more the way we deploy them as well.
Bridging IM initiatives at various paces, and at different organisational
units proves a necessity. SOA and ITIL industrialization may help.
(re-)Think your ECM/IM offering/strategy, elaborate your methodology, chose for
industrialized solutions/integrations, because you’ll have less and less time to
assemble customer solutions in the future.

30. SoR vs. SoE
Copyright AIIM.

31. SoE vs. SoR
From « records » to « engagement »
Original IP of G. A. Moore
Copyrighted material.
Design by Y. Nakos.

32. Strategic Planning Assumption
By 2015, 40% of large enterprises
will have a corporate "Facebook."
Do you
really
think
you’ll
escape ?
Contains copyrighted material from Microsoft and Gartner

33. Conclusions
5 proposals by AIIM may help prepare your thoughts
for a successful “digital office”:
• #1 — Commit to the cloud.
It’s about agility.
• #2 — Mobilize everything.
Be able to serve your information and processes to mobile users.
They’ll soon be the majority of your force.
• #3 — Make the business social.
“Engage” with your task forces & public.
Push 2 ways communication, Intranet was about 1 way !
• #4 — Digitize anything that moves.
Paper at the office doesn’t allow processing out of office.
• #5 — Prepare for extreme information management.
Volumes, formats, sources, & according counstraints won’t reduce
…quite the opposite.
Including copyrighted material from Gartner
33

34. Thank you.
Enjoy the rest of your seminar…
And for next events check here:
LinkedIn Group: http://www.linkedin.com/groups?gid=107817
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