20110512-4 arma boston alternatives to email
DESCRIPTION
This presentation at the 2011 ARMA Boston Spring Seminar described alternatives to email including blogs, microblogs, and wikis.TRANSCRIPT
ARMA Boston Spring Seminar 2011Jesse Wilkins, CRM
Better Collaboration WITHOUT Email
22
Alternatives to email Alternatives vs. email Collaborative tools and the records program
Session Agenda
Alternatives to email
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Email isn’t the best tool to collaborate
Other more effective tools available◦Instant messaging◦Blogs and microblogging (Twitter)◦Wikis◦Social sharing and social networking
Using these tools can reduce email usage and increase productivity
Alternatives to email
555
Blogs
66
It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to 140 characters.
-- Ari Herzog, Ariwriter.com
Microblogging (Twitter)
77
Wikipedia
7
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Many different applications available Fully-featured to fairly narrow
◦ Generally compatible with common Office functionality
May default to private or public
Web-based office suitesOffice 2.0
99
Social networking
1010
Screenshot of social sharing
Alternatives vs. email
1212
Use blogs instead of email to send one-way communications◦Internal announcements◦Project updates◦Feedback on posts or resources◦Meeting announcements◦Availability of new resources◦Knowledge transfer
Blogs vs. email
12
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Microblogging is better for: ◦Time-sensitive or transitory
communications◦Announcement of new or
updated documents, presentations, resources, etc.
◦Crowd-sourcing research◦Environmental scanning◦Virtual water cooler
Microblogging vs. email
1414
Wikis are better for:◦Collaborative authoring – documents,
schedules, etc. ◦Drafting meeting agendas and minutes◦Sharing best practices
Wikis vs. email
1515
Send links to documents instead of email attachments◦Ensures everyone is working on the most
current version◦No “attachment spam”◦Track changes more easily
Often provide more capabilities than just email – all in the cloud
Office 2.0 vs. email
1616
Messaging is available to everyone in the network, not just sender/recipient◦But can be sent privately or made
private if needed◦Other capabilities available (polling,
calendaring across organizations, etc.)◦Commenting, rating/ranking, social
aspects of social networks
Social networking vs. email
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Send links to documents/videos/etc. ◦Especially good for rich media
documents Subscribe to updates Embed documents/videos in e.g. blog
Social sharing vs. email
Collaborative tools and the records
program
1919
Prohibition is not realistic
2020
Address in policies
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Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”
Policy 2.0 – in 140 characters
Image and quote source: Gruntled Employeeshttp://www.gruntledemployees.com
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Provide guidance
Whether the tool & account is official or unofficial (add screenshot)
232323
Whether the account is monitored for actionable content (screenshot)
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Is the information unique and not available anywhere else?
Does it contain evidence of an agency’s policies, business, mission, etc.?
Is the tool being used in relation to an agency’s work?
Is there a business need for the information?
Does it document a transaction or decision?
Is it a record?
252525Take a snapshot of record content
262626Archive entire stream locally
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Records management in brief
Archive selected items locally◦Use search queries and monitoring
Store selected items locally using search queries or RSS
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Use the native backup to store locally
Store locally using built-in tools
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Use a third-party service to store locally
Store locally using third-party service
303030
Store locally using API
Store locally using APIs
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Use e.g. Word or Notepad to draft content updates and save *that* as a record
Draft content locally
3232
Check the service level agreement
3333
Implement enterprise versions
3434
Implement a compliance solution
• And many others
3535
Questions?
3636
Jesse Wilkins, CRM, ecmm, emmm, ermm
Director, Systems of EngagementAIIM International
(303) 574-0749 direct
http://www.twitter.com/jessewilkins
http://www.linkedin.com/in/jessewilkins
http://www.facebook.com/jessewilkins
http://www.slideshare.net/jessewilkins
For more information