incentive transition-from-email-whitepaper

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www.incentive-inc.com 1 Making the Transition From Email To A Socially Powered Collaboration Platform

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Page 1: Incentive transition-from-email-whitepaper

www.incentive-inc.com 1

Making the Transition From Email To

A Socially Powered Collaboration Platform

!

"

Page 2: Incentive transition-from-email-whitepaper

www.incentive-inc.com 2

Introduction

Implementing a socially powered collaboration platform can help improve

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Though email is the predominant means of communication for most workplaces,

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accelerate positive business outcomes through improved collaboration, communication

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%H\RQG�DFKLHYLQJ�EHWWHU�ZRUNȵRZ��a social collaboration platform also

reinforces corporate culture and makes accomplishing tasks faster,

increasing productivity.

Page 3: Incentive transition-from-email-whitepaper

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The Future Workplace

Change Is All Around Us

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will need to make a dramatic change in the workforce

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Millennials grew up using social software tools, leading to

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Rather than communicating in silos with information

buried deep within local devices and within personal email

accounts, this generation expects more collaborative

environments that closely mimic the social tools they already

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more productive teams and businesses thanks to increased

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Millennials grew up using social software tools, leading to very

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communications. Organizations will need

to make a dramatic change in the workforce

culture in order to attract and retain millenial workers.

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communication and collaboration to be real-time and inclusive, enabling hyper-

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and cross-functional communications and collaboration within their teams and

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Page 4: Incentive transition-from-email-whitepaper

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Today, however, people can come to hate email, going as far as to install blockers and

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involving too many recipients, forgetting to add people that should be there, or simply

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Email has also become a way of showing others when

someone has done his or her part; internal emailing has over

time become a sort of endless table tennis game in which the

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Furthermore, most people routinely delete email to make

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from an email discussion is lost among those deleted emails

unless someone stored it away somewhere, which is not

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discussion surrounding the decision may be lost forever with

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! 152 unread

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! Email Overload Is A Culture

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What businesses need is a culture in which they can make full use of the collective

knowledge of all workers; a culture that in many ways works like a search engine on

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ΖWȇV�QRW�D�PDWWHU�RI�ZDQWLQJ�more information, rather wanting more relevant

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communication process to a socially powered enterprise platform requires a shift in

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ΖWȇV�QRW�D�PDWWHU�RI�ZDQWLQJ�PRUH�information, rather wanting more

relevant information.

Page 6: Incentive transition-from-email-whitepaper

www.incentive-inc.com 6

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in the social media tools most people use on a daily (if not hourly) basis in their spare

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! Like Facebook?

The backbone of a social network like Facebook is its status updates, its focus on

connecting friends for networking and pages to gather people around certain

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from email becomes

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events and activities

than reading through

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The great advantage of a

social intranet that works

in this manner is that

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Page 7: Incentive transition-from-email-whitepaper

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All discussions and their respective outcomes are

captured by the network, searchable and usable for

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! Like Twitter?

Twitter is a loose network of people following each

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decide who they want to follow, not who is

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more closely together, Twitter leaves that choice to

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! Like Wikipedia?

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HGLW��7KLV�VLPSO\�PHDQV�WKDW�HYHU\ERG\�FDQ�make whatever changes they want to any

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Page 8: Incentive transition-from-email-whitepaper

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! Like Skype?

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communicate real-time through either text or video is a useful feature for those fast

decisions and questions that are directed to a small number of people and need

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! Like Google?

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engine that would reveal the complete historical record of knowledge and insights

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6RFLDO�FROODERUDWLRQ�VRIWZDUH�ZLWK�DQ�DGYDQFHG��intelligent search can enable easier and faster

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The Incentive Way

All of these well-known and loved social and internet-based

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platform are driven by two very distinct core values focused

on creating a social business software solution:

1. Keep everything searchable from a single search entry,

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2. Keep everything private and secure, and distribute it on

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Instead of building an information structure that relies on folders or a tree-

view, companies should try building a Google-like

structure that relies on hashtags (tagging) and

search terms.

7HDULQJ�'RZQ�ΖQIRUPDWLRQ�6LORV�7R�6WDUW�Communicating

! Share Ownership

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Rather, departments should share ownership in discussion spaces, such as

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! Create A Personal Google

Instead of building an information structure that relies on folders or a tree-view,

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�WDJJLQJ��DQG�VHDUFK�WHUPV��0RVW�SHRSOH�ȴQG�LQIRUPDWLRQ�RQ�WKH�ZHE�IDVWHU�WKDQ�

RQ�WKHLU�RZQ�KDUG�GULYH��3HRSOH�ZDQW�WR�XVH�WKH�VHDUFK�EDU��EXW�XQWLO�QRZ��KDYHQȇW�

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! Let The Network Do The Job

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information that is rarely used will quietly sit there, completely indexed, until

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The social collaboration software solution will index the information and remember

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! Stop Internal Emailing

Initially, people might not be ready to completely give up email and want to go back

WR�WKH�ROG�ZD\V��:KDWHYHU�LV�VKDUHG�LQ�WKHVH�HPDLOV�ZLOO�EH�ORVW�DQG�LQDFFHVVLEOH�WR�

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Instead of banning email all at once, companies can try establishing email-free

days of the week and let people discover the advantages themselves, then slowly

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! 'RQȇW�([SHFW�3HUIHFW�3RVWV

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! Encourage Discussions, Not Statements

Managers are often used to giving directions rather than asking questions and

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Instead of broadcasting statements, enabling conversations around questions can

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! Encourage People To Answer To The Best Of Their Ability

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someone directly to get their opinion on something is a way to help people do exactly

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particular topic, managers should describe them as an expert or at least experienced;

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! Encourage People To Edit Others’ Information

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good social collaboration software keeps track of changes in case something goes

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6RFLDO�EXVLQHVV�LV�DERXW�KHOSLQJ�others and solving problems. “

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! Create A Social Collaboration Software Policy

A social collaboration software policy gives useful

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whole reason for a policy is to make people less afraid

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The transition to a more social business can seem

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Rolling out social collaboration software to a smaller group may give

companies the chance to discover who they are

and study how they are DHFWLQJ�DQG�HQJDJLQJ�other users in order to repeat this throughout the deployment to the

full organization.

! Start With A Small Group Of Enthusiasts And Grow

Rolling out social collaboration software to hundreds of people at once is doable,

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! Let Enthusiasts Shine

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social collaboration software to a smaller group may give companies the chance to

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! Resist The Urge To Control

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! Don’t Tell People What To Communicate In Detail

A social collaboration software policy should be there to help coworkers relate to

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! Let People Make Decisions And Remove The Fear Of Mistakes

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to progress is through mistakes, by encouraging a culture of being proactive and

removing the stigma and fear of making

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that encourages people to try, rather

than discouraging them from making

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6WD\LQJ�7UDQVSDUHQW�%XW�6WLOO�3URWHFWLQJ�3ULYDF\

! Transparency Behind A Firewall

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! Only Keep Secret What Needs To Be Kept Secret

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! Use Privacy Carefully

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! Make Sure Time-challenged Departments Are Early Adopters

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With social collaboartion software, D�FRPSDQ\ȇV�FHQWUDO�NQRZOHGJH�repository grows quickly into a

treasure trove of useful information Ȃ�a personal Google about the

company’s own world

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5HDG\��6HW��*HW�6WDUWHG�

! Get Started with a Free Trial

Incentive is a complete socially powered enterprise

collaboration platform with tools for social networking,

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get started with a free trial, visit: WULDO�LQFHQWLYH�LQF�FRP�

The trial version of Incentive provides the full suite of

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After that, enterprises can purchase as many users as

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The Incentive platform seamlessly integrates

with your current ZRUNȵRZ��LPSURYLQJ�

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and more positive business outcomes.

! Assemble A Core Group

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! Just Start Collaborating

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Keep an eye out for more information that explains, inspires and shows how social

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