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Microsoft Collaboration Survey Research Results

Survey of Business and Technology Decision-Makers

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Survey MethodologyDATA COLLECTION DATES: September 23 – October 12, 2007

METHOD: Telephone survey

SAMPLE SIZE: 100 Business decision-makers and 100 Technology decision-makers

SAMPLE: Decision-makers, manager and above, within High-Tech Companies with revenue of at least $150 million and 500 employees

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Executive Summary

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• Email and phone are the most popular collaboration tools among BDMs and TDMs, although TDMs are more likely to use a whole range of tools

• The vast majority of both BDMs, 78%, and TDMs, 85%, report their organizations use at least one publicly available collaboration tool

• Organizations that use publicly available tools use them frequently and it is not limited to one tool more than others

– If they say they use that a publicly available tool to collaborate, more than likely they are using it often

• Many types of proprietary information is communicated with publicly available tools, with product plans or technical data being sent most frequently

– And the vast majority of information is contained in standard Microsoft Office documents such as Word, Excel, PPT, etc.

Executive Summary: Collaboration Tools

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• While most think publicly available tools are secure, only about a third are sure and almost as many feel they are insecure

– Interestingly, TDMs are more likely to feel strongly that they are secure compared to BDMs

– Additionally, TDMs especially are concerned about the use of publicly available tools to send confidential information

• Nearly all report that their organizations have and frequently implement policies to control confidential information, and these policies are most commonly designed by legal departments and CIOs, with the security office, managers and engineers playing secondary roles

• It is unusual for a companies’ proprietary information to be used inappropriately by a third party and when it happens, few report significant financial impact

– Additionally, one in three report that the proprietary protection policies of their companies impact the productivity of technical teams

Executive Summary: Maintaining Security

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Detailed FindingsCollaboration Tools

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95%

96%

89%

40%

37%

33%

31%

8%

6%

99%

96%

94%

69%

53%

48%

42%

6%

9%BDM TDM

Email and phone are the most popular collaboration tools among BDMs and TDMs, although TDMs are more likely to use a whole range of tools

Q4. From the following list, what types of communications tools does your department (BDM) (company, TDM) use to collaborate

among its business partners, vendors and suppliers?

E-mailPhone

Fax

VPNs (Virtual private networks)

Portals

Instant MessagingExtranets, such as via RosettaNet or Electronic Data Interchange or EDI

BlogsWikis

% Use at all% Used mostBDM TDM

1% -

1% -

3% 1%

1% -

- -

- -

Q5. And which one of these tools would you say your department (BDM) (company, TDM) uses most often to collaborate among its business partners,

vendors and suppliers? (ONLY LIST OF TOOLS CHOSEN IN Q4)

40% 26%

53% 72%

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29%

30%

25%

32%

25%

18%

5%

21%

47%

43%

40%

38%

33%

26%

8%

8%

15%

BDM TDM

The vast majority of both BDMs, 78%, and TDMs, 85%, report their organizations use at least one publicly available collaboration tool

Q6. Now I am going to read to you another list of collaboration tools. Please tell if your department (BDM) (company, TDM) has ever used any of these communications tools to collaborate among its business partners, vendors and suppliers? (ACCEPT ALL

RESPONSES)

Personal FTP tools, such as WS FTP or Cute FTP

Web-based or public e-mail, such as Gmail or Hotmail

External portalsPersonal Internet-based faxing, such as efax

Personal IM, such as AOL or Yahoo Instant Messenger

Personal Internet-based phone, such as Skype

External or public WikisExternal blogsNone of these (VOL.)

% Use at all

BDMs at companies with fewer than 500-1000 employees are more likely to report use of

public email accounts, 37%, than are those

at larger companies, 20%

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Organizations that use publicly available tools use them frequently….

Q7. How often would you say your department (BDM) (company, TDM) collaborates with its business partners, vendors, and suppliers using these types of tools (READ LIST FROM Q6)?

Base: BDM=78, TDM=85

67%

58%

27%

31%

Frequently Occasionally

BDM

TDM

% Total use publicly available tools often

94%

89%

BDMs at companies with revenue over $250 million are more likely to report frequent use of public tools, 79%, than are those at companies with less revenue, 54%

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And it is not limited to one tool more than others; If they say they use that tool to collaborate, more than likely they are using it often

BDM TDM

Personal Internet-based faxing, such as efax 69Base=32

76Base=38

Web-based or public e-mail, such as Gmail or Hotmail 87Base=30

74Base=43

Personal FTP tools, such as WS FTP or Cute FTP 97Base=29

75Base=47

Personal IM, such as AOL or Yahoo Instant Messenger 64Base=25

82Base=33

External portals 76Base=25

83Base=40

Personal Internet-based phone, such as Skype 83Base=18

73Base=26

External or public Wikis 40Base=5

88Base=8

External blogs - 75Base=8

% Frequently/Occasionally

Q7. How often would you say your department (BDM) (company, TDM) collaborates with its business partners, vendors, and suppliers using these types of tools (READ LIST FROM Q6)?

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Many types of proprietary information is communicated with publicly available tools, with product plans or technical data being sent most frequently

Q8. From the following list of examples, please tell me if your department (BDM) (company, TDM) has ever communicated any of the following types of information using these forms of collaboration tools (READ LIST FROM Q6)? (ACCEPT ALL RESPONSES)


68%55% 49% 46% 44%

66%51% 53% 57% 62%

Product plans ortechnical data

Pricing or financialdata

Contracts, legalagreements

Product designschematics/CAD or

Computer-aideddesign/CAM

Drawings

Sales or marketingplans

BDM TDM

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And the vast majority of information is contained in standard Microsoft Office documents such as Word, Excel, PPT, etc.

Q9. IF SAID YES TO ANY OF THE CHOICES IN Q8, ASK: When your department (BDM) (company, TDM) communicated this information using these collaboration tools, was the information contained within standard office based documents such as Word, Excel,

PowerPoint, etc?


Yes, probably, 39%

Yes, definitely, 48%

Don’t know (VOL.), 2%Definitely not,

6%Probably not,

6%

BDM TDM

Yes, probably, 31%

Yes, definitely, 56%

Don’t know (VOL.), 3%Definitely not,

7%Probably not,

4%

Total Yes: 87%

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Detailed FindingsMaintaining Security

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While most think publicly available tools are secure, only about a third are sure and almost as many feel they are insecure; Interestingly, TDMs are more likely to feel strongly that they are secure compared to BDMsQ10. Thinking about the list of collaboration tools we have been talking about these last couple of questions (READ LIST FROM Q6), do

you consider these tools to be secure?


-5%

-6%

-17%

-22%

27%

37%

51%

35%

Definitely not Probably not Yes, definitely Yes, probably

BDM

TDM

78%

72%

Total Think Secure

Total Think Not Secure

22%

28%

BDMs who rank above the director/manager level, 62%, are less likely than lower ranking BDMs, 87%, to believe public tools are secure

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TDMs especially are concerned about the use of publicly available tools to send confidential information

Q11. How concerned are you about people within your department (BDM) (company, TDM) using these types of collaboration tools (READ LIST FROM Q6), to communicate confidential or sensitive information outside of the company?


-13%

-5%

-30%

-22%

18%

31%

40%

41%

Not concerned at all Not too concerned Very concerned Somewhat concerned

BDM

TDM

% Total Concerned about publicly available tools

58%

72%

% Total Unconcerned about publicly available tools

43%

27%

BDMs who rank above the director/manager level, 73%, are more likely to be concerned than lower ranking BDMs, 50%

TDMs at companies with revenue above $250 million are more likely to be concerned, 86%, than those at companies with less revenue, 66%

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Nearly all report that their organizations have and frequently implement policies to control confidential information

Q12. To the best of your knowledge, does your company have a specific policy about controlling the distribution of confidential or sensitive information to third

parties such as designers, foundries, test, packaging, contract manufacturers, etc.?

84%

85%

7%

8%

Yes, definitely Yes, probably

% Implemented Every time/Frequently

95%

87%

Q13. IF YES: In your estimation, how often would you say this policy

is actually implemented?

Base=91

Base=93

BDM

TDM

% Total Yes

91%

93%

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And these policies are most commonly designed by legal departments and CIOs, with the security office, managers and engineers playing secondary roles

Q14. Please tell me how involved you believe each of the following individuals or departments are with the development of your company’s proprietary information disclosure policies regarding third parties. (READ AND ROTATE LIST)

56% 58% 54% 56%41% 40% 37% 36% 35% 39% 30% 30%

20% 16% 24% 15%

20% 17%32% 36%

28% 28%27% 30%

BDM TDM BDM TDM BDM TDM BDM TDM BDM TDM BDM TDM

Very involved Somewhat involved

Legal Department

CIO Security Office

Project Managers

Lead Engineer

Design Engineer

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It is unusual for a companies’ proprietary information to be used inappropriately by a third party and when it happens, few report significant financial impact

Q15. To the best of your knowledge, has any of your company’s proprietary information ever been inappropriately used by a trading partner or third party such as a contract

manufacturer, foundry, design house, etc.?

% Severe/significant financial impact

13%

36%

Q16. IF YES: How would you characterize the financial impact this

incident or incidents had on your company?

Base=16

Base=11

-34%

-46%

-39%

-36%

8%

4%

8%

7%

Definitely not Probably not Yes, definitely Yes, probably

BDM

TDM

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One in three report that the proprietary protection policies of their companies impact the productivity of technical teams

Q17. How would you characterize the impact of proprietary protection processes on the productivity of your design engineers, design managers, production managers and other valuable technical teams?

-16%

-18%

-49%

-45%

6%

5%

24%

25%

No impact at all Very little impact on their productivitySevere impact on their productivity Significant impact but not severe

BDM

TDM

% Total Impacted

30%

30%

% Total Not impacted

65%

63%

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Majorities believe that all of these potential functions would be or currently are valuable to their company, but overwhelmingly so for “being able to manage user access rights to sensitive documents”

Q18. Please tell me how valuable you believe each of the following functions would be or currently are to your company.

30%

46%

38%

28%

BDM’s

TDM’s

The ability to encrypt email and/or IM messaging traffic between your company and suppliers

The ability to manage user access rights to sensitive documents such as product plans, contracts, etc.

The ability to view whether suppliers, partners and internal employees are online or “present” for conversations, either phone, IM or email

52%

64%

36%

28%

BDM’s

TDM’s

28%

31%

43%

46%

BDM’s

TDM’s

Very valuable Somewhat valuable

% Total Valuable

88%

92%

68%

74%

71%

77%

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Appendix

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Revenue BDM$150 to $250 million 51

$250 to $500 million 12

$500 million to $1 billion 9

$1 to $3 billion 9

Over $3 billion 8

Don’t know/refused 11

Business Decision-Makers ProfileJob Title BDM

C-LEVEL (CEO, CFO, CMO, ETC) 20

Executive Vice President or Principal 3

Senior Vice President or Vice President 9

Director or Manager 68

# Employees500 to 999 59

1,000 to 2,499 9

2,500 to 4,999 17

5,000 to 10,000 3

More than 10,000 12

DepartmentProduct development 24

Engineering 8

Manufacturing 9

Operations 35

Supply Chain 8

Distribution 10

Warehousing 3

Logistics 3

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Revenue BDM$150 to $250 million 69

$250 to $500 million 7

$500 million to $1 billion 5

$1 to $3 billion 8

Over $3 billion 2

Don’t know/refused 9

Technology Decision-Makers ProfileJob Title BDM

CIO 9

CTO 1

IT department heads 30

IT middle-management (MIS mgr., IT director)

56

Enterprise Architects 3

Chief Security Officers 1

# Employees500 to 999 73

1,000 to 2,499 11

2,500 to 4,999 3

5,000 to 10,000 5

More than 10,000 8

Involvement in company in overseeing or helping implement collaboration technologiesSignificantly involved 81

Somewhat involved 19

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