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Governments and enterprise enter the era of next-generation content collaboration

Posted on 28 Jun, 2013 by in Collaboration & productivity, Government, SharePoint | Leave a comment

At the end of May, we welcomed customers, analysts and journalists from far and wide to our San Francisco office to unveil our vision for the future of content collaboration and Huddle’s first annual Enterprise Information Landscape study. The research, carried out by Ipsos Mori, examined how 2,000 office workers in the US and 2,000 UK office workers interact with enterprise content.

The findings show that companies are at serious risk of data security breaches as:

  • 38% of US office workers and 43% of UK office workers admit to storing work documents on personal cloud tools and services
  •  91% of workers in both the US and the UK use personal devices to store, share, access or work on company documentation
  • 65% of office workers continue to revert to sending email attachments when they have to share information across the firewall

In addition, technology is a significant contributor to workers’ frustrations in the office:

  • 28% of US office workers state that wasting time searching for electronic documents is one of their key office annoyances
  • 53% of U.S office workers feel bombarded by all the information they sometimes have to deal with

Whichever way you look at the results, there’s one message that resounds loud and clear: current enterprise technology is failing on numerous levels. To bring about a transformation in the way that organizations work, the next generation of content collaboration technology has to solve five key issues:

  1. Security being compromised through the use of consumer tools
  2. Workers are suffering from content overload
  3. Legacy technology is failing users
  4. It is still too difficult to work with people
  5. Failed technology implementations must stop

The only way to solve the issues above is to give both workers and IT what they want: tools to collaborate securely on content, in the cloud, on any device, inside and outside the firewall. So isn’t it about time someone did this?

Let’s look at the first – and for government and enterprises – the most pressing issue: security is being compromised through the use of consumer tools. Huddle’s Enterprise Information Landscape study reveals that 91% of office workers use personal devices to store, share, access or work on company documentation. With information being stored outside of services managed by IT departments, organizations are at significant risk of losing their data and intellectual property. In today’s digital age, it’s also surprising that people are still resorting to sending hard copies of documents to people via courier (15% of US office workers) and storing work documents on CDs and DVDs (16%).

Hindered by the legacy systems that businesses are providing them with, users are embracing the consumerization of IT and using their personal devices and cloud tools to help them get their jobs done. At Huddle, we combine the ease of use of consumer tools with government-grade security to enable content collaboration for enterprise teams in the cloud and help solve this issue.

Secondly, workers are now faced with a content tsunami and feel overwhelmed on a daily basis. Today, businesses have no boundaries and people work with their partners, contractors and customers – not just their colleagues sitting at the next desk. New forms of content are being created on devices every day and the amount of enterprise data being created, shared and stored by teams is growing exponentially. How do you find what you need, when you need it? In fact, how do you know the content you require even exists? You could waste hours – days even – sifting through all the content repositories you have access to. Using our patent-pending intelligent recommendation engine, Huddle solves this issue. delivers relevant content to team members automatically on their devices – whether it’s a smartphone or tablet.

So, now to the third issue: why exactly is legacy technology is failing users? In short, the likes of SharePoint and email were designed in a bygone era for technology and they just don’t meet the needs of today’s workforce. Built before social, mobile and cloud, systems such as SharePoint were designed to lock information within the firewall and prevent people in the outside world accessing it. Without native mobile support or the ability to work with people across the firewall, such technologies are deployed by IT, but tolerated by the business (at best!). And email is great for communication, but a terrible collaboration tool.  How does Huddle support the needs of today’s office worker? It shifts content collaboration into a secure, central environment. All comments, social conversations, feedback and document versions are tracked via full audit trails. There’s no confusion over who amended what document and when, and all the information you need is at your fingertips.

 

Do you experience any of the issues I’ve covered above? Let me know your thoughts and stay tuned for my next post…

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