Gino Rossi is a Social Business Scientist at Quest Software. He is a senior web professional with a wealth of experience in information systems, online marketing campaigns, online social networks, business development, project management and customer relations.
Like with any company, each department and group has unique needs when it comes to project management. Gino was tasked with the challenge of matching those unique needs to the Jive platform capabilities. I had the opportunity to talk to Gino about how he uses Jive.
What problem were you experiencing?
Early this summer, our Corporate Communications lead approached me about using the Commons (our internal Jive instance) to solve a collaboration problem this department was facing. The requirements were as follows:
- Team Portal: a central area to store documents and hold discussions
- Calendar/Project: a way to track press releases
- Notifications/Stream View: ability to keep all team members notified of activity in their community
How do you use Jive to organize and collaborate?
With a new space on our platform, we achieved inclusiveness and high-level visibility of everything going on in their community. We then added a number of out-of-the-box widgets on the Overview page to help meet more granular needs. The “RSS widget” provided the community with quick access to the currently available public press releases from our corporate website. The “Categories widget” helped organize content that would be hosted on the community but was not a “Press Release”. The “Unanswered Questions widget” drew attention to questions asked in the community. And the “Recent Activity widget” highlighted everything that was going on including activity taking place within projects. At center stage in the space is the “Projects widget”.
How does Jive help with project and time management?
We created projects as a way to organize the releases of public announcements. Each project was named after the current year, such as 2012 Quest Press Release Calendar. Each press release schedule was created as a “Task” and it was either created by or assigned to the person responsible for that announcement. We configured the “Tasks widget” to show only outstanding tasks; completed tasks would fall off the view and if necessary a report of all tasks (completed & pending) can be generated from the “Actions widget”. Inside the project, the “Project Calendar widget” provides a high level view of all press releases for that month, allowing community members to see upcoming announcements. Our products are broken down by business units, so we added each business unit as a category in the “Categories widget”. This feature was critical to organizing the scheduled press releases once they hit the news wire. The final press release was uploaded to the project as a document (word or pdf) and a category was assigned to the document pertaining to the appropriate business unit. Tags for each post (uploaded document or discussion) would include the product name, product version, etc. This would help populate the tag cloud and further assist in finding the correct information.
How do employees stay up to date using Jive?
If you wanted to stay on top of everything going on in the Community and stay clear on the press release publication calendar, you needed to subscribe to “Receive email notifications”. All the activity taking place within the Project, including the Press Release Calendar, would be displayed in the “Recent Content widget” on the Corporate Communications space. All team members could see all activities and collaborate when needed. Product Managers and Product Marketing Managers at our company appreciate knowing when certain announcements are going live or when postponements are taking place, which made the notifications and stream view a significant part of the community.