Updates from September, 2011 Toggle Comment Threads | Keyboard Shortcuts

  • Jaume Jané 10:00 am on September 23, 2011 Permalink | Reply
    Tags: , , , , , , ,   

    Add your Google Calendar and company events to Zyncro! 

    Estimated reading time: 5 minutes

    If you are tired of having to remind your employees of important dates, we’ll give you a hand!

    We present you with the evolution of one of the Zyncro integrations that we published before the summer: Google Calendar.  This time it has a specific calendar that will appear automatically to all of the users within your organisation.

    Now Zyncro offers you the possibility of integrating a specific calendar FOR THE ENTIRE ORGANISATION in such a way that your intranet users will always be up to date with corporate events.

    How to manage a corporate calendar

    Zyncro presents a 2.0 method for making a unique calendar available to the whole organisation:

    1. Decide who will be responsible for managing the events/corporate calendar within the company.
    2. Create a specific Google Calendar for the company (whether it is using an existing user or using a new generic Google user).  At Zyncro for example, our CTO Albert Sampietro, created a new calendar associated to his e-mail account and called it “What’s up at Zyncro Tech?
    3. Decide whether the calendar creator will also manage the calendar or if they will be sharing the task with another member of the company.  This is carried out straight from the Google Calendar by accessing the calendar options.
    4. The designated events/calendar manager should enter all significant  company dates into the calendar.

    How to integrate your corporate calendar into Zyncro?

    If you already activated and configured the connection between Google Calendar and Zyncro with the first version of our ZyncroApp, the following steps will be familiar to you.

    To activate the Corporate calendar, the Administrator should activate it from the ZyncroApps section within the Administration panel.

    Once the ZyncroApp has been activated, the Administrator should then link their Google account in the ‘Configure’ section.

    After having clicked the “Connect with Google Calendar“ button, the designated person responsible for the management of the corporate calendar should enter their Google account connection data in order to make the connection.   Remember that this user could well be the Zyncro Administrator if:

    • the Administrator has created a calendar that will zyncronize
    • the Administrator has permission to access the calendar because the calendar owner has shared it with them.

    If the corporate calendar is NOT your personal calendar (the one that appears by default and is associated with your Gmail account), you should exit and re-enter the Configure section of the ZyncroApp and choose to share with your organisation from the drop down list.

    Once activated and configured, the whole organisation will ALWAYS be able to see the organsation’s events calendar.  It will appear as a new tab next to the personal calendar icon if already activated or by default, it will appear as the Corporate Calendar if the user does not already have a personal calendar.

    It’s about time people remembered the important dates of your company!

    Calendarize yourself with Zyncro!

    Jaume Jané is responsible for ZyncroApps and integration at Zyncro. He is an expert in analysis and development for integration possibilities in Online Social Networks, enterprise software and productivity cloud applications. He coordinates interactions between Zyncro and third party technology solutions. Before, he worked with distinct companies as a web programmer and a functional analyst.


     
  • Agustín Bosso 10:10 am on September 8, 2011 Permalink | Reply
    Tags: hotels,   

    Implementation model for an Internal Social Network in the hotel sector 

    Estimated reading time: 6 minutes

    Note from the editor: some of the following information has been modified.  Nonetheless,  the process described is based on a real success case in which Zyncro was implemented within an important Spanish hotel chain.

    The following points present you with a practical case as to how Zyncro has been implemented within an important hotel chain.  Perhaps this model could be useful for your own organisation.

    • Client Information:

    • 8 hotels with their own name and corporate image
    • 1000 employees spread within the different hotels
    • An IT manager for each hotel
    • A manager or main coordinator for the project
    • Information about each hotel
    • Common information to be shared between the hotels
    • Objective: to create an internal social network for the sharing of information within each hotel and at the same time, allow for the exchange of information between the different hotels
    • Time for implementation: 3 days

    8 hotels, 8 organisations

    The model used consisted in the creation of a separate Corporate Zyncro for each hotel.  Each hotel with their own domain had their own intranet 2.0 created with:

    • an independent administrator (in this case, the IT manager of each hotel)
    • different users: the employees within each hotel
    • their own domain, following the model http://myhotel.zyncro.com

    Hotel departments

    Within each hotel intranet, the chosen solution for the configuration of the organisation was to establish Departments.

    Making good use of the new functions in the 3.0 version of Zyncro, a Department structure was established so that any employee would be able to identify who belongs to which department and so that the members of each department could have a common space in which to communicate, share topics related to their department or in order to know whom to aim any queries to should they arise.

    This solution can prove to be a very efficient method to show others who have recently joined the company how it is organised, in the hotel sector as in any other.

    Work groups

    The work groups were independent for each hotel and although replicable in each of them, were defined by the project manager.

    It began by the creation of a group of Administrators who received all instructions and information for the creation of their groups and up to the work groups found in any company: marketing, communication, sales or finance amongst others.  Of course, each of these with their own image or icon as well as a short description of the content of each group.

    What type of work group or information is shared within a hotel social network?

    • Relevant information to be shared regarding the different hotel shifts
    • General information about clients, rooms, installations
    • Events or conventions
    • Corporate news, bank holidays, open days or special activities
    • Employee holidays, shift cover, shift amendments
    • Communication and marketing strategies at group or hotel level so that employees may stay aligned with company guidelines

    Personalisation through ZyncroApps

    In addition to the general Zyncro configuration options, the use of ZyncroApps can allow each organisation or in this case, each hotel, have functionalities, integrations and design available to them based on specific desires or needs.

    For a hotel chain, the following specific points may prove to be very useful:

    • AddZyngs in order to add:
      • A list in the right hand column of web addresses of the other hotels in the chain
      • A list in the right hand column with other web addresses relevant for everyone
      • A corporate message in the upper strip containing contact details of the person to call for queries or concerns when it comes to using Zyncro
    • Zyncrotag: in order to add labels (tags) on microblogging messages by adding # in front of a term to later be able to find them easily
    • Integration with Google Calendar: so that each user can have their Google calendar integrated within their Zyncro
    • Favourite groups: so that each user can have fast and direct access to documents or messages contained within the groups they most use

    Large hotel chains have already incorporated Zyncro into their corporate information management flow.

    Perhaps your organisation could be next …

     

     
  • Patricia Fernandez Carrelo 9:15 am on August 5, 2011 Permalink | Reply
    Tags: ,   

    Business Crowdsourcing 

    Estimated reading time: 3 minutes

    Crowdsourcing, is the act of outsourcing tasks traditionally performed by an employee or contractor, to an undefined, large group of people or community (a “crowd”), through an open call.

    Definition of the term crowdsourcing from Wikipedia

    Crowdsourcing within a business does not relate so much to the outsourcing of a task but to the carrying out of it by a large group of people (“crowd”).

    As described in article about “How to use crowdsourcing techniques in your virtual team”, there are four types of crowdsourcing:

    1. Crowd wisdom: many individuals contribute possible answers to specific questions.
    2. Crowd innovation: when many individuals participate to resolve a problem.
    3. Crowd creation: many individuals producing something together with each participant frequently contributing a piece towards the bigger picture in line with their skills and abilities.
    4. Crowd voting: “floating” ideas that are review and voted upon by the community.

    Contributions by many individuals can lead to confusion or an excess of information though by channeling and organising them well, crowdsourcing in its different forms can be a practice that leads to a very enriching final result.

    When applied to the business world and with productivity improvement in mind, Matt H. Evans supports the idea in his article “The Power of Crowdsourcing” that this way of doing things “Crowdsourcing taps into the global world of ideas, helping companies work through a rapid design process.”

    In this way, if we combine the richness generated by the multiple contributions and the speed of the design due to the liveliness brought out by the involvement of many individuals, we find ourselves with an excellent technique to apply to our business in areas such as:

    • innovation management
    • product development
    • process improvement
    • optimization of sales and marketing/communications flow
    • corporate strategy testing
    • or even talent management

    The mass that is the  “crowd” in a company could be its employees, its providers, its partners, its clients and even its social network followers.  With the right tool such as Zyncro and with an integrated IdeaScale (management and voting system system), we can move business crowdsourcing initiatives forward as well as achieving Getting Things Done whilst involving people and making use of the potential of the entire organisation.

    Get Zyncronized and use crowdsourcing. Your company will thank you for it


     
  • Juliana Avila 10:15 am on August 2, 2011 Permalink | Reply  

    Bye bye, pendrive  

    Estimated reading time: 4 minutes

    The USB stick or pendrive became popular at the beginning of the 21st century as a response to the need for digital document mobility.  They became the best solution for those who did not have (or did not want to carry around) a laptop and who wanted more options than the floppy disk or CD.

    A decade after its creation and partly due to its affordable price, almost everybody had at least one “USB”.  They are portable, practical and come in diverse shapes and colours…  I, myself have been a fan for years.

    However, although the they provide a solution to some problems, hardy anybody stopped to think about the new problem the USB was generating: the lack of data security.  Anybody could have a “USB flash drive“ and access its files and living in a 2.0 world means there is a necessity to keep data secure.

    Nowadays even innocent photos can be manipulated and converted into compromising material.  Personal data can be used for fraudulent activities.  Recent worldwide hacker and cracker activities demonstrate the damage that non authorised access to information can lead to.

    OK.  Now think about the number of USB drives you have had over the years and how many you have lost already.  Do you remember all of the information held on them?

    Having the documents and files available in the cloud is the ideal solution for those who wish to combine mobility and security when it comes to storing information (both personal and corporate).

    The cloud allows you to access your data from any location, at any time and from any device, including mobile phones and tablets.  At the same time it provides you with the utmost freedom in mobility (without the need to depend on tangible, very heavy devices or those so small that they could break or get stolen), it offers you the peace of mind of knowing that your data is safe.

    Many businesses and professionals are reaping the benefits of data storage in the cloud.  Do you really want to miss out?

    If you would like to access your “corporate storage in the cloud” in just a couple of minutes…

    Create a Zyncro account right away and start “zyncronizing” your information!

     

     
  • Patricia Fernandez Carrelo 8:35 am on July 21, 2011 Permalink | Reply
    Tags:   

    Zyncro, e-learning platform 

    Estimated reading time: 4 minutes

    As you may well know, one of our most successful blog sections is that of the “Use Cases” that Zyncro can receive as a cloud solution.  And today we would like to present a new one :-)

    In addition to Intranet 2.0 or Corporate Social Networks, we have seen how many clients have started to use and also want to use Zyncro as an e-learning platform.  For this reason, we have analyzed the possibilities Zyncro can offer and in accordance with our very own style, we have created a new information graphic to illustrate what Zyncro can offer as a collaborative learning and virtual environment.

    Here is the new information graphic for you.  We hope you like it!

    Remember, if you would like to share the information graphic, you can download the image from the following Zlink!

     

     
    • Jorge Dieguez 8:07 am on July 26, 2011 Permalink | Reply

      Hola Patricia!
      ¿que tal?
      Como combinar el enfoque informal y social de Zyncro con las necesidades de las empresas de formación reglada(planes de desarrollo, cursos normativos, certificaciones)!?
      Un Saludo

  • Albert Climent 11:09 am on July 12, 2011 Permalink | Reply
    Tags: , commercial, document exchange, , , , ycssystem   

    From paper to the cloud. Increase your productivity! 

    – “Where are the signed contracts?”

    • “In that file on the top shelf.”
    • “So how can I ensure that all the members of the Administration Department have all 150 documents in digital format by tomorrow?  We’ve just closed month end and they need all of the signed contracts in order to generate the invoices and activate the clients’ services…  Our e-mail can’t handle sending that many documents!  And not to mention what they might do with those documents afterwards! What a nightmare!
    • “Simple: put them through our multifunction Konica Minolta, press the “Send to Zyncro button and send them directly to the work group called “Contracts 2011/06.
    • “Is that it?  That’s a 2 minute job…”
    • “Exactly, that’s why we work with these two tools, to optimize time and processes!  When the managers see the procedure you’ve followed, they will no doubt see the return on investment of these solutions.  It’s all good!”
    • “It’s amazing!… Remember when we used to send envelopes by post and courier?… How things change!
    • “Yes… in my opinion even faxing is obsolete now!  What more can you ask than to be able to keep the comfort of a paper format (let nobody take away my files or my books!) and combine it with a direct interaction with the cloud that can be accessed as and when needed or as per your Zyncro configuration?
    • “That the Board be happy with the sales results!”
    • “Has the Administration Department got all of the contracts now?”
    • “I’ve just uploaded the documents to the Zyncro group.  All done!”
    • “I’m sure they’ll be happy with 150 new registrations…  Good job!”

    Thanks to the integration project being carried out between Grupo VCS system, Konica Minolta and Zyncro you can send all of your scanned documents directly via your corporate intranet in the cloud.

    Still not sure about how to manage your paper documents more productively?

    Upload them to your Zyncro cloud!

     

     
  • Joan Alvares 11:53 am on July 5, 2011 Permalink | Reply
    Tags: beach, , , ,   

    Move your office to the beach 

    Estimated reading time: 3 minutes

    I am writing this article whilst the weather temperature is 34 degrees centigrade. Meteorologists have forecast weeks of intense heat.  They have given warning of heat from Africa.

    I remember back in 2003 when I was studying Journalism at the Universitat Autonoma de Barcelona, Doctor Mavi Dolz (may she rest in peace) would teach the class under the shade of a pine tree.  It was so hot inside the classroom that she very rightly guessed that our attention span and as a result the productivity of her efforts, would not be optimum.  From then on she decided we would work in the open air, it should be a right for any office employee at least once a year.

    Is it possible to work at the beach? Quite possibly you never asked yourself this before.  We never did at Poko either, until the air conditioning packed up in mid July.  It was now 2009 and at the time, an office in the cloud still sounded like a kind of utopia and we were still confined to working within four walls.  So we picked up the essential bits and pieces and brought it all down to La Barceloneta where we set up in the sand for a day.  We worked until our laptop batteries said “enough!”.  No more than 3 hours.  Later we had a swim, chatted and made sandcastles in the sand until lunchtime.

    If a part of the productivity of a company can be measured by its people’s happiness, I would have to day that that day at the beach was a highly productive day.

    Bhutan is known for being the only country in the world that measures its richness in terms of Gross Internal Happiness, which should lead us to reflection as to whether in one works in the West to become richer, or to be happier.  What I am certain of is that a happier employee is a more productive employee.  I recently heard a successful entrepreneur from Silicon Valley say that the idea of “business” is evolving to move away from what it etymologically means; ‘denial of leisure’.   And he justified this by saying that one could not aspire to becoming the best at something they do not find entertaining.  Quite simply the person would be incapable of dedicating the necessary time in order to excel.

    But when I speak about fun at work I do not mean putting fuzzball machines in the common room.  I am talking about enjoying doing what you do in order to earn your keep. Like Messi, the best professional in the world in his field, who gets annoyed with his manager every time he is obliged to take a rest.  And in order for one to enjoy working, the environment is a critical factor.

     

     
  • Lluis Font 10:05 am on June 30, 2011 Permalink | Reply
    Tags: , , ,   

    Mistakes to avoid when implementing an enterprise social network 

    Estimated reading time: 3 minutes

    Let me to present the ten mistakes to avoid when implementing a business social network within your company. If you weren’t able to attend the exhibition at the event ComunicaME or if you would like a refresher on those concepts, read the following points carefully.

    ***

    1. Not involving the CEO
    Are you going to leave out the person with the greatest interest in efficient internal communication within the company and who can best manage the network?
    2. Not involving the departmental managers
    They are the key to a fast implementation of the social network and are the true catalysts in spreading the social network across all levels of the organisation.
    3. Leadership: It is NOT an IT project
    Technology is just a tool, it would be the equivalent to a mechanic driving a Formula 1 car.  The comparison is quite relevant to Formula 1, as the mechanics are key to winning the race although they don’t drive the one-seater.
    4. Product chosen by the IT Department
    Modern technology directors verify the security of the product, the platform’s level of service and the adaptability of the product but they don’t choose the products; that is what distribution channels are for.
    5. Paralysis for analysis
    It is not such a difficult decision to make; you only need to evaluate the risks and minimise them.pilot project will provide more information for correct decision-making than 6,000 clever minds in a meeting room.
    6. The great project and the whole world at once
    The best way to put an enterprise social network into practice is by consecutive relay.  First one department, then another… until the whole company has it working.
    7. Want, want, want: “Over-demanding”
    Only 20% of product functions are used.  Don’t let those excessive “I want Y spreadsheet to open up and present my information in a click” type-requests increase the project cost immensly while reducing overall usability.
    8. Super trendy, super cool
    Adding an excess of Flash videos, screens with visual effects and other ornamental features may well be “glamourous” at first, but after a few days everyone will find it annoying and it will take away from effective usage time.
    9. It works on its own: A boost is always necessary
    One of the most serious mistakes that even brilliant and innovative groups make: enterprise social networks don’t work on their own, especially at the beginning when they need a boost and to be fueled with interesting and valuable content.
    10. Not evolving
    It is in practice and in working order.  If you leave it alone, the usage will decrease as will the valuable information. Adding content and new functionalities constantly is key when it comes to maintaining motivation.  That is how we human beings are; we need novelties and change in order to keep motivated.

     

    You have been advised.  At Zyncro, we will help you achieve this.

     

     
  • Jaume Jané 10:43 am on June 23, 2011 Permalink | Reply
    Tags: , , ,   

    Efficient information management: My favourites 

    Estimated reading time: 3 minutes

    One of the challenges we currently face in this “information overload” society we live in, is that of achieving efficient data management.

    In order to do this, 2.0 tools have been developing more and more popular strategies to the extent that they are considered these days as indispensable when it comes to improving the access and retrieval of data.  Among these we could mention labels, categories… and of course favourites.

    Within Zyncro itself and as we make greater use of the platform, we can end up accumulating endless work groups and run the risk of losing sight of the relevant groups we use on a daily basis or those that we access most whether it is at a given time or during a longer period of time.

    On the other hand we have discovered that depending on the specific use of work groups by a given user, it could be more effective to access the microblogging wall directly (Messages) or the document directory (Files).  For this same reason, a personalised access may improve productivity when it comes to information access.

    In order to achieve this, we have created and made available a new ZyncroApp to all “zyncro users” enabling you to highlight your groups such as favourites and access directly within them, the section that interests you the most.   The objective is always to improve information management within your corporate Zyncro.

    For access, the Administrator must activate within the Administration panel what each user already has available to them in order to activate this from their Profile (ZyncroApps section).

    Now from your groups list, you will be able to select a favourite group by clicking on the star you will see in the list of icons/actions on the right hand side of the screen.  When the colour changes from white to blue, the group will be stored as a favourite.

     

    Once the favourite groups are selected, you will be able to access them from the star that will appear next to the notifications icon in the upper part of the screen next to the options menu and this will allow you to access the messages or documents tab directly.

     

    A more efficient way of managing your information each time thanks to Zyncro.

    We hope you will find it very useful!

    Jaume Jané is responsible for ZyncroApps and integration at Zyncro. He is an expert in analysis and development for integration possibilities in Online Social Networks, enterprise software and productivity cloud applications. He coordinates interactions between Zyncro and third party technology solutions. Before, he worked with distinct companies as a web programmer and a functional analyst.


     
  • Patricia Fernandez Carrelo 12:15 pm on May 24, 2011 Permalink | Reply
    Tags: , , , , , , ,   

    Now I understand the purpose of corpororate social networks 

    Estimated reading time: 4 minutes
    Estimated writing (your comments) time: 2 minutes

    (INTRODUCTION; CLASSIC, NECESSARY…)

    Last Thursday I was lucky enough to be able to attend the Corporate Social Networks event organised by RaonaIncipy and the Microsoft Productivity Center.  During the 4 hour act, the main reasons why companies should incorporate corporate social networks was commented upon with its challenges, benefits and even some advice about how to achieve and overcome this,

    As we already know at Zyncro, all software will become social in just a few years time and all companies will have “social information systems” incorporated in their day to day business which is why we aim towards a quality product that can support this new communication necessity.

    (AND NOW, THE INTERESTING CONTENT…)

    But without trying to sell Zyncro… (yes I know, I was trying to really…) I would like to go back to one of the corporate communication 2.0 basics: is it really necessary to use a corporate social network? Is it a new craze or are we being faced with a new necessity?  I am beginning to discover that: I love knowing what is going on within my company!

    Those of you who know me personally already know that I love my professional role at Zyncro. To be able to work for a technological start-up with so much potential and scope, together with professionals of the calibre that surrounds me is truly a privilege.  Nonetheless, there is something else that has brought out my personal professional motivation for this work, Zyncro itself.

    I am not referring to the brand in this case, if not the concept.  Obviously at Zyncro we use Zyncro, and we use it as a group of students would use Facebook in order to communicate with each other, comment upon notes or encourage each other before an exam, in the same way as friends that sharing details about their lives or make comments on anything they see, or how different group express and organise themselves on Twitter

    But what exactly does that mean? What do we publish on Zyncro?

    Here is a short list of some of the information on our wall:

    1. Where we are at every moment (especially when we are not at the office) –> this is great when you see that the person you are looking for has published their whereabouts on the wall instead of having to ask everybody where they are when they are not online or in the office!
    2. What project, document, task… we are working on –> especially when it is something tricky… because we usually send each other encouraging messages! :)
    3. Tweets from satisfied clients congratulating us! –> I love this part and the sales and IT guys love it even more!  There are also suggestions for new functions but these are not as exciting as the congratulations… 😉
    4. Informative material about Zyncro or “company social network” concepts, news published in the press or in blogs, prizes where we have become finalists… –> Great overall for the sales team so that they can get to know what is said about the product and the industry outside our virtual walls…
    5. Product development status: detected bugs, bug fixes… –> This way we can avoid delivering the same problems to the product manager time and time again and we also become aware of when they have been fixed :)
    6. Evolution of ZyncroApps, the Integration of Zyncro with other cloud products (TwitterEvernoteAnalytics…) –> the technicians tell us what they are working on and the rest of us get excited about it and… ask for more news!
    7. Sales meeting with clients –> this really motivates the Development team as they can see how their work is being implemented in real life teams.
    8. Zyncro status on an international level –> This is really motivating… especially after how hectic it has been in Japan, where Zyncro caused a sensation! 😀
    9. Questions about other technological tools that as a good technological 2.0 company we use at Zyncro: from Salesforce issues to what is new on LastPass

    Working at Zyncro motivates me because things get done as they do in my personal life though from a professional perspective.  Now I understand what theorists mean when they talk about engagement, motivation, employee loyalty…  Sharing these moments is motivational, it is binding and creates loyalty, that is the purpose of the social network at my company.

    At Zyncro we share our whereabouts, our doings, the way we do things, our challenges, our vision, we support each other, motivate as well as de-motivate each other… like life (2.0) itself…

    And no, I have not forgotten about point nº 10 …  IT IS YOUR POINT.

    What purpose do social networks have at YOUR company? Go on… share it! :)

     

     
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