Adoption Guide

 

 

Why Just Social?

Just Social…

… provides you with a customizable home screen for all your company’s applications & tools.

... includes 6 apps for different use cases: chat, news, wiki, files, tasks and directory.

... is used as digital workplace, social intranet and collaboration platform by hundreds of customers.

All apps and features as well as the structure of Just Social are designed to maximize its ease-of-use and minimize the time and effort required for adoption.

Simplicity is the key

The key to successful adoption and productive use of any application, tool or service is simplicity. That is why the most popular tools in the world are specialized on serving only one use case:

  • Wikipedia on knowledge
  • Doodle on coordinating meetings
  • WhatsApp on chat
  • Slack on business chat
  • Dropbox on document sharing
  • Trello on task management
  • Yammer on enterprise social networking

Conversely, users avoid complex tools that integrate multiple use cases into a single user interface. That is why internet portals are becoming less and less popular and are starting to vanish:

  • Lycos was discontinued in 2009
  • iGoogle was discontinued in 2013
  • Yahoo! was acquired by Verizon in 2016

Why corporate (social) intranets have failed

Since intranets usually integrate multiple use cases into one user interface (like a portal), nearly every single intranet in the world struggles with adoption problems. From our own longstanding experience with hundreds of customers, we have not seen a single intranet portal that has lived up to its expectations – no matter how nice-looking or how “social” they were.

The latter refers to the many enterprise social networks which also integrate multiple use cases into a single user interface. These often also referred to as social intranets or intranet 2.0s have largely failed too, just like their CMS-based predecessors. For example, a big German telecommunications company implemented a social intranet with a market-leading tool (source: Gartner). The result: only 26% of all registered users log-in daily.

Due to the adoption problems of integrated enterprise social networks and their resulting lack of success, Gartner has even discontinued its magic quadrant of this sector.The market leading vendor (source: Gartner) Jive Software was taken private for a fraction of its former value and then broken up by its new owners. Similarly, the leading European vendor from France Bluekiwi was also sold off and is no longer available as a standalone product.

Just Social is made for effortless adoption

Just like the popular apps that nearly everybody uses in their private lives (see above), every app of Just Social is designed and optimized to serve only one use case:

  • Just Connect is a chat tool for team collaboration
  • Just News is a social network for posting news
  • Just Wiki is wiki for knowledge management
  • Just Drive is a file sharing tool for document management
  • Just List is a to do tool for task management
  • Just People is an employee directory for management of user groups

The same holds for Just Social’s home screen which also focuses on only one use case: it integrates all Just Social as well as other apps in one place. It works similar to the desktop of any PC or the home screen of any smartphone and thus requires no training or explanation. Just Social’s apps are optimally integrated with each other and thus provide:

  • consistent usability & design,
  • minimum feature overlap,
  • a global search across all apps,
  • one central user login,
  • and central administration of user groups across all apps.

All these factors maximize the level of simplicity and minimize the time and effort needed for the successful adoption of Just Social. As a matter of fact, Just Social is so easy to adopt that many customers implement it successfully without receiving any consulting services.

 

Defining use cases

The most important requirement for the successful adoption of Just Social is to use every app for the specific use case that it is designed for. While this is easy to determine for Just Drive (file sharing) and Just List (tasks management), there is often confusion on when to use Just Connect (chat) and Just News (social network for posting news) – and what will happen to email communication.

In our private life, by contrast, we rarely (if ever) ask ourselves when to use social networks, chat and email. Instead, we intuitively use these tools whenever we need them for the use cases they are designed for:

  • Email:                          Formal communication
  • Chat:                           Informal communication & collaboration
  • Social network:           Information of large groups

In the workplace, as outlined in the following, email and social networks are often misused for the wrong use cases which leads to losses in productivity on the organizational level and frustration on the individual level of employees.

The (mis)use of email in the workplace

The word email literally means electronic mail which already points to the use case: It is an electronic version of a letter made for communicating formally. Today we rarely use email in our private life since formal communication with family and friends is only needed in very few occasions such as invitations to weddings.

In our workplaces, formal communication with email is more common, especially when communicating with external parties such as customers. For communicating within organizations, however, formal communication is often neither needed nor efficient. Nevertheless, email remains the dominant form of communication within many organizations.

This is because email is being misused for two use cases it was NOT built for:

  • Informal communication & team collaboration
  • Information of larger groups such as the entire company

Regarding the former, constantly sending electronic mails back and forth to informally communicate or collaborate on e.g. a project is slow and messy. The right tool to use in this case is chat. Just as we all use chat tools like WhatsApp (and not email) to communicate with our family, friends, sports team etc., we need to use chat tools like Just Connect for communication collaboration in our workplace.

Regarding the latter, misusing email for pushing information (e.g. newsletters) to the entire organization disrupts employees in their work and does not allow for any feedback and discussions – at least not without sending around more emails to everybody. In a social network like Just News, by contrast, everybody can select the news they want to receive and interact with the content via likes and comments without distracting the entire organization.

In sum:

  • Informal communication and team collaboration should happen in Just Connect.
  • Information addressed to the entire company should be posted via Just News.
  • Internal emails will then be significantly reduced to the cases in which formal communication is needed or appropriate such as proposal, applications, requests etc.

The (mis)use of social networks in the workplace

The adoption of enterprise social networks in the workplace failed in many organizations. The reason: the misunderstanding that social networks are tools made for team collaboration.

This misunderstanding is surprising in the light of the fact that rarely anybody uses social networks like Facebook for their daily interaction with families and friends. Instead, we all use WhatsApp or other chat services such as Facebook’s Messenger or Threema which allow for real-time communication. And since chat tools can also be used asynchronously, they are perfect tools for one-to-one communication as well as team collaboration.

Social networks, by contrast, are places for sharing content and information with large numbers of people (one-to-many). The name any social network’s central feature, the microblog, already points to the use case: It’s all about posting small pieces of content (micro + blog). On Twitter, for example, it is mostly text (280 characters), on Instagram pictures and videos, and on Facebook a mix of everything.

Similarly, enterprise social networks are great tools for sharing information with the entire organization. They are built exactly for this use case and – in that matter – superior to any other communication tool such as email (see above).

Adoption app by app

Since all Just Social apps are focused on different use cases, they can be implemented separately. Starting with only one or two apps focuses the adoption process on fewer use cases and thus reduces complexity. This increases the speed and ease with which the first apps are being adopted by the users.

Many of our customers launched Just Social only with two apps: Just News (social network) and Just Connect (chat). This focuses the initial adoption process on communication and collaboration. Moreover, the combination of these two apps is well known to the users from social networks like Facebook, Instagram or LinkedIn.

However, the adoption of Just News usually requires more preparation compared to the other Just Social apps. The reason for this lies in Just News’ use case which is sharing information with e.g. the entire organization. This requires creating a content strategy as well as the production of content before Just News is launched.

By contrast, Just Connect, Just Drive and Just List can generate value for the users without any preparation in advance. They support users in their daily work by enabling real-time communication, document sharing and task management. Thus, they neither require the pre-production of content nor large amounts of users. Consequently, and as described below, their implementation and adoption requires less time and effort.

 

Adoption of Just News

Use case

Just News is an enterprise social network made for sharing information and content with large groups of people (one-to-many) – usually the entire organization. Typical examples include news from:

  • Management (e.g. corporate strategy, financial updates)
  • Marketing (e.g. product launches, trade shows)
  • Personnel (e.g. news employees, trainings, team events)
  • IT (e.g. new services, updates)
  • Customer support (e.g. customer feedback, KPIs)

Defining news channels

Successful implementation of an enterprise social network for internal communication essentially requires the same preparation than the use of social networks for external communication: You need a content strategy defining who is responsible for publishing what information when & where. More specifically, you need to define for each news channel:

  • Name of the news channel (e.g. marketing news)
  • Content to be posted in the news channel (e.g. marketing campaigns, trade shows)
  • Author/admins of the news channel (e.g. VP marketing and assistant)
  • Target group (e.g. marketing department)
  • Visibility (private to the marketing department or public to the entire company)
  • Subscription (mandatory vs. optional)

Additional use cases

In addition to posting news from various departments, news channels can also serve as black boards or discussion forums e.g. for ideas/innovation.

Black boards create an open space for discussions on any topic and thus foster socializing and networking within a company.

Creating a channel for innovation provides a forum for posting and discussing ideas within the entire organization. Since innovation is usually the outcome of a communication process, enabling a company-wide exchange on innovation works much better than implementing e.g. process-based tools for innovation management.

Risk

Without a content strategy, the adoption of an enterprise social network will fail because very few people will produce content on a regular basis – just like very few people frequently post content on Facebook, Twitter or Instagram.

For example, the number of posts per day for communities up to 1,000 followers is only between 0.2 (Facebook) and 0.8 (Instagram, source: Quintly). Instead, people use social networks mostly for consuming information and content created by e.g. celebrities, sports stars, politicians, companies, brands etc.

The same holds for enterprise social networks. That is why you need a content strategy and define responsibilities. Otherwise there is a high risk that little or no content will be produced and the social network will eventually dry out due on lack of activity.

Benefits

Publishing news content via Just News allows users to

  • personalize their newsfeed by (un)following news channels
  • process a lot of news quickly by scrolling down
  • interact by liking or commenting the news
  • read the news when they want without being disrupted needlessly by e.g. notifications

These are major advantages compared to sending news via e-mails which

  • are complicated to personalize through the administration of mailing lists
  • are tedious to process especially in large quantities (click, read, delete and repeat)
  • do not allow for interacting with the content (e.g. commenting) without sending more mails to everybody
  • needlessly disrupt people in their work e.g. with notifications

Size of news channels

News channels usually address the entire organization or in big and/or internationalized companies potentially also a business unit, country or language area. If you are dealing with smaller groups of people (< 50), creating a chat group in Just Connect will most likely make more sense.

Public vs. private news channels

Internal social networks are often implemented to foster open and transparent information of the entire organization. That is why all news channels are usually visible for all employees within a company.

Whenever one of our clients wanted to create a private news channel, it eventually turned out that the use case was not information/content but rather team collaboration. Consequently, a chat group in Just Connect was the better option.

Number of news channels

The more news channels there are, the better the users can personalize their newsfeeds. However, from our experience it is also true that the more news channels there are, the fewer users will actually invest the time to personalize their newsfeeds. Thus, we recommend keeping the number of channels small (< 10) to make it as simple as possible for the users.

As a matter of fact, we have seen very successful cases of small to mid-size companies up to a few hundred users, which have implemented only two news channels: one official news channel for everything that is work related and one black board for non-work related “social” stuff.

Import & subscriptions

Users and subscriptions to news channels can be (and often are) imported from Active Directory (AD) or a csv file. If a news channel is optional, users can unfollow the news channel and will then no longer receive these posts in their newsfeeds. If a news channel is mandatory, users cannot opt-out and will always receive the information.

Multiple languages

The easiest and most transparent way of handling multiple languages is setting up different news channels for different languages. This is also best practice followed by international firms/brands on any social network (Facebook etc.). That way, users can simply select the news channels they want to read in their language(s). That way, they will also be able to read the comments of other users and participate in the discussion. If you have country/language information e.g. in your Active Directory, you can also assign the users to the respective country/language channels via import.

Exclusivity

All information posted in a news channel should be posted in that news channel only and not be duplicated via other mediums such as email. As a matter of fact, that goes for any information and any medium: Nothing should be communicated in more than one place to avoid confusion and prevent admins and users from posting and reading the same information twice.

(Change) management

Internal social networks are supposed to foster open and transparent communication. Thus, it is very important that management sets an example by actively posting, commenting and liking content. Why should employees engage when management does not? Especially because it is usually the management that does have access to information that is of interest to the entire company regarding e.g. business development, strategy or financials.

Post frequency

Have realistic expectations on the amount of content being produced. Just because you have an internal social network like Just News does not mean that there is more newsworthy content to be published. From our experience, there are on average about 1-3 posts per day in small to mid-sized companies.

Do not artificially make up contents just to increase post frequency. If there are no news at any given day, then that is fine too: Nobody will complain about having to consume less information. As a matter of fact, chances are that the opposite will be the case: People will be thankful that they have less to read and more time to get their work done.

Usage

Have realistic expectations on the reach of your posts. From our experience, news-based intranets are visited daily by only 25% to 33% of all users. The reason lies in the nature of news content itself: in the eyes of many employees, it is simply not that interesting. In many cases, the lunch plan of the cafeteria is by far the most popular piece of content. Additionally, news content is usually neither time critical to read nor does it require any (re)action. Consequently, many employees log-in only 2-3 times a week, some never do.

Similarly, if you would send the news via e-mail, only a fraction of all employees would read the news. As a matter of fact, many employees automatically redirect emails sent to all employees into a separate folder. That way, they never reach the inbox and are thus unlikely to be read.

Using Just News will make internal news easier to publish, to consume and to interact with. This will improve the reach of the content somewhat compared to both email and traditional news-based intranets. However, Just News will not change the core nature of neither the content nor the use case. Thus, using it as your only app would not be enough to draw most users into Just Social daily.

Therefore, it is very important to implement Just Social not just with Just News but with other apps that support “harder” use cases. This will make people log-in everyday and thus dramatically increase the reach of the news content.

Interaction rates

Have realistic expectations on interaction rates. On Facebook, the average number of interactions (comments and likes) on a post per 1.000 viewers is only 2.0 (Instagram: 8.7) – although most Facebook posts do not only contain information but entertaining and emotional contents including pictures and videos.

By contrast, many corporate news are rather neutral and informative and therefore less likely to trigger any response. If you nevertheless manage to get response rates comparable to Facebook or Instagram, you would still get less than ten interactions per post in a company with 1.000 users.

In any case, there is no need to be discouraged: The interactions rates with Just News will definitely be higher than if you would send the news via e-mail or publish them in a traditional CMS-based intranet. In addition, the communication would be much less efficient (see above).

Overload & abuse

From our longstanding experience, we have very rarely seen any cases of information overload or inappropriate content.

Too much content is almost never the problem since producing content takes time and effort. That is the reason why you need a content strategy: to avoid the opposite and much more likely problem of too little content, as already discussed above.

The likelihood of people posting inappropriate content is extremely low because anonymous publishing is not possible: There is always the name, the picture and a link to the profile of the author. That’s why abusive posts are as unlikely as inappropriate emails which will also disclose the sender.

 

Adoption of Just Wiki

Use case

Just Wiki is a great tool to organize the knowledge of an organization. In the following, we outline how use Just Wiki to organize the most important general information within an organization. The information contained within such a company wiki usually includes:

  • Forms (e.g. travel, vacation)
  • Presentations (e.g. on company, products)
  • Corporate identity guidelines
  • Privacy policies
  • Safety provisions

Define authors

Creating a central knowledge base for the entire organization requires effort: It needs to be structured, created and maintained. That is why the first step is to define the authors who will consistently put in the work. Letting everybody do their thing will most likely results in too little knowledge being created and/or in redundancies, suboptimal structures and outdated pages. That is the major reason why most decentralized and “democratic” approaches of implementing a company wiki in organizations have failed in the past.

Create wiki pages

A great way of creating wiki pages is to think of them as questions and answer pages. People usually just type-in a search word (= question) and expect to find the information (= answer) that they were looking for. That is why most people get to Wikipedia after performing a Google search. Similarly, users of Just Social perform a search almost every time they are looking for something. Thus, a great way of creating wiki pages is to:

  • Create one wiki page for every popular search word
  • Fill the wiki pages with the information that answers the “question” in the mind of the user as shortly and efficiently as possible

That way, the users will find the information in the easiest and quickest way. In most cases, typing the first few letters of a search word will be enough: If there is a wiki page named like the search word, the wiki page will already appear in the suggestions.

Create wiki index

After defining the author(s) and creating a wiki page for every search word, step three is to create a wiki index page that lists all wiki pages in alphabetical and/or topical order - much like the index of a book. Such an index page serves two functions:

  • An index page provides an overview
    Since the wiki index conveniently lists all contents at a glance, it is a great way to browse the wiki in case the search was not successful.
  • An index page builds trust
    The mere existence of an index page greatly improves the overall trust of the users in the information contained in the entire wiki. This is because users take the index page as a validation that the information on the listed wiki pages is officially approved and accurate. By contrast, the lack of an index page often has the user wonder whether the pages they stumble upon are official and correct.

Wiki page content

When you start creating your company wiki, please keep in mind that less is more: Keep the content on the wiki pages as short as possible. Think hard about what information the user is looking for and what he or she needs to know – and leave out everything else if possible.

From the user’s perspective, having to read less saves time and effort which in turn also maximizes the chances that the user will come back next time. From the perspective of the company, saving time means saving money.

Consequently, every time before you add new information to a page, think about the costs (= time) of creating and updating that information versus the benefits of making that information available.

Number of wiki pages

Just as you need to optimize the amount of information on the wiki pages, you also need to optimize the number of total wiki pages: again, less may be more than you think.

One great way of building a wiki is to start with rather few pages that only contain the most important information. In many cases, the 80:20 rule applies: the most popular 20% of all wiki pages will cover 80% of all users’ needs.

After you have focused on creating these core pages, you can then determine what is still missing based on user feedback and search results. If nobody is searching for a piece of information, why invest the time to add and maintain it?

Wiki page design

Keep the design of the wiki pages as simple, as functional and as similar as possible. Think about it: Why is every page in Wikipedia structured in the same simple way? Why is there mostly only plain text and hardly any pictures, icons, menus etc.? The answer is simple: because the use case is knowledge and not entertainment.

People search the corporate wiki not because they want to spend time and/or be entertained. They rather want to find a piece of information as quickly as possible, such as a company presentation or a travel expense guideline. Thus, if you want to do them a favor, reduce page design and text to a minimum.

This will also build trust in the validity of the information as all knowledge driven contents are designed in a very minimalistic way: from Wikipedia to white papers to scientific publications. As a matter of fact, the more puristic the design, the higher is the (perceived) quality of the information.

This is another mistake (in addition to combining different use cases) frequently made with CMS-based intranets: People mistake the use case knowledge for entertainment. Instead of building a plain, efficient and trustworthy knowledge base, companies have invested lots of money in designing content pages with different styles, drop-down navigations and lots of pictures and icons – and then wonder why most people do not use the intranet at all (despite checking the menu of the cafeteria).

Attach files

Much of the knowledge of an organization is stored in files. When you create your corporate wiki, you often need to link to files such as presentations, forms, logos etc. There are two ways of doing this:

  • Upload the files to Just Drive 
    The benefit of uploading the files to Just Drive (and then link to the files from the wiki page) is that files and wiki are separated. Users can then either concentrate on reading the corporate wiki or go to Just Drive to comfortably upload and browse through the files.
  • Upload the files to the wiki page 
    The benefit of uploading the files directly to the wiki page is that the users only have to use one app. Moreover, you do not have to worry about the access rights of the files: All users who can see the wiki page will also be able to view the files since they are attached to the page.

If your corporate wiki contains mostly text and few files, then the first option works best: The complexity of having to use two apps then outweighs the small benefits of being able to handle the few files with Just Drive.

If your corporate wiki requires lots of files, you should store the files in Just Drive because that is what it is made for. As a matter of fact, some of our clients have all their knowledge in files and focus exclusively on using Just Drive to create their central knowledge base. This works pretty well because our full-text search runs through the contents of all files. Some customers additionally use Just Wiki to write a short description with links to the most important documents and folders in Just Drive.

In any case, you should avoid duplicating knowledge in files AND wiki pages: either put the information in a file OR on a wiki page, but not both. That way you avoid both extra work and confusing your users.

Usage

Most company wikis are only used occasionally, even if they are well structured and up-to-date. The reason lies in the nature of the use case: The knowledge stored in a company wiki is usually very general and only needed from time to time - with the exception of the menu of the cafeteria. This is a major reason why many wikis and CMS-based intranets have failed: The use case simply does not make people come back regularly so they never get used to it – and the system eventually dies out.

Therefore, it is very important to implement Just Social not just with Just Wiki but with other apps that support “harder” use cases. These will have people log-in everyday and thus also help sustain the usage of the Just Wiki.

Other use cases

So far, we have described how to use Just Wiki to create a company wiki. Nevertheless, Just Wiki can also support any other wiki-related use case such as documentations e.g. for IT systems, projects, quality management systems etc. Every one of these cases will be slightly different, yet many of the logics and principles above will still apply.

 

Adoption of Just Drive

Use Case

Just Drive is a great tool for sharing and managing files. It consists of drives, folders and files like any file system. Therefore, its general use requires little to no explanation.

Structure of Just Drive

Just Drive is built for making file sharing fast, easy and fun. To create a drive, just type in the name and give users permissions to read, write and administrate – and off you go. The permissions apply to every folder and file uploaded to the entire drive.

Most other file sharing tools allow for the possibility of giving permissions on the level of files and folders too. This frequently results in deep and cascading folder structures with complex permission rights. These structures have several disadvantages:

  • Complex administration
    Deep structures with different permissions on every level are highly complex to administrate. Thus, they usually require central administration. Some users and whole departments may try to avoid this: Instead of contacting the IT department for support, they will start using other (unofficial) tools that they can manage and control themselves.
  • Tedious navigation
    Cascading folder structures are tedious to navigate – nobody wants to click half a dozen times just to get to a file, and few people will remember the click path. That is why deep folder structures often make it harder to find files than flat structures: Although deep structures provide the benefit of showing less options at a time, the lack of providing an overview at a glance and instead requiring the users to remember various click paths outweigh the benefits.
  • Low transparency 
    If every folder and every file can have different permissions, users will not have a clear understanding of the folders & files they are able to access. Similarly, they will not be very confident on where and how to create new folders and files since they are unsure about the access rights.

For these reasons, Just Drive only lets you grant permissions on drives – and thus is very easy to understand for both admins and users. This simplicity results in maximum transparency and control over the application which is the basis for users’ trust, acceptance and engagement.

Public company drive

Many of our clients have created a public drive accessible for all employees in the entire organization. It contains central documents such as company presentations, logos, forms etc.

In many organizations, this drive will be administrated by a few people who make sure that the drive is structured in the most efficient way without redundancies and outdated filed. All other users only have the permission to “read” the files.

Since such central documents have traditionally been stored in the intranet of many organizations, some of our customers call it the “public intranet drive”. Alternatively, this use case can also be covered by creating a company wiki. Please see “adoption of Just Wiki” for more information on when to use Just Wiki versus Just Drive.

Private team drives

We recommend creating private drives for supporting the collaboration within smaller teams such as departments and/or projects. These drives should be accessible only for team members for three reasons:

  • Preventing information overload
    Collaborative team drives tend to contain files which are not relevant to users outside of the team. Preventing access to irrelevant information reduces information overload e.g. when browsing or searching.
  • Compliance
    Collaborative team drives often include sensitive information about e.g. clients, contracts, R&D, personnel etc. Data protection acts require organizations to reduce access to certain types of sensitive information only to those employees who need to know the information (“need-to-know basis”).
  • Misappropriation of information
    Reducing access to the knowledge of an organization minimizes the potential for its (intentional and unintentional) misappropriation through employees – and thus protects the value of the company.

Whenever a team has created a file that is relevant to a wider audience (e.g. a new guideline or presentation), it needs to be shared with that audience to prevent the team drives from becoming information silos. This can be done either by uploading the document to the public company drive or to the company wiki, for example. In addition, writing a post in Just News with a short explanation plus a link to the file may also be helpful.

Organizational specifics

In every organization, there may be lots of other use cases that require creating more public and/or private drives. The use cases and appropriate structures will depend on the characteristics and needs of the organization.

In large diversified and/or internationalized companies, for example, creating one centrally administrated public drive for the entire organization may not be feasible. Instead, there may be several administrated drives which are private to certain regions or business units.

Migrating to Just Drive

Almost all companies already have file sharing tools in place, ranging from stationary file servers to web-based apps like Dropbox to complex document management systems. However, a migration from any of these systems to Just Drive is often neither possible nor recommendable for several reasons:

  • Permissions
    Permissions on files and folders cannot be migrated since they are not supported by Just Drive.
  • Clean up
    You should take the chance of getting rid of outdated and redundant files as well as optimizing the structure of your drives and folders.
  • Efficiency
    A migration of (all) files to Just Drive is usually not worth the effort.

As a matter of fact, many of our clients have started using Just Drive in addition to their existing file sharing tools without any migration of files. They discovered that after a short period of parallel use, the old systems were hardly used at all. The reason for this smooth transition lies in the fact that most of the work is usually done on very recent files as knowledge quickly becomes outdated these days.

For example, when e.g. a project is finished the corresponding files are often no longer needed in daily business and only kept for documentation. In the few cases in which the documentation is actually needed, the old file sharing systems should remain accessible for some time.

Migration only makes sense in cases of files which are either very important (e.g. contracts) or needed frequently. This critical knowledge is often (and should be) stored separately from other files in e.g. intranets, wikis or documents management systems. Thus, the corresponding files and information need to be migrated to e.g. the company drive or to company wiki (see adoption of Just Wiki for more information).

If such a migration takes considerable time/effort (e.g. due to the quantity and complexity of your data), you can also leave the critical knowledge in the “old” system and use Just Drive for collaborative file sharing only. Many clients who wanted to start using Just Drive quickly have done this successfully and then took on the migration at a later point in time.

Usage

File sharing is a use case that is on average needed a few times a day depending on the nature of both the job and the organization. Nevertheless, the use case is strong enough to draw users in: Without having access to files, most employees are unable to get their work done. For this reason, it is possible to use Just Drive without any other Just Social apps and still achieve successful adoption.

If you want to implement Just Social to support team collaboration, it is advisable to implement Just Drive in addition to Just Connect to allow teams to store their files in a more structured way.

 

Adoption of Just List

Use cases

Just List is a great tool for managing task lists. It can generally be used for two use cases:

  • Personal lists: managing your own to-do list
  • Collaborative lists: managing to-do lists collaboratively with your team

Personal lists

Managing your personal task list with Just List is easy and requires no explanation or preparation: just create tasks, put them in order and check them off when done.

If Just List is used for managing personal to-do lists, everybody can choose whether they want to do it or not. A commitment of an entire team to using Just List is not needed. Hence, many users will habitually stick to whatever they use – the spectrum ranges from (offline) notebooks and stickers to MS Outlook to mobile apps.

Collaborative lists

Managing to-do lists with your team in Just List also requires no set-up time: If there is e.g. a project that requires certain steps, just create a list of to-dos and assign them to the people responsible.

However, this requires that every member of the project team actually uses Just List and keeps his or her to-dos up-to-date – otherwise the lists will be outdated and/or incomplete. Thus, it is advisable that the entire team commits to using Just List before the start of the project.

Usage

Managing to-dos is a use case which is usually needed a few times a day. In any case, users will (have to) come back regularly to update their task lists. Thus, the use case has the potential to draw users in Just List and achieve successful adoption even if it is the only Just Social app being used. However, compared to Just Drive and Just Connect, the use case of Just List tends to be a less sticky:

On the one hand, team collaboration hardly works without a chat and a file sharing tool. We all know this from our private lives: if we took away our ability to communicate (e.g. WhatsApp) and to share files (e.g. Dropbox), we would be in serious trouble.

On the other hand, few people even use to-do apps with their family and friends. Although coordinating tasks plays a much bigger role at our work places, many teams get by just fine with the help of boards, stickers and notebooks. A digital task management tool like Just List only becomes indispensable when a project reaches a certain size or complexity or when the team members are dispersed in different locations.

Consequently, Just List may only be used by selected teams and individuals instead of the entire company. Moreover, some teams may need more complex project management tools like Jira because their use case requires additional features like time tracking.

Both is not a problem but perfectly fine since as task management is highly specific to the team or project at hand. Thus, having only a single and company-wide system to manage tasks is unlikely. Consequently, the use of Just List (and other task or project management systems) must be evaluated on the level of each team and not the organization.

 

Adoption of Just Connect

Use cases

Just Connect is great tool for team collaboration. It generally supports two use cases:

  • One-to-one chats: enabling conversations among two people
  • Group chats: enabling conversations in teams

Fostering adoption

Using Just Connect is easy and requires no technical explanation. It works similar to chat tools like Whatsapp, Facebook Messenger or Threema. Nevertheless, you can foster adoption of Just Connect by:

  • Educate your colleagues 
    People often assume that chat tools are not suited for work simply because they know them from their private life. However, chatting just means being able to communicate in real-time – which is exactly what you need when you want to interact and collaborate with a person or team.
  • Create chat groups
    Today nearly everybody has chat groups for every aspect of their lives: family, friends, sports, school, event etc. The same will happen at our workplaces: To enhance team collaboration, we need to create a chat group for every project, team, department etc. Initially, you should actively foster the creation of chat groups. Once people get used to chatting, it will no longer be necessary: just like in our private life, where somebody in the group will think of it anyways. This was not always the case: We all needed some time from our first use of e.g. WhatsApp when most of us did not even know about chat groups. Actively fostering the creation of chat groups at the workplace will considerably speed up the adoption process. 

Duration of chat groups

The duration of a chat group depends on the duration of the respective team or task. It can vary between less than a day to more than a decade:

  • Long-term chat groups
    Examples of long-term chat groups include departments which may last as long as the company exits.
  • Medium-term chat groups
    Examples of medium-term chat groups include projects which may last anywhere between a few weeks and several years.
  • Short-term chat groups
    Examples of short-term chat groups include events and decisions. Event-based chat groups temporarily enable a team to communicate for the duration of the event. An example would be a chat group that enables the communication of a cross-functional team during a trade show or training event. Chat groups for decisions usually last until a decision is made. An example would be a chat group supporting the discussion of several interviewers on whether or not to hire a job candidate.

Size of chat groups

While one-to-one chats obviously consists of two people, the size of chat groups depends of the size of the respective team. It can vary between a few people and the entire organization. The size of the chat group will alter the use case and frequency of use:

Chat groups up to <50 people
The usual size of teams that collaborate on a specific task or project on a daily basis is (much) less than 50 members. As a matter of fact, most work gets done in teams of less than 10 people. If a project team gets much bigger, the work is usually split up in sub teams. Otherwise the meetings will become inefficient since only one person can talk at a time, and not everybody needs to be involved in the entire discussion.

Similarly, collaborating in large chat groups would result in a high level of distraction and information overload since too many people will receive too many notifications and messages. Instead, most of the collaboration will happen in one-to-one chats and small chat groups up to 10 people.

The bigger the chat group, the less work will actually get done in the group, and the more the communication will shift from collaboration among the group members to one person purely informing the other members of the group e.g. about an outcome of a discussion within a smaller sub group.

Chat groups >50 people
To avoid unnecessary distractions, large chat groups should only be used cautiously for two use cases:

  • Information such as quick updates: for example, letting everybody know that the cafeteria cannot open today because of a power outage in the kitchen.
  • Quick coordination: for example, informing the entire IT department that a critical part of the technical infrastructure is not working and asking who can fix the problem.

When large groups of people are being addressed, it often involves two use cases that can be better addressed with two other communication tools:

  • News content
    If you want to communicate news content to large groups of people such as the entire company, social networks like Just News are better suited for the use case because that’s what they are made for (see adoption of Just News). They allow for displaying the news content in an attractive and aggregated way in an editorial order separated from the collaborative stream of chat messages.
  • Formal communication
    If you want to make a formal announcement (e.g. such as an acquisition, divestment, layoff etc.) or disseminate a legal information (e.g. changes in data protection acts) to a large group of people such as the entire company, writing an email as an electronic version of a letter is the best communication medium for the use case.

Usage

In the end, collaborating with each other is mostly about talking to each other. Since chatting is a digital way of talking to each other in writing, it is a use case which is usually needed many times a day. Thus, it is possible to implement Just Social by using Just Connect as the only app and still achieve successful adoption.

Moreover, chatting works synchronously as well as asynchronously. Thus, the people involved do not have to meet in person and also do not need to be available at the same time. Thus, chatting will considerably increase the speed of communication since it allows to read and respond from anywhere at any time and switch between different conversations quickly.

For these reasons, chatting has become the most frequent form of communication in our private life. As a matter of fact, the very few people who still do not use any chat tools like WhatsApp are almost cut off from communication because many people are not willing to send emails any longer. Needless to say, phone calls and meetings in person will obviously remain very important too.

At our work places, chat will also (and in some companies already has) become the most frequent form of written communication. However, email will remain an important tool since business communication tends to be more formal than private communication, especially with external parties such as clients. Needless to say, calls and meetings will remain crucial as well because they provide more context than written forms of communication by additionally transporting voice and body language, respectively.