Cloud based collaboration and office suites

Image The traditional landscape for Office Automation application has changed significantly.

The disruptive new entry was Google. During time, the Mountain View Company has built its online offering over four main pillars:

  • Drive,  this is both a generic cloud storage, but at the same time offers a suite of Office applications (Documents, Spreadsheets, Presentations, Drawing);
  • Gmail, just for mail processing;
  • Hangouts for text, audio, video, chatting;
  • G+, adding a Social platform to the suite.
Microsoft, durign the last years, but mainly during the last months, have followed, with an offering that is similar, by some points of view, but different in non trivial details.
  • Outllok.com offers the mail functionality, integrated with text chat (the old Messenger);
  • One Drive offers the cloud storage functionality, integrated with Office apps, with a subset of the traditional PC based Office suite.
  • Yammer: is the Social component, but in an “Enterprise” flavour. Yammer is the result of an acquisition, and is still under “integration” with the other products.
  • Share Point, in the cloud version, is a derivation of the mature on premise product, with a simpler deployment curve. This product offers an unique, structured, platform for file archiving, that doesn’t compete with Drive, or other similar products, like Dropbox or Box, but rather with platforms like Alfresco.
  • Lync, for internet based video/audio communicaton.
  • One Note, is a mature note taking product, that wasn’t able to gain user traction, leaving space for other competitors like Evernote.
Now, the two competitors are pushing their marketing efforts toward the rich Business market, and this is the big shift that I have introduced at the beginning, and that each CIO should consider carefully.

 

Significantly,  both platforms don’t put a big emphasis on the “mail” component, and both struggle to obtain a good acceptance for their Social apps.
The two things are linked, in my opinion: why any Social app require so a big effort, in a business environment, to conquer the user attention and involvement? 
The answer, I believe, rests in the lack of integration with the mail component. The great part of our daily interaction, at work, comes from mail messages. Managing messages, organizing them, forwarding and processing them, absrorbs the biggest part of the time  that we commit to interaction. This is why few minutes are left for engagement in other collaborative platforms, and we are, somehow, scared of being further involved in other things.

 

The solution would be quite simple: integrate mail in the “stream” of posts that populate our social dashboard. This could work well if we are able to organize mail, posts, documents around the big “themes” that we deal with, projects, prospects, processes.
This require two things:

  1. An intelligent classification system that is able to spot the right hashtag that is to be applied to each message/post;
  2. An intelligent search mechanism, capable of finding related posts/messages/documents, beside the “natural” linking mechanism provided by hashtags.
Another point: the majority of the cloud apps users consider them only as a practical online replacement for the traditional PC versions, enjoying the availability on fixed and mobile platforms. The real time collaboration features are often overlooked. But the ability to work, in real time, by multiple users, on the same spreadsheet or document, while chatting, introduced a new paradigm for collaborative work, that has still a long way to go.
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