Successful implementation of
Notes depends on a number of factors...
Senior level commitment.
The most important factor that is
repeated over and over is that the implementation of Notes in a
corporation must have the active backing of the senior
management. This has been expressed in so many ways
- There must be a "Top
- Notes must capture the
imagination of the senior managers.
- There must be seen to be a
clear commitment and support from seniors.
- Team leaders must use the
database to discuss important issues for the database to
- There must be strong support
and direction from a business unit champion.
- Managers need to stick with
- Managers must find new ways
to stimulate their people, providing ideas that will be
- Management (of the
installation of Notes) must be by contract rather than
- Managers must sell the idea
rather than dictate it
- Managers will inevitably want
"next level down" to use notes.
- Until critical mass of users
begin to carry the system forward, persistence and
encouragement of managers is essential.
- Senior submissions should be
informal, spontaneous (i.e. submissions to a discussion
should not appear "prepared")
Users must be included at all
- Involve the end users..Build
user support and ownership of the application from the
- Notes development should
itself be a collaboration (Joint Application Development)
- There should be plentiful
training. Notes is a new paradigm.
- Train users to their comfort
level, not yours !
- There must be team consensus
on the use of Notes.
- There must be critical mass
(The entire group (company) must use it)
- One group found that use did
not take off until they met to discuss the database
- Staff suggestions for
improvement must be seen to be taken seriously
- User participation is
essential. User groups, Groupware champions.
- Set expectations:
- Reasons for use.
Don't simply give people the tool, give them a
good reason to use it.
- Potential benefits.
Set realistic expectations about the potential
benefits ( productivity may drop
- Select a pilot project and a
representative set of users.
- Reward usage. Users must get
some benefit for the initial extra effort required.
- There must be careful
- The initial databases must be
more than a repository for reference documents
(monitor critical actions and milestones)
- There must be available
support from an internal "expert".
- Users will not use a
discussion database until it is populated with relevant
- Sharing knowledge must be
seen as a core competency and competitive advantage.
- Provide a clear vision for
the use of Notes. Why is it being installed
- Follow a sound implementation
- Manage the growth of Notes. (
If you are successful , everyone will want it yesterday)
- Some companies have been more
successful rolling out a few, very useful notes
applications rather than rolling out "Lotus
Notes". (i.e users understand the benefit)
- Keep it simple. Some scope
creep is good. It means users are getting involved.
these tools should not supplement existing methods but must
replace them !
If old methods are still available, The Notes phobic will find a
way to use them.
Ten critical Success factors.
pressure - If there is
no competitive threat there is no drive to improve - to
- Long term
thinking - Change
causes upset. Groupware takes time.
- Seniority - Senior staff must be involved.
Driving the process.
champion - There must
be a champion outside IT driving the implementation.
process change -
Company must be open to change - Groupware will change
how things are done.
- Influence - You must be able to strongly
influence the applications development environment.
capability - Has your
organization experience in client/server technologies.
trade off - Notes is a
Rapid Application Development tool. Will users welcome
quick turn-around at the cost of the bells and whistles ?
politics - Can you
handle the office politics - Search for the win-win
experience - How much
Notes experience does the corporation have ? Muster as
much as you can !