Designing Lotus Notes Databases for Global Collaboration

							Designing Lotus Notes Databases for Global Collaboration
Elinor L. Knodel, Donald J. Green, Faye Smith
Notes databases can provide versatile environments for developing and sharing knowledge globally through both client-based and Web-based applications. In this panel discussion we explore some of the issues facing information designers as they enable communication and collaboration in work groups. We will focus on how to determine if Notes is an optimal solution, how to translate information needs into effective design elements and functionalities in Notes, and how we can help ease the transition to the world of Notes for new users. information and task flows, user profiles, and computer resources. Client objectives and expectations for the databases are established early in the process and a realistic assessment is given of how well Notes can satisfy those needs. Clients also should anticipate and plan how to facilitate the behavioral changes required to work well together in a different electronic environment. As difficult as it is, we are expected to estimate the business value for changing the way client groups work together when using Notes databases. Finally, when delivering information in a system that is new to a group, we may be asked to help train them in the new software and often must accommodate to the roll-out plans for the software, hardware, and network infrastructure. Elinor will discuss her experience with developing and launching Notes databases for business and technical groups in DuPont.

MERITS AND CHALLENGES OF USING LOTUS NOTES FOR GLOBAL INFORMATION EXCHANGE
Donald J. Green
This Lotus Notes user of the past four years tells why Notes proved to be an excellent choice for his employer, BJ Services Company. Don will discuss his initial objections to implementing Notes for a corporate massinformation system, as well as the subsequently demonstrated advantages of Notes over other intranet/internet systems. Although applicable to any type of corporate mass-information system, examples will be based on Lotus Notes discussion forums and online corporate libraries. Don will offer advice about the real challenges of succeeding with on-line information systems.

KNOWLEDGE SHARING THROUGH LOTUS NOTES DATABASES
Faye Smith
Deloitte Touche has developed a knowledge system from a collection of Lotus Notes databases that serves as a global repository of company knowledge for working with clients. The separate databases included a body of tacit knowledge, a best practices archive, a collection of methodologies, a tools database with a project tracking system, a research services database, and an expert resources database. Faye will demonstrate how the knowledge system provides for ease of use with a single entry point, graphical navigator, and unified design. Faye will outline important considerations when planning and designing Knowledge Management systems. She will also discuss the advantages, disadvantages, and performance of Notes databases on the Notes client vs. the Web.

STARTING NEW ELECTRONIC COMMUNITIES WITH LOTUS NOTES
Elinor L. Knodel
Elinor will focus on the "cultural anthropology" of setting up an electronic collaborative workspace for groups new to the Notes environment. An information needs analysis is done to map out the client’s

Elinor L. Knodel DuPont Co. Information Design/GSB Barley Mill Plaza 16-1204 Wilmington, DE 19880-0016 (302) 992-3036 Elinor.L.Knodel@usa.dupont.com Elinor is an Information Designer in DuPont whose mission in life includes helping her clients tap into their creativity and better use what they already know. Her background is in the life sciences, where she worked in corporate R&D and manufacturing for ten years, before moving into information design. Lately she has been developing Lotus Notes databases as knowledge management tools. Elinor is a Senior Member of the STC and has been active at the national and Philadelphia Metro chapter levels. Donald J. Green NOWSCO Well Service Ltd. (A BJ Services Company) Bay 11, 4041 - 74 Ave. S.E. Calgary, Alberta Canada T2C 2H9 (403) 531-5075 djgreen@nowsco.com Donald is the Technical Communications Group Leader for Nowsco Well Service, a division of BJ Services of Houston, Texas. He is in the Coiled Tubing Research & Engineering group in Calgary, Alberta, Canada. Don is a journalist turned technical writer and communications strategist for corporate productivity gains. He has been an STC member for a number of years and is active in the Alberta chapter. Faye Smith Deloitte Touche LLP Practice Service Center 4022 Sells Drive Hermitage, TN 37076 (615) 882-7813 fsmith@dttus.com Faye is a Project Leader for the Client Service Technology’s Application Solutions group at Deloitte & Touche in Hermitage, Tennessee. Her background is Information Systems/Information Technology. She has worked with Lotus Notes databases for approximately 4 years and has been involved in the development of Knowledge Management systems for the Lotus Notes client and for the intranet with Domino. She has been an STC member for 3 years.