Engineered to Share

Prior to this post, I never used an internal communications tool such as an Intranet, Wiki, or other employee to employee social media system within my organization.  I am surprised to know, however, that a number of tools exist for organizations to communicate and collaborate internally, outside of normal email and face-to-face meeting functions.  I also found it eye-opening that departments beyond Human Resources and Marketing, such as engineers, recognize the need for a streamlined, time saving, and cost cutting technology.

I sat down with an Engineering Director (who wishes to remain anonymous) for a consumer packaged goods company in New Jersey to find out just how he “shares” with fellow engineers and if, in fact, it’s worth delving into.

Q: I understand you would not like to disclose the organization for which you work, but can you please provide background information as to the products you produce?

A: My company primarily manufactures household and personal care products.

Q: What internal communication system are you using?

A: We are using SharePoint – specifically for scientific knowledge sharing, information and ongoing project updates.

I had no knowledge of SharePoint so, before continuing the interview, I researched the software and found a great tutorial.

Q: How are you using SharePoint?

A: The engineering group uses SharePoint as a publishing and sharing tool.  SharePoint contains technical documentation and project information, including specific communities of practice that the Research and Development department uses such as corrugate material, foils and plastics.  It also includes equipment engineering and safety.  A general discussion forum link has also been added where users discuss other issues unrelated to projects, materials, or general engineering.  Areas within SharePoint are available to discuss the biggest problems (pain points) the scientists/engineers have been experiencing.  This is meant to quickly solicit help from those who may have experienced this in the past.  It is used as a knowledge management system – what was done in the past – documentation of lessons learned.  Also, a new Customer Specification document file has been added to the site, containing packaging requirements for specific clients.

Q: How are you working with other employees via SharePoint?

A:  SharePoint is a windows-based application, which can be used in a variety of fashions.  For our organization, the entire company has access to SharePoint.  However, for most groups, it is a tool to receive company information.  SharePoint allows for customization, and in our case, our engineering SharePoint site is a sub-site of the organizations.  Access must be granted – either as a read-only or full access.  Full access allows the employee to upload data or make comments in the comment chains.

Engineers and scientists throughout the company are required to check in to SharePoint at some point during the day – primarily the discussion board.  Quick help has proven successful and has saved the organization time in problem solving and recreating the wheel.

Q: Do you like it and is it useful?  Can you provide me an example of why, yes or no?

A: It has created an information management culture in Research that had not existed in the past.  Additionally, individuals quickly learn who the experts are in obscure materials/polymers or ones rarely used.  Much less time is wasted hunting for data.  At times, however, it can cause you to get caught up in areas that some scientists and/or engineers do not work, such as engineers who work on glass get engrossed in the reading of plastics.   

Being that it is Windows based, it is relatively simple to build and use.  No degree of database management knowledge is necessary.  This is a great feature since historically data management systems were not easy.  It is a useful tool because it has eliminated the need to send numerous emails to your research partners.  Invariably, someone was left off the chain of emails.

We sign into the system in the a.m. and go straight to our SharePoint for new information/data.   We’ve addressed a considerable amount on legal matters related to patents and consumer safety since our legal/regulatory partners have access to and can contribute to the site.   Engineers often try to minimize waste by using the least amount of packaging material possible - this site has made you think about ways to save the organization money.   I call it our “single point of truth.”

Q: Does collaborating with employees via SharePoint make your job easier or more difficult?

A: Collaboration makes the job easier.  It helps you understand colleagues’ strengths and points of view, especially those who you rarely interact.

Q: Have you received any feedback from fellow employees and if so, has it been positive or negative?

A: The discussion forum allows for continued feedback and problem solving information.  On the other hand, however, the discussion forum has been used as a venting outlet.  HR also has access and our HR business partner reads the discussion forum to understand the pain-points in the area.

Q: What would you change about the system?

A: If more information from the past could have been uploaded that would have been beneficial.  I feel that the "starting point" was a bit late and some information and potential lessons learned have been missed.

All signs point to “share” from what I’ve learned on SharePoint and its use in engineering industry.  It may be time for my organization to jump on the bandwagon and enlist an internal collaboration tool.  What do you think?