The BroadVision Blog

“Mobile is Essential for Business Communication” – Interview of Richard Hughes by Bertrand Duperrin

On June 3, 2016, Bertrand Duperrin interviewed Richard Hughes, social strategy director at BroadVision. They discussed business communication,  knowledge management, and BroadVision’s communication, collaboration and engagement platform, Vmoso. Read on for their full conversation.

Bertrand Duperrin : Hi Richard. Could you tell me what Vmoso is exactly?

Richard Hughes : It’s an integrated business communication and collaboration platform that helps people work together more efficiently. That’s not just about making it easy to send each other messages, it’s about organizing all the information that’s generated in those discussions so that it’s easy to find and navigate– not just now, but also months after the discussion has finished. I like to say that Vmoso is where knowledge management meets mobile collaboration.

Richard Hughes, social strategy director, BroadVision. Credit: Professional Images
Richard Hughes, social strategy director, BroadVision.
Credit: Professional Images

BD : What kind of solutions can be unified in Vmoso?

RH : There are five main components of Vmoso.

  • Messaging – both short-form, like instant messaging, and long-form, like email.
  • File sharing – most “real work” involves sharing files of some sort, and that needs to be completely integrated in to the same access control system as the messaging.
  • Social networking – some communication is obviously between small groups of people, but other communication is more blog-like, where a much wider audience can read and comment on the content.
  • Task management – when you ask someone to do something in Vmoso, you can be precise about who needs to do it, who’s included just FYI, and when it needs to be done by.
  • Contact management – maintaining your address book of all the people you work with.

BD : It’s clear that the digital workplace is a very fragmented environment. Did you design Vmoso as the response to this fragmentation? And, more broadly, what’s the strategy behind Vmoso ?

RH : Yes, addressing fragmentation is very much one of the goals of Vmoso. I’m really pleased to be asked about fragmentation, because it’s a subject that doesn’t get anything like as much attention as it should. People talk a lot about email’s failings, which you could summarize as (1) information overload – too many messages and inadequate ways of managing them, and (2) lack of accountability – the way you constantly have to chase people and ask them why they never replied to your email or did what you asked them to do. Most people recognise these issues, but they find it much harder to agree on the solution. There’s always another shiny new mobile app that they think will rid them of email’s problems. But everyone picks different apps, which leads to more and more fragmentation of communication and organizational knowledge across all sorts of different, incompatible services.

It’s worth considering the difference between “communication fragmentation” and “knowledge fragmentation”. If the people within your company use 10 different instant messaging tools to send “I’ll be 10 minutes late” messages, does it matter? Not really. But if those communications are carry corporate knowledge that you might need to go back to months or years later, that’s a much more serious problem. Which system was that sales contract approved in? Do you even have access to it any more now the person who wrote it has left the company? Knowledge fragmentation is a very serious risk to companies, and people have fallen into it with the good intention of trying to solve email’s problems.

So Vmoso is aiming to address all three of these business communication challenges, overload, accountability and fragmentation.

Bertrand Duperrin, digital transformation practice leader, Emakina.
Credit: Gilles Vautier 

BD : Why did you adopt a « mobile only » approach? Fragmentation happens on every screen.

RH : Vmoso isn’t mobile only – it works equally well on both mobile and desktop web browsers. But the question raises a really important point. Lots of new communication tools are “mobile-first” or even “mobile-only” – mobile is where all the buzz in the technology industry is at the moment, and mobile is increasingly the preferred communication platform for consumers.

But business communication is a little different. Sure, there are certain types of worker who have benefited immensely from mobile – people likes sales reps or field engineers who are always out of the office. But we have to remember that in a lot of companies, the majority of workers are still desk-based – they’ve got a mouse and a keyboard and a big screen, and they’re naturally going to use that for communication instead of their phone.

So mobile is essential for business communication these days, but mobile-only would discriminate against a lot of workers. So instead of “mobile-first”, I prefer terms like device-independence and location-independence. Vmoso gives users the ability to choose the device and location that suits them best for the task in hand, enables them to switch seamlessly between devices and get a consistent experience wherever they are.

BD : So, Vmoso is not limited to Broadvision’s products but can integrate with many other solution?

RH : Yes, the Vmoso mobile and web apps are built entirely on the Vmoso API, so it’s entirely feasible to integrate it to your existing enterprise apps, either for backend data integration, or to add Vmoso into the user interface of your app.

So, for example, that might be simply to give access to a file store – we integrate with Google Drive so that you can select files you have stored in Google and make them form part of a discussion on Vmoso.

Or it might be something much more sophisticated – we’ve done an integration with SugarCRM so that a Vmoso discussion could take place in the context of a customer service case. CRM systems are great for recording who the customer is, what they asked, and what you did about it. But they’re much weaker about the collaboration that goes on in order to resolve the case. Consider, for example, the customer of a telco who has reported a fault their line and needs an engineer sent out to look at it. Even a small-scale collaboration between the customer service agent, the engineer and the customer can become very inefficient when there’s no single source of truth about who said what. So if every CRM case has a corresponding Vmoso discussion the communication is far more efficient. For the customer service agent, the Vmoso discussion is integrated into their CRM interface; for the engineer it’s available from their mobile device; and the customer could use the Vmoso web or mobile apps, or participate through email thanks to Vmoso’s email integration.

Those are the types of real-world collaborations that Vmoso is trying to make more efficient, and integration is vital to these, because the enterprise systems of record often form the context which triggers the collaboration.

BD : Do you see Vmoso as a collaboration solution, which is Broadvision historical market or do you think it also compete with Identity Management Solution… and, in this case, how does it compare to solutions like Okta or complement them?

RH : Vmoso is definitely a communication and collaboration solution. I wouldn’t describe it as identity management. Obviously there’s an overlap between collaboration and identity, but we’d usually expect an organization to have an existing identity authority – something like Active Directory. You can certainly use Vmoso without a directory server, but even in that case I wouldn’t describe it as identity management.

BD : What are the other market challenges addressed by Vmoso? 

RH : I’ve talked a lot about communication inside an organization so far. But Vmoso is also about improving the way organizations communicate with their customers, and their business partners. A lot of new collaboration tools are purely internally-focused, but Vmoso is very much about bridging the gap between internal and external communication.

As a consumer, it can be really frustrating communicating online with your phone company, your electricity supplier, or even big retailers. If you phone them, you get stuck in automated response systems; if you email them you can have to wait 48 hours or longer for a reply; and customer service via social media is often just a marketing façade in front of the traditional service channels. Vmoso gives companies an opportunity to provide their customers with a single point of contact for customer service discussions where all the previous history is retained for both sides to see.

BD : Do you already have measured benefits for your clients using Vmoso?

RH : Our assertion is that Vmoso can save you an hour a day by making the way you communicate and collaborate more efficient. Of course, the exact figure will depend a lot on the sort of job you do. McKinsey published a report called “The social economy: unlocking value and productivity through social technologies” on just how much time “knowledge workers” spend on communication and searching for information. They estimated that social technologies could raise productivity by 20 to 25%. The report is nearly 4 years old now, but it’s as relevant today as it was in 2012. It’s precisely the inefficiencies identified here – time spent communicating and searching for knowledge – that Vmoso addresses.

Of course, one of the things that makes it difficult to quantify the exact benefit is that nobody (well, almost nobody) ever measures how much time they spent with their old, inefficient system. They know something is wrong, but struggle to measure it accurately. So one of the parts of our Vmoso implementation methodology is to start with an audit of the tools and processes in use now, and from this identify where improvements are most likely to be found. Then, as the project goes on, we measure against those objectives defined at the start of the project.

BD : Thanks a lot Richard.

Bertrand Duperrin is digital transformation practice leader at Emakina, a leading digital transformation agency in Europe. He can be contacted on his website at

Interested in saving time with Vmoso for business communication? Download the app for free on the App Store or Google Play.

Top 5 Reasons Why Knowledge Management is Necessary

“Knowledge management” is a concept originating in the 1990s, when academics (primarily Nonaka, Takeuchi and Davenport) developed the idea of this new discipline. One of knowledge management’s key objectives is to use company practices and technologies to leverage corporate knowledge.

Traditional knowledge management systems are focused on the ability to capture knowledge in centralized systems and make it available at a later date. However, this first step had so little success that at the beginning of the new millennium knowledge management seemed left for dead.


But the advent of Enterprise 2.0 (2006) has given new life to knowledge management thanks to the shift the focus from the “knowledge” itself to the individuals who hold, share and use it. In some ways the new practices and technologies introduced by enterprise social collaboration have distorted the perspective of how to leverage employee knowledge through a new model of creating, sharing and using knowledge. This “network” effect has allowed us to connect people with the purpose of sharing knowledge, making that knowledge more easily accessible.

Thus, a new era opened for knowledge management through the “knowledge-sharing” and “collaboration” movements.

As pointed out by Emanuele Quintarelli in his post:

“By participating in a collaborative ecosystem of knowledge, in a single gesture organizations for the first time are able to accelerate not only their learning skills, but also their efficiency, innovation and agility.”

But let’s get to the point. What are the reasons why knowledge management is necessary?

Below I list the 5 most important reasons I believe that knowledge management is needed within an organization:

  1. Speed up access to information and knowledge

In his famous quote, Lew Platt, former CEO of Hewlett-Packard, once said: “If HP knew what HP knows, we would be three times more productive.”

In other words, knowledge management makes it easier to find the information or the people who hold the information you need. It increases efficiency and productivity and allows you to work better, reducing the tendency to “reinvent the wheel.”

  1. Improve decision-making processes

Employees can improve the quality and speed of decision-making by accessing the knowledge of the entire organization when they need it. When making decisions, enterprise collaboration tools facilitate the access to opinions and experiences of different people, which may contribute additional perspectives to the choices made.

  1. Promote innovation and cultural change

Enable and encourage the sharing of ideas, collaboration and access to the latest information. Knowledge management enables individuals to stimulate innovation and the cultural changes needed to evolve the organization and meet changing business needs.

  1. Improve the efficiency of an organization’s operating units and business processes

With faster access to information and resources across the organization, knowledge workers can act quickly. A study conducted by McKinsey & Co. in November 2011, wherein more than 4,200 executives were interviewed worldwide, showed that the use of social collaboration technologies has improved business processes and the organization’s performance in general.

  1. Increase customer satisfaction

The sharing of knowledge and cross-collaboration help to increase the value offered to customers. The organization is able to give faster answers or shorten the time it takes to improve a product or service.

According to a study by Gartner (2014, Knowledge Management Will Transform CRM Customer Service, behind a paywall), improving access to contextual knowledge by an employee or a client reduces the time that a provider requires to give an answer by 20-80 percent, increasing customer satisfaction. Also, an organization can reduce the cost of customer support by 25 percent or more, when using appropriate knowledge management activities.

Of course, in this context, technology plays a very important role: it must not be perceived simply as an enabling tool, but as a driver for new collaborative practices and sharing of knowledge. Modern business communication and collaboration solutions are limited at times to include the latest trendy features, often following the trends coming from the consumer world.

In fact, after the enterprise social networking trend, currently we are witnessing the advent of “corporate chat,” following the success of consumer apps such as WeChat and WhatsApp. Organizations considering the adoption of new communication and collaboration tools must also define their product strategy with respect to knowledge management. Because today’s conversations are tomorrow’s corporate knowledge, if a tool fails to capture and archive these communications as they happen, the corporate knowledge will be lost forever.

The Latin saying reads, “Scientia potentia est”—”Knowledge is power.” But it is equally true that sharing what we know greatly increases the power of our organizations.

Top 5 Reasons to Embrace Mobile Collaboration

Technology has evolved so rapidly that advances have been integrated into our way of life naturally and almost without our realizing it. Faced with an increasingly mobile and social world, organizations’ needs have also changed. No one doubts that communication and collaboration are absolutely necessary in today’s digital economy, enabling the exchange of information easily and quickly.

Tablets, smartphones and laptops are present in every moment of our lives. Every day more employees work remotely using mobile devices, with access to data, applications and people from anywhere and at any time. But the true value of mobile collaboration, beyond the use of devices, is the embodiment of more work at lower cost, and the ability to have more flexibility without being physically in the same location.

Below I list the top 5 reasons, in my view, why businesses need mobile collaboration.

1. Ubiquitous mobile devices in our lives

You need only to look around to realize that our mobile phones have become an appendage of our bodies. We use smartphones for most of our daily activities: meetings, appointments, group meals, sporting events, news and even watching TV. As a result, we check our cell phones more than 220 times a day—far more than we use any other device—making mobile an ideal place to consistently communicate and collaborate.

embrace-mobile-collaboration2. BYOD strategy

There are now 7.22 billion mobile devices in the world—that is more mobile devices than people on earth—and 70 percent of the world’s population will have a smart phone by the year 2020. As a result there is a new trend in business allowing employees to “BYOD” (bring your own device), and many organizations have adopted this philosophy for employees who wish to use their own devices both in the office and beyond. This has seemingly increased commitment and employee satisfaction, while being able to access corporate information at any time and from any place has allowed employees to communicate, collaborate and continue their work in the manner and place they deem appropriate.

3. Improved engagement

Organizations that are more global, increasingly decentralized and have more people in a mobile environment require collaboration solutions that connect people in all areas of the world. Not only can we work from home, but also from the bus, from the subway car, while we wait for the doctor, or from elsewhere. We can work on documents, hold meetings regardless of device or location, and collaborate efficiently, without much extra effort, sharing information in real time.

4. Incorporation of “millennial” professionals

This group represents the first generation to grow up with the use of technology throughout their lives. They may expect to connect, communicate and collaborate with colleagues, partners and customers in a transparent (and mobile) manner at all times. According to Deloitte, this generation will account for 75 percent of workers worldwide in 2025. Therefore, companies should bear their work styles in mind and provide an appropriately flexible work environment to help all generations of employees to work together, collaboratively and productively.

mobile-collaboration-devices5. Achieving business goals

Mobile collaboration enables access to colleagues and the exchange information swiftly, safely and effectively both inside and outside the company. This is achieved by providing employees with the relevant information at the right time and place to help employees achieve business goals efficiently, completing more tasks at a lower cost. Studies show that by facilitating effective communication and collaboration, it is possible to eliminate 75 percent of the time wasted by employees finding the correct information, duplicating communications, scheduling and attending unnecessary meetings, and receiving unwanted communications.


The ubiquity of mobile devices, a new generation of digitally savvy employees and the consumerization of communication and collaboration solutions, which have been used outside the workplace, make mobile collaboration no longer simply an option. Instead, mobile collaboration is now a business necessity with the potential to greatly improve business performance.

Looking for other ways to transform your workday? Read 5 Steps to Improving Workplace Communication through Transparency and Accountability for long-term fixes and Work More Efficiently by Turning Off Your Notifications for changes you can make right now!


To Chat, or Not to Chat, for Effective Business Communication?

“To Chat, or Not to Chat: …”

…that is the question”, to paraphrase William Shakespeare, but, in the context of effective business communication in a mobile-centric world, is this question really the one that you should be asking?

business communication
“To chat or not to chat?” may not be the right question to ask for effective business communication.

It seems that business organizations today are looking to borrow from the consumer world and implement chat solutions to improve the way they communicate and collaborate. The main reason for this appears to be because that is what their employees are using to communicate via their phones and tablet devices to their family and friends so why not use their preference in this area to make it easier to communicate with colleagues across the organization?

We have been here before. A few years ago there was a drive to become ‘social’. Not to be confused with being generous to your local community, social business was about breaking down silos within an organization, sharing knowledge, fostering innovation and improving engagement with employees as well as with business partners and even customers. A variety of solutions emerged: Jive, Yammer, Clearvale, Podio, Huddle and so on and so on; all leveraging what was happening in the consumer world but bringing the capabilities within the business organization as an ‘Enterprise Social Network’ or ‘ESN’, i.e. what became known as ‘Facebook for business’ or ‘Twitter for business’ (before Facebook themselves started promoting their own application for business!) reflecting this penchant for all things ‘social’.

However, whilst there have been some companies that have successfully adopted these ESN solutions, for a large majority it was a step too far as users failed to embrace the activities required. Many saw it as another communication channel alongside email that needed to be checked and responded to or just used it for real social activities with work colleagues: organizing the five-a-side league; lunchtime jogging sessions; after work get-togethers and so on. That is, idle chit-chat and nothing really to do with knowledge sharing or collaboration on work initiatives; and, of course, many simply reverted to email as their communication tool of choice despite email’s shortcomings for effective business collaboration.

Today, with the likes of ‘WeChat’ and ‘WhatsApp’ being extremely popular as an alternative communication channel, organizations are now looking to embrace this type of application for an ‘Enterprise Chat’ solution to go alongside the use of personal phones and tablet devices for business use; what is known as ‘BYOD’ (bring your own device).  But this trend potentially could end up in the same place as their ESN solution. Just being yet another channel on top of email and that needs to be checked. So, rather than replacing email these ‘Enterprise Chat’ solutions simply add to the current communication overload and fragmented discussions prevalent within organizations. They may be useful for small teams on specific short-term projects, or even for customer service teams to engage with customers via a channel the customer has a preference for, but, at the end of the day they are not really doing anything to foster effective business collaboration and engagement or to drive productivity improvements across an organization.

Enterprise Chat might be something that organizations think they want to improve business communication and collaboration, especially as many employees are using their own mobile devices anyway, but is it really what they need, especially if the anticipated productivity improvements are not likely to be forthcoming.  Why add yet another communication channel when what is really needed is something that is in tune with the way people work today whether they are in an office, working from home or travelling on a regular basis; on a desktop or on a mobile device, that actually reduces the communication overload and facilitates the effective collaboration and engagement necessary to drive knowledge sharing and improve business performance. Chat is only one part of business communication so focusing on this aspect only might not be the best move in the path to true collaboration and engagement in a mobile-centric business world.

To paraphrase William Shakespeare again: “Alas, poor (insert Enterprise Chat solution of choice)! I knew him, Horatio: a solution of infinite jest, of most excellent fancy …”

Want more on this subject? Read 6 Reasons Why You Need Mobile Collaboration in Business and 6 Business Communication Trends.

6 Reasons Why You Need Mobile Collaboration in Business


Whether smartphone, ultra-portable laptop or tablet, mobile devices are more common in business now than ever before. While not every business encourages the use of mobile devices in the workplace, collaboration on these devices can be achieved with productive results. Here are six reasons why businesses need mobile collaboration.

1. Capture and share an idea while it is fresh.

How often have you been out and about when an idea popped into your head?  An Eureka moment! One you want to share or bounce off someone ASAP. You can phone someone, but as sure as “eggs is eggs,” they won’t be there. Besides you might want to share it with several people. You can make a note of it in your phone, but somehow when you look later, it doesn’t have the same freshness. So post it from your phone now to a collaboration space, and let your colleagues build on the idea.

Embrace mobile collaboration in the workplace for increased productivity, efficiency and business velocity.

2. Deal with issues on time, but avoid “off the cuff” decisions.

You get a phone call about an issue that has come up. You feel you have to provide an answer because another phone call is not possible until much later, you are pressed for time, it’s a rush but make a decision anyway. Later you realise, on reflection, you are not sure that you articulated your decision well, and there could have been a misunderstanding.  In situations like this, wouldn’t it be better in a mobile collaboration tool, to acknowledge and accept the issue, perhaps suggest a preliminary answer but allow a little more time for clarification? Then you’re free to provide a more considered decision with clearer reasoning later.

3. Create “flex time.”

When I left Primary School aged 11, it was a tradition for the leavers to ask each of the teachers for an autograph and perhaps a written memento. My final year teacher wrote for me the Francis Bacon quotation, “A man that is young in years may be old in hours if he have lost no time. ” Mobile collaboration means creating “flex time.” With a mobile, in those brief (but previously inconsequential) periods of time, you can use those little intervals to deal with the many issues that can otherwise stack up during the day. Without mobile collaboration some of those questions would have come as phone calls, often at inconvenient times that interrupt conversations or valuable thinking time. Flex time means you can make better use of otherwise dead time to sweep away all those issues that can be dealt with quickly, so they don’t interfere with the more precious, larger chunks of time you want for spending time with people, thinking, writing, and the like. Far from adding stress, managed correctly, mobile collaboration will reduce the pressure on personal time.

4. Leverage the mobile revolution.

Everyone has a smartphone or tablet now – why not make use of that? In 2015 there were 2.6 billion smartphone subscriptions globally, and by 2020, globally there will be 6.1 smartphone users. Smartphones will overtake the number of active fixed-line subscriptions worldwide in 2020. More and more, people use their smartphones more frequently than their laptops and desktops for keeping up to date with events, for connecting with others, and sharing information. Most firms now either have a BYOD (bring your own device) policy or equip their staff with mobile devices. It is a no-brainer to ensure that you can engage with your colleagues, your customers, your partners, and suppliers on mobile.

5. Get access to people you have not had much connection with before.

The social capabilities of a modern mobile collaboration platform, like Vmoso, means that people, together with their expertise and knowledge, in and beyond the business are better connected. Information flows better and faster, decisions are quicker and better informed. Business velocity is greater.

6. Today’s collaboration is tomorrow’s knowledge.

In this mobile age, technology has encouraged us to operate in the here-and-now. With that, in our personal lives, many of us use mobile chat to communicate with our friends and family. Call it “chit-chat.” And in business we have been tempted to take that same habit into the workplace. But such “chit-chat” has no lasting value – if it takes place on consumer tools, it is outside the view of the company. And such tools are not designed to capture and organise the valuable knowledge in communication. A true mobile business collaboration platform uses the chat paradigm for its ease and convenience of communication, but also ensures the content of communication is organised, linked and managed so it can be searched, queried, and analysed in perpetuity. It is where mobile enterprise collaboration meets knowledge management, and businesses should strive for both.

Vmoso for Government Agencies - Vimeo thumbnail

How Enterprise Collaboration Tools Help Governments Work More Efficiently

That government should learn from and behave more like the private sector is a common refrain from many advocating for a smaller and more efficient public sector. While there are many areas where governments must lead and act as public entities (police and the military immediately come to mind), adopting tools, technologies and processes used in the private sector will improve how nearly all government employees work. For-profit companies have already begun migrating to enterprise-grade communication and collaboration tools to enhance knowledge workers’ daily activities.  Government agencies—large and small, local and federal—need to take the same step to work more efficiently.

A safe and secure collaboration solution will provide agencies with a platform for stakeholders to collaborate throughout the entire organization, connecting internal and external audiences to each other and to the agency. Information is contained in a single source of truth, more people are informed and engaged in the process, and faster decision-making occurs. Time is saved, work gets done more quickly, and information becomes knowledge which is more easily transferred to new agency personnel.

For some agencies, their primary mission is called into action when a crisis occurs, but their work involves months or years of ongoing preparedness, engagement with other agencies throughout the government, and side-by-side teamwork with hundreds of local and regional offices. Email, the current form of business communication used by most agencies, is static and non-collaborative. People and teams are siloed, pushing information out when it’s completed. However, organizations of all sizes, including government agencies, should encourage and promote a culture focused on high-touch engagement and collaboration in order to work more efficiently. An earlier and wider inclusion of people into discussions, policy and program development connects decision-makers with stakeholders and thought leaders.  More information is exchanged, which creates perpetual growth and learning opportunities.

Agencies must communicate internally and externally with peers, other government organizations and the public. Information that is streamlined and organized, into a single source of truth, is distributed more easily and the most current versions of files are always discoverable. Using an enterprise collaboration tool, built with communication, workflow, document organization and security at the forefront, will allow government workers to conduct business more efficiently. Increased efficiency will save time and money—two challenges constantly plaguing government agencies of all sizes.

A strong argument can be made for the early adoption of mobile-centric enterprise collaboration tools by the public sector. Government agencies make mission-critical decisions more often than in the private sector. When more perspectives are shared and more subject matter experts participate in the process, better and faster decisions are made. Traditional tools like email will not accomplish this goal. Using consumer chat and instant messaging tools are also not an option for data security reasons. However, when briefing legislators, engaging peer agencies, or meeting with staff at the local and regional level, many government workers are not confined to offices or cubicles. As a result, they need secure mobile tools as much or more than a knowledge worker in a private sector organization. Being able to seamlessly move between desktop to mobile applications is a critical requirement.

Vmoso, BroadVision’s leading mobile-centric communication and collaboration platform, focuses on these challenges and more. Meetings are a thorn in the side of the private sector, but government agencies have even stricter attendance requirements, making them mandatory yet more difficult to schedule.  Vmoso allows for virtual collaboration, reducing the need for some physical meetings. Discussions and information from meetings that do occur are transformed into actionable knowledge within secure Vmoso tasks, posts and chats. Vmoso saves time and money—less travel, greater engagement and more productivity. It is a secure and cost-effective solution.

Vmoso also replaces the black hole of information buried in emails. Government work is ongoing and agencies are constantly devising, revising and improving upon previous work.  Email information is static and often fails to reach outside a specific group. Vmoso helps circulate ideas and conversations from one team which may be valued throughout the agency or by peer agencies facing similar challenges, while also protecting sensitive information from leaving confidential groups. Email also has some security flaws and has proven time and again that it is the wrong tool for sharing confidential data.

Vmoso is the solution that provides persistent value, works naturally within your organization structure, encourages collaboration, and even serves as a project management tool for internal and external communication. Vmoso saves time and money and creates operational efficiencies that reduce costs and government overhead.

Check out the latest Vmoso video that shows how Vmoso can help government organizations work more efficiently and securely from anywhere, anytime, and on nearly any device.


When Consumer Tools Infect Your Workplace Communication

Most knowledge workers have used personal email, such as Gmail, Yahoo! Mail, Hotmail or AOL Mail, while at work. Some have even used chat tools like Facebook Messenger and Gchat to ask a work question of a colleague in the hopes of receiving a quick response.  Consumer social tools are everywhere and we use them in our personal lives.  However, their convenience has led many to use them at work, for work-related purposes, without considering the serious security risks.

Last week another email hacking story reached the top of the newswires.  This time it wasn’t financial records or credit card information stolen from a retailer. Rather, the private emails of CIA director John Brennan and Homeland Security head Jeh Johnson were hacked.  Computerworld’s headline says it simply: “Stoner high school kid claims to have hacked CIA Director’s email account.”  Email, which began as an easy way to communicate with coworkers everywhere, has become an executive and IT leader’s nightmare.

Companies of all sizes face the challenge of providing the right tools to their employees. For the past twenty years email has been the default communication tool.  While we’ve talked previously about replacing email and how this can improve workplace communication, I am not advocating eliminating email entirely. Rather, there are better ways to communicate within an enterprise for specific purposes. Before going into alternatives, however, let’s examine the flaws with email, beginning with how email has evolved.

Email was created to allow one or more people to exchange digital messages across an internet or computer network.  Claire Burge, owner of Get Organized Ireland and a proponent of eliminating email, has determined that email is primarily used in three ways: issuing or responding to a task request, pushing information out to others, and collaboration. What was once a tool for one-to-one or one-to-many communication has become a project management tool, an archival system to store knowledge, and a collaboration tool—albeit a time-consuming and highly inefficient one.

Using email in this manner is frustrating at best and dangerous at worst. Studies indicate that the word most frequently connected to email is STRESS. Whether it’s to reduce stress, or just default to easy-to-use tools, we gravitate to what we know.  And at work it’s easy to just use the same unprotected consumer chat, consumer messaging and consumer collaboration tools we use outside the office.  None of these solutions provide the enterprise level of security that IT departments require, and none of these are integrated into one platform that provides a single source of truth or long-term knowledge repository.  There is a better way, and it’s with a collaboration tool like Vmoso.

Government leaders, and all knowledge workers for that matter, should use a secure tool like Vmoso to communicate and collaborate.  Breaking away from the need to issue a task, push a message or use email to ineffectively collaborate can be done…and done today. Agencies and organizations will benefit from increased teamwork, better, more effective programs, and greater productivity. People with institutional or factual knowledge will be involved more often and in a wider circle within the organization.  Information becomes knowledge to be shared, and expertise rises within the agency or business.

Changing the way we approach workplace communication does not have to be a tectonic behavioral shift.  We are already doing it, just with disjointed, unconnected and risky tools.  The better choice is a solution that stores all of your communication in a secure cloud, has chat-like capabilities for instant messaging, organizes documents for easy access and searchability, is mobile centric for seamless use whether on a desktop, laptop or mobile device, and puts the user in control to collaborate internally, across the organization and outside with vendors, consultants and customers.

Whether it’s within a government agency, a 50-person small business or a 10,000-person enterprise, today’s worker needs mobile flexibility, secure tools and the ability to collaborate across an organization. Colleagues sit anywhere and everywhere—in the office, in another building, and in distant countries and time zones. As a result, a better way to work is required to fully leverage the talents and skills of every employee in the global workplace. Organizations need just take small steps to make it a reality while keeping all information secure.

And CIA Director Brennan….using AOL Mail?  With highly sensitive information?  We recommend giving Vmoso a try instead.