HYVE Knowledge: An Internal Case Study

We are a small, but strong team. We don’t have time for status meetings. We can’t afford middle management. We have no tolerance for team members that don’t produce. We want to be flatter, more transparent, and more productive. So we turn to technology.

Leveraging the disruptive, geosocial capabilities of the smartphone, we hacked together a mobile productivity app that allowed our team to “check-in” to work objects such as customers, projects, and products with a tap of the phone. The result? Radical transparency from the CEO to the intern, eye-opening productivity analytics, and a dramatic fall in the use of company email.

Problem

Our problem was simple: The communication and collaboration tools we were using in the office simply did not match our work. While our work revolves around structured objects like projects, customers, products, and vendors, our email system revolves around only two things: senders and recipients, with a whole bunch of free form text layered on top. Crucial information falls through the cracks, requiring for more meetings, more managers, and more overhead. Rather than continue to flood the team with email, meetings, and management, we built a better tool. One that allows us to be more transparent and productive, while avoiding the insidious tax of status meetings and non-producing middle managers.

We call this tool HYVE.

Goals

1. Develop communication and collaboration tools to match our work
2. Develop holistic performance measures
3. Retool management for an open world
4. Create a democracy of transparent information

Solution

We built an app that makes it easy for team members to keep track of customers and projects. HYVE allows us to surface achievements and small victories as they happen, thereby creating a transparent culture of productivity.

HYVE is centered on three design principles:

1. Mobile. HYVE is easily accessible both in and out of the office, anywhere your phone is
2. Social. More efficient, transparent communication was a driving force behind this project. HYVE is optimized for easy, interactive content consumption and publishing on a transparent platform
3. Simple. A look at the consumer app landscape and the success of services like Instagram supports our theory that simple apps yield higher engagement. Simplicity of UI is paramount

We then mapped our key business drivers to what we call “work objects.” These “work objects” are structured digital items that we “check-in” to, share, follow, comment on, and aggregate. For our company, the three primary objects are: Customer, Project, Location. So with three taps of the phone, each of us records what customer we are working on, which project, and where.

On the UI side, we embrace a “tapping, not typing” philosophy. We know that typing text into a mobile device can be a burden. By leveraging the smartphone’s sensor-like capabilities around lat long and user behavior, we can surface appropriate “work objects” for our team to easily tap into.

Furthermore, by adopting structured updates, we open up a whole new world of analytics. Unlike free-form content streams in other social business services, HYVE does not require sophisticated parsing tools to understand what is being accomplished. HYVE collects structure at the input layer, which results in wonderful analytics upon output.

Finally, we layer-in some simple game mechanics to reward activity that is aligned with our strategic goals. For example, a check-in to a Fortune 1000 customer is worth more points than a check-in to a bookkeeping project.

The end result is a mobile, social, simple app — designed for maximum engagement, structured analytics, social sharing, and radical transparency.

Usage Statistics

Practical Impact

The practical impact of our hack has been dramatic.

• Internal use of email has dropped by 34%.
• Regularly scheduled all hands meetings were reduced to one Monday morning stand-up meeting.
• Friendly competition has broken out over weekly productivity leaderboards.
• Middle management positions have been eliminated.

Most importantly, our culture has shifted from opportunistic information sharing towards radical transparency.

Challenges

As HYVE represents a dramatic change in how people communicate and how work gets done, there have been a few growing pains. For example, with offices in both India and San Francisco, HYVE now makes it abundantly clear that work is getting completed at all hours. Similarly, HYVE’s existence as a mobile app on the personal phone of our employees has reduced the separation between work and home. Just as many people will check feed-oriented services like Twitter and Facebook at odd hours, most of our team has found ourselves browsing the work feed outside of the office.

Secondly, while celebrating productivity has certainly had a positive impact on our culture, it’s clear that we will need to keep a careful eye for signs of burnout. In its current state, HYVE exposes the team to a consistent stream of coworker achievements, updates, and points. We have safe-guards in place to protect against these potential concerns (disabling push notifications outside work hours, etc). Preserving work / life balance is important for the long term health the company and it’s employees.

First Steps

HYVE works beautifully for small teams and work groups. Before rolling it out to a large organization, our recommendation is to pilot the app among a group of early adopter knowledge workers. Track engagement, experiment with game mechanics, and get a feel for how the group is using the tool.

Two-way transparency is critical to the app’s success. If management is not prepared to share what they are working on, they shouldn’t ask employees to do so. HYVE is not a big brother app. Instead, it’s a baby step towards a mobile-optimized culture of radical transparency.

If this is something you want to implement in your organization, contact us, email to learn more about our suite of enterprise productivity apps, or follow @DoubleDutch for industry news and company updates.

Related Links

• Read The Story Behind HYVE, as told by DoubleDutch CEO, Lawrence Coburn
• Read about our Successful HYVE product launch at the Enterprise 2.0 Conference
• Overview of the various apps in the HYVE Enterprise Suite.
• Read Lawrence Coburn’s thoughts on The Flawed Premise of ‘Facebook for the Enterprise’
• Interview with TMC Net on “The Future of Work”