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The Citrix Guide for SurvivinG The
OlympiCSThe London Olympics look set to have a huge
impact on businesses in and around the capital. Citrix addresses the issues for companies and
reveals opportunities for future change.
London Olympics Survival Guide
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1. Olympic disruption: The facts .....................................................3-4
2. What do the Olympics mean for your business?........................4-6
• Impactontransportdisruption•Staffattendanceandabsenteeism•Threattobusinesscontinuity
3. plan ahead to get the most out of your strategy........................7-9
•Avoidingdisruption•Gettingstaffonboard• Increasingproductivity•Ensuringnetworkreliability
4. making it happen ........................................................................9-12
•Olympictrialruns•OperationStepChange•Remoteworkingsoftware•Collaborativeworking•Supportingmobiledevices
5. Survey findings on the Anticipated impact of the Olympics..........................................................................13-15
•Keyfindings•Areasofconcern•Useofsupportiveflexibleworkingtechnology
6. how businesses can survive the Olympics ...........................15-17
•Planahead•Getstaffonboard•Adoptappropriateremoteworkingsoftware•Reviewstaffingarrangements•Preparefortransportdisruptions•Bereadyforfuturechanges
TohelpsupportbusinessesthroughthetravelchaosoftheOlympics,CitrixisofferingfreeuseofproductsforthedurationoftheGames.
Contents
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London Olympics Survival Guide
1. Olympic disruption: The factsTheLondonOlympicandParalympicGameswillbethelargestsportingeventsintheworldandtheimpactonthecapitalwillbehuge.
•London’salreadyunderpressurepublictransportsystemwillbemorethan60%overcapacity
•CommutetimesaroundLondonarepredictedtodoubleandinsomecasestreble
•ForthreemonthsLondon’spopulationwilldouble
•SomeLondonstationsarescheduledtocloseduringpeaktimes
•Over170milesofroadclosuresareplanned
•Sixmillionathletes,officials,organisersandvisitorsareprojectedtoarriveinLondonfortheGames
•37,000pressandphotographerswilldescendontheGames
Nearly half (57%) of SMEs expect to suffer disruption as a result of the 2012 Olympics.
87%
0
20
40
60
80
100
JULY AUGUST 2012
Of those anticipating some dis-ruption, 87% expect it to have an adverse effect on productivity.
57%
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•37competitionvenueswillbesetuparoundtheUK,27ofwhichareinLondon
•ThebiggestimpactoftheGameswillbefeltinandaroundcompeti-tionvenues,livesitesandcentralLondon
•300firmsacrossLondonhavealreadysignedupforadvicesessionsonbusinesstravelduringtheGames
ItisclearthatbusinessesandorganisationsaroundthecapitalwillfeelafundamentalimpactduringandbeyondtheLondonOlympics.
2. What the Olympics mean for your businessBusinessesandorganisationsaroundthecapitalwillfacehugedisruptioninthethreemonthsaroundtheLondonOlympics.Theimpactislikelytobefeltinthreekeyareas.
Impact on transport disruptionMillionsofadditionaltripsareexpectedtotakeplaceonLondon’spublictransportandroadnetworkduringtheOlympicGames.Thedisrup-tionthiswillcausetothecity’stransportinfra-structure,andconsequentlytoitsbusinessesandorganisations,shouldnotbeunderestim-ated.London’salreadyunder-pressurepublictransportsystemwillbemorethan60percentovercapacity.Additionallymorethan170milesofroadclosuresareplannedthroughoutthecity.
Thiswillundoubtedlydisruptemployees’jour-neystoandfromwork.WithcommutetimesaroundLondonexpectedtodoubleoreventrebleinsomecases,thetimeitalsotakesfor
10%
Just 10% are adopting new working practices to minimise potential disruptions during the Olympic period.
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staffmemberstoattendexternalmeetingscouldsignificantlyincrease,affectingproductivityandcompanyexpenditure.Thiscouldalsoleadtointernal
frictionsassomemembersofstaffmaybattleintotheofficeonlytofindakeycolleaguehasn’tmadeit.
Likewisebusinesstravel,deliveries,collectionsandtheoperationsofsuppliersandothercontractorswillalsobedisrupted.Leanbusinessoperationsmeansthateventhesmallestdisruptionorstaffabsencehasthepotentialtocauseachainreactionofbusinessinterruptions.
WhereinLondondoyouworkandwhatimpactwillthishaveonyourcommute?GetAheadoftheGames
Staff attendance and absenteeismManybusinessesandorganisationsfearthatthetraveldisruptionswillresultinadramaticincreaseinthenumberofabsenteesandlatecomers.Theeffectthiswillhaveonworkforceproductivityalonecouldbeexcep-tionallydamagingtobusinesses’bottomline.
Businesses should review their staffing position for the summer to take the following into account:
•Annualleaverequests
•Higherlevelsofabsence
•Staffneedingtochangetheirnormalhoursofworkduetotransportissues
•Potentiallossinproductivity
•TimeoffforthosevolunteeringfortheGames
Staffshouldbeencouragedtoconsiderreducinganynon-essentialtravel,especiallyinpeakhours.Likewisetheopportunityforstafftoworkremotelyfromhomeshouldbeseriouslyconsideredasanoptiontomain-tain‘businessasusual’throughoutthebusyperiod.
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Threat to business continuityTheLondonOlympicsposeaveryrealthreattobusinesscontinuity.Whetheritiskeymembersofstaffordeliveriesbeingcaughtupintraveldisruptionsoraremoteworkforcethathasnotbeenfullyenabledthroughtheappropriatetechnology,‘businessasusual’maystillbeoutofreachforsomeorganisations.
Effectivecommunication,collaborationandcontinuityarebasicprioritiesforthemajorityofbusinessesandabreakdownherecanleadtoahostofproblemsfromreputationaldamagetofinancialloss.However,withoutsupportingtechnology,staffwhoworkremotelyaredoingnothingmorethanconnectingtheircorporatelaptoptoapersonalWi-Fi.Notonlywillthislimitworkforcecapabilityandproductivitybutitalsoopensupthepossibilityofbreakdownsincontinuity.
Inordertoensurethisdoesn’thappenitisimportantfororganisationstolookatthecapabilityoftheirexistingtechnologyinsupportinganewwayofworking.Ifcurrentsystemsdonotprovidethiscapabilityitisimper-ativetoanorganisation’sefficiencythattheylooktotechnologieswhich
do.Likewiseitiscounter-productivetosuddenlydeploynewtechnologyifallpartiesareunfamiliarwithit.Theymustbepreparedwellaheadofusingthesolution.
16%
17%
Only 17% of SMEs think they will benefit in any way from the Olympics, with 16% expecting to be damaged commercially
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London Olympics Survival Guide
3. Plan ahead to get the most out of your strategy
Avoiding disruptionBusinessesandorganisationsmustprepareaheadofexpecteddisrup-tionsinordertoensurethattheirtechnologywillsupportremoteworking.However,someorganisationshavebeenknowntoputthisoffandsub-sequentlystaffabsenteeismhasbecomeasignificantproblem.
ResearchconductedbyYouGov,commissionedbyCitrix,of2,000adultsand500smallbusinesses,foundthatduringtheheavysnowsofwinter2010,56percentofstaffwerelateordidnotmakeitintoworkatall.Afurther24percenthadtocancelorpostponemeetings.TheresultingcosttoUKbusinesswasmorethan£1billioninlostproductivityinjustasingleweek.Thisshowedhoworganisationscangetcaughtoutwhenhitbyexternaleventsthatcausedisruption.TheOlympicscouldhaveasimilarresult.
However,businessesweremuchbetterpreparedforsnowin2011.Comparedwiththepreviousyear26percentmorestaffworkedfromhomeduringtheperiodofdisruptionand12percentheldmoremeetingsonline.Yet,nearlythreeinfive(58percent)stilllackedanyconsistentcontinuityplantorespondtodisruptionsaffectingtheirbusinessinthelong-term.
Thesefindingsclearlyindicatethatwhenaremoteworkingstrategyhasbeenimplementedtheworkforcecanretainitsproductivityandthebusinesscanmaintaincontinuity.
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Getting staff on boardSomeemployeeswillfeelmorepositivethanothersaboutanoperationalchangesuchasremoteworking.However,byplanningthestrategyearlyandbygivingstafftimetoadjustandgetuptospeedwithnewsystemsandtechnologies,changecanbebetterreceived.Buy-incanalsobemoreeasilyachievedbyemphasisingthebenefitstotheindividual,likeimprovedwork-lifebalanceandreducedbusinesstraveltimeandcost.
Likewise,withanincreasinglytech-savvyworkforceitisprobablethatthesecollaborativetechnologieswillalreadybefamiliartomost.Addition-allywithremoteworking,staffareabletousetheirowndeviceswhichcanhavefurtherpositiveeffectsontheirproductivityandcostsavingsforthebusiness.
Increasing productivityResearchhasshownthatwhenstaffareabletousetheirowndevices,workforceproductivityincreases.AsurveybyYouGov,commissionedbyCitrix,ofseniorexecutivesandmanagersin700smallbusinessesacrosstheUK,FranceandGermanyexaminedhowconsumerdevicesarebeingadoptedintheworkplace,aspartofthebroadermovetowardsmoreflexiblewaysofworking.
Morethanonein10UKsmallandmedi-um-sizedbusinesseswhoaresuccessfullyintegratingtheuseofpersonaldevices,suchastabletsandsmartphones,intothebusinessareachievingsignificantincreasesinproductiv-ityinexcessof30percent.Atthesametime,onethirdoffirmsareseeinggainsof10percentandmore,reflectingthedramaticimpactofconsumerisationintheworkplace.Itis,however,vitaltoensurethathomeworkingandcollaborativetoolsaresupportedbyappropriateITandareliablenetwork.
56%
21%
The majority (56%) expect more staff to work from home and 21% anticipate holding more
meetings online.
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Ensuring network reliabilityConcernshavebeenraisedthatInternetservicesmayslowdownwiththeexcessiveusagepredicted
duringtheOlympics.Indevelopingacontinuityplanitisimportanttotakethispossibilityintoaccountand
ensurethatanyincreaseinhomeworkingissupportedbyInternetServiceProviders(ISPs).ByengagingISPsintheplanningpro-cessdemandsonthesystemcanbebetterunderstoodandmanaged.Likewise,byplanningoreventriallingthesystem,potentialflawscanbeidentifiedandsolutionscanbeputinplace.
4. Making it happen
Olympic trial runsManybusinessandorganisationshaveadoptedtrialrunsintheleaduptotheLondonOlympicstoensurethattheirremoteworkingstrategyandthesupportingtechnologyworksinpractice.
WhenO2conducteditsexperimenttoensureitwasfullypreparedfortheOlympicsitfoundthat88percentofitsstaffwerejustasproductiveworkingremotely,withone-thirdevenclaimingthattheygotmoreworkdonethanusual.
ThreethousandofO2’sheadofficeemployeestookpartinthetrialthatrequiredthemtoworkfromhomeforoneday.Inpreparation,O2upgradeditsvirtualprivatenetwork(VPN)anditsnetworkinfrastructure,whichsawa155percentincreaseinusersonthedayanda110percentincreaseinVPNdatasentacrossthenetwork.
O2showedthatwiththerightpreparationandtheappropriatetechnology,businessescansurpassthecapabilitiesofofficeworking,remotely.
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Operation StepChangeLikewisethegovernment’sownhomeworkingtrial,OperationStepChange,acknowledgedtheneedtoplanaheadandmakesuresupportingsystemswereinplacetoavoidmajorworkforcedisruptionduringthenationalevent.
Thegovernment’strialtookplaceinFebruary–wellaheadoftheGames–toassesswhetherofficialscouldworkfromhomeefficientlyusingremoteworkingtechnology,suchasteleconferencing,andwhetheritsnetworkswouldsupportthestrategy.
DuringtheOlympicsandtheParalympicsthegovernmenthasmadeplanstoreduceitscommuting,businesstravel,deliveriesandcollections.
Thegovernment’sinitiativeshowedthatitsworkforcecouldbeenabledthroughremoteworkingsoftwarewhichallowsstafftoworkmoreefficiently.
At a personal level, one in four (24%) senior managers expect to use their
smart phone or tablet away from the office more than usual over the
Olympic period.
24%
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Remote working softwareRemoteworkingisseenbymanyasatemporaryfixtoashort-termdis-ruption.However,thebusinessbenefitsofimplementingthistechnologycanreachfarbeyondtheinitialpredicament.
Flexibleworkingsoftwareprovidesasolutionthatmakesiteasyforcom-paniestosupportandtrustemployees,allowingthemtoworkasusual,despitehurdlessuchastheOlympics.
Whetheritisonlinemeetings,traininginitiativesandwebinars,orremoteITsupportandsecureaccesstoVPNs,manybusinessesmayhavealreadyadoptedcollaborativeflexibleworkingtosomedegree.
Remoteworkingsoftwareenablesbusinessestoworkflexiblyandgen-eratecostsavings,providingtheworkforcewithaflexible‘officeinthepocket’solution.Importantlythiscanbeeffectiveacrossawiderangeofcorporateandconsumerdevices.Asthesoftwareiseasytoinstall,appscanbeintroducedonselecteddevicesquicklyandtailoredtoindividualstaffneeds.
Collaborative workingPodio,afreemiumcloudservicefromCitrix,offersapowerfulteam-basedcollaborationplatformwhichsupportspeopleandteamsingettingworkdonethewaytheywantinasocialsetting.
Podioisa‘virtual’workspacewithauniqueappsconceptwhichaddsstructuretoanytypeofworkandenablescollaborationwithteams,suppli-ersandpartnerswithouttheneedtotravel.UsingPodio,teamscanmoreeasilytrackconversations,tasks,budgets,events,timelines,deliverablesandotherbusinessactivitiesincustomizedonlineworkspaces.CombinedwithGoToMeeting,itisapowerfulintegratedworkplatformfortoday’sincreasinglymobileanddistributedworkforce.
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Supporting mobile devicesAllowingstafftousetheirowndevicesforworkcanhaveapositiveimpactonthebusinessaswellasontheworkforce’sproductivityandmoraleandthiscouldbeakeyfactorduringtheOlympics.
OnlythreeyearsafterlaunchingitsBring-Your-Own(BYO)programme,Citrixachieveditsanticipated20percentcostsaving.Thiswasadirectresultoffewerdesktopsupportrequestsandincidentreports,duetothefactthatemployeespurchaseandmaintaintheirownworkdevices.
AccordingtoasurveybyVansonBourne,53percentofITprofessionalsintheUKhaveimplementeddesktopvirtualisationsolutionsinordertosupportthediverserangeofdevicesthatemployeesarebringingintotheworkplace.With73percentbelievingthiswilloffergreaterflexibilityfortheworkforce,78percentbelievedesktopvirtualisationandBYOwilldeliverreducedITcostsforbusinesses.
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5. Survey findings on the Anticipated Impact of the OlympicsOurYouGovstudyaskedmorethan500seniordirectorsandmanagersacrossabroadrangeofSMEsinthemanufacturingandservicesectorsabouttheimpactoftheOlympicsontheirbusinesses.
Key survey findings•Almosthalf(41%)ofSMEsintheLondonareaexpecttosufferdis-ruptionasadirectresultofthe2012Olympics
•Onlyoneinfive(21%)ofSMEshaveputinplaceabusinesscon-tinuityplanfortheOlympicsandevenfewer(10%)areadoptingnewworkingpracticestominimisepotentialinterruptions
•Only58%ofsmallfirmsarepreparedtocopewiththeexpecteddisruption,despiteconcernsaboutstaffarrivinglateornotatall
Only one in five (21%) have put a business continuity plan in place.
21%
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•Board-leveldirectorsaremostnervousaboutpotentialimpact,withmorethantwo-thirds(67%)expressingconcern,yetthisisnotmatchedbyahigher-than-averagelevelofbusinesscontinuityinitiat-ivesinresponse
•Ofthosebusinessesexpectingsomedisruption,anoverwhelming87%believeproductivitywillsuffer
Areas of concern•64%believethatsomestaffwillbelateintowork,with27%concernedthattheywon’tgetinatallandsobeunabletowork
•47%expecttohavetocancelorpostponemeetingsand40%anticipatethatsuppliersandotherbusinesscontactsmaybeunavailable
•Morethanonethird(37%)trusttheirstafftomakeupanytimelost.However,another34%expectproductivitytodrop,asstaffmayusethedisruptionasanexcusetoavoidgettingworkdoneoraredistractedbyhigh-profileeventsduringofficehours
Use of supportive flexible working technologies
•Overall,56%ofSMEsexpectmorestafftoworkfromhomeand21%thatmoremeetingswillbeheldonline
•82%ofseniordirectorsandmanagershaveatleastonesmartdevice,eitherwork-suppliedorpersonally-owned
•Although61%ofdirectorsandmanagersexpecttobe‘chainedtotheirdeskasusual’,28%plantousetheirsmartphonesand/ortabletstoworkathomeorotherwiseremotely
•24%expecttousetheirsmartphoneortabletawayfromtheofficemorethanusualovertheOlympicperiod
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WhilethesurveyindicatesthatSMEsarebecomingmoreawareofthedamagingeffectthattheOlympicscouldhave,toomanyarestillfailingtorespondwiththepositiveinitiativesneededtoensurebusinesscontinuity.However,onamorepositivenote,thefindingsalsohighlightthetrendtowardsmoreremoteworking,supportedbytheincreaseinintelligentcommunicationsdevices.
6. Surviving the OlympicsTheLondonOlympicsarefastaproachingandbusinessesandorganisa-tionshopingtoavoidmajordisruptionsandensure‘businessasusual’duringtheGamesmustputtheirstrategyinplacenow.
Organisations must address certain key areas:
Plan aheadThelossofcontinuityisaveryrealthreattobusinessesandorganisationsandabreakdownherecanleadtofinanciallossandreputationaldamage.Whetheritiskeystaffmembersbeingunabletogetintotheofficeoraremoteworkforcethatisnotenabledbyappropriatetechnology,businessesmustplanaheadinordertoensurethisisavoidedandthatstaffareabletocarryon‘businessasusual’.
Businessesthatallowtheirstafftoworkremotelymustlookatthecapabilit-iesoftheirexistingtechnologyinsupportingthiswayofworking.Ifcurrentsystemsdonotsupporttheorganisationsrequirements,whetherthisisonlinetrainingormeetings,thenthebusinessmustlooktonewsolutionswhichdo.
ItisimperativeforbusinessesandorganisationstoensurethatthesupportingtechnologyfulfilsallrequirementswellbeforetheGamesdisruptionbegins.
Get staff on boardBuy-infromstaffcanbemoreeasilyachievedbyemphasisingthebenefitstotheindividual,likereducedbusinesstraveltimeandcost,andimprovedwork-lifebalance.
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Today’sworkforcearemoretech-savvyandthemajoritywillalreadyhavearangeofcollaborativedevicesandtheircommitmenttoremoteworkingcanbeincreasedbyallowingthemtousethesetools.Researchhasalsoshownthatmorethanonein10businesseswhohaveintegratedpersonalsmartdeviceshaveachieveda30percentincreaseinproductivity.
Businessescanmakesignificantcostsavingsandbenefitfromfewerdesktopsupportrequestsandincidentreportsduetothefactthatemployeespurchaseandmaintaindevicesthemselves.
Adopt appropriate remote working softwareRemoteworkingsoftwareprovidesorganisationswithasolutionthatallowsthemtosupportandtrusttheiremployeesandenablethemtoworkasusual,evenduringdisruptiveeventssuchastheOlympics.Whethertheyneedsecureaccesstoofficedesktopsandnetworks,theabilitytoconductonlinemeetingsoraplatformforvirtualcollaboration,allorganisationscanbenefitfromhavingtechnologyinplacetosupportremoteworking.
Review staffing arrangementsTraveldisruptionisverylikelytohaveanimpactonstaffattendance.Itishighlyprobablethatduringthethree-monthperiodinwhichdisrup-tionsarelikelytooccur,mostorganisationswillexperiencesomelevelofabsenteeismorlateness.Itisvitalthatbusinessesplanforpotentialstaffissuessuchas:
•Higherlevelsofabsence
•Annualleave
•Lossofproductivity
•TimeoffforGamesvolunteering
Byallowingstafftoworkremotelyorchangetheirworkinghourstooff-peaktimesbusinessescantakebettercontrolofwhatcouldbeanunpredictablesituation.
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Prepare for transport disruptionsTheimpactthattheOlympicswillhaveonLondon’spublictransportanditsroadswillbehuge.Inordertoavoidmajordisruptionstoemployees’journeys,businesstravel,deliveries,collectionsandtheoperationsofsuppliersandothercontractors,employersmustconsiderotheroptions,suchas:
•Arrangingdeliveriesoutofpeaktimes
•Reducingallnon-essentialtravel
•Allowingstafftoworkremotely
•Offeringalternativeworkinghours
Bytakingthesesimplestepsbusinessesandorganisationscanensurethatproductivityismaintainedandbusinessinterruptionsareminimised.
Be ready for future changesWithrecentIDCpredictionsstatingthatmorethanone-thirdoftheworld’sworkforcewillbemobileby2015,itisclearthatworkingpracticesarechanging.
Today’sworkforceisdemandingamoreflexibleapproachandthetech-nologiestosupportit.Likewisebusinesseshavebeguntorealisethepositiveimpactflexibleworkingcanhaveonproductivityandalsotheirbottomline.Collaborative,remoteworkingtechnologyisprovidingtheworkforcewithaflexible‘officeinthepocket’solutionandwitheventsliketheLondonOlympicsdrawingnear,thiswillbeacrucialtoolfororganisa-tionstomaintainbusinessasusual.
Whilethesesolutionswillprovideanswersforshort-termproblemsliketheOlympics,businessesshouldbeusingtheeventasacatalysttoconsideralong-termstrategyforfuturechange.
About CitrixCitrix(NASDAQ:CTXS)transformshowbusinessesandITworkandpeoplecollaborateinthecloudera.Withmarket-leadingcloud,collaboration,networkingandvirtualizationtechnologies,Citrixpowersmobileworkstylesandcloudservices,makingcomplexenterpriseITsimplerandmoreaccessiblefor260,000organizations.Citrixproductstouch75percentofInternetuserseachdayanditpartnerswithmorethan10,000companiesin100countries.Annualrevenuein2011was$2.21billion.Learnmoreatwww.citrix.com
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156EN_EB/2012-06-13
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