Commsdays nairobi2013

Knowledge sharing tools update and refresher sessions

17-20 September 2013, Nairobi

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Overall Schedule

Tuesday 11:00-12:30 - Comms tools training for Directorate, wikis, web profile, yammer (infocenter) Tsehay/Daniel 14:30-16:00 - Knowledge and awareness session on KM and comms tools (Infocenter) Tsehay/Daniel/Abenet Wednesday 11:00-12:30 - Comms tools training for HR, blogs, web profile, yammer (infocenter) Tsehay/Daniel 13:30-14:30 - Seminar with Nick Scott: Communicating research to influence development policy and practice (InfoCenter) 14:30-16:00 - Knowledge and awareness session on KM and comms tools (Infocenter) Tsehay/Daniel/Abenet Thursday 09:00-11:00 - Comms team refresher session on tools (JVC) ALL 11:00-13:00 - KM and comms side meetings 11:00-12:30 - Comms tools training for Finance, ilinet, web profile, yammer (infocenter) Tsehay/Daniel 11:30-12:30 - Seminar with Carlos Quiros and Fredrick Otieno: Introducing ILRI’s new GIS portal and research data management strategy (JVC) 13:00-1400 - Comms lunch (Poolside) ALL 14:00-17:00 - KM and comms side meetings 14:30-16:00 - Knowledge and awareness session on KM and comms tools (Infocenter) Tsehay/Daniel/Abenet Friday 08:30-10:30 - KM and comms side meetings 10:30-11:00 - Campus coffee morning 11:00-13:00 - Comms team planning meeting (JVC) ALL 13:00-1400 - Comms lunch (Poolside) ALL 14:00-17:00 - KM and comms side meetings 14:30-16:00 - Knowledge and awareness session on KM and comms tools (Infocenter) Tsehay/Daniel/Abenet

Objectives:

• Inform new staff on ILRI KM and comms tools and approaches and support
• Provide team-focused support and hands on sessions on selected tools based on thier needs
• Refresh comms staff on the tools and systems we use to capture and disseminate ILRI's knowledge

We distinguish between different types of people and tools:

1. 'Readers' - tools and services that we expect staff to consume or use (sign up for feeds and alerts, read blogs, find resources, get support ...)

2. 'Contributors' - tools and services where we expect all/most staff to be more actively engaged in adding/updating/contributing content (web profile, yammer, wikis...)

3. 'Authors' - tools and services where we expect some staff to 'publish' content (mainly through blogs, can also include personal social channels like twitter)

4. 'Editors' - tools and services where we expect a few, mainly comms people, to manage different types of content (blogs, slideshare, cgspace, flickr, document publishing, etc.).

1. What and where to find ILRI knowledge. Awareness and refresher sessions for (new) staff: Intro to ILRI's 'big five' comms tools [90 mins)

• Hands on Yammer (reader and contributor)

General introduction about yammer Login to yammer/update your profile Following Sharing Notifications

• Hands on website profiles (contributor)

General introduction about the website how to access / what to get where Update your profile (login with your window credential and update)

• Wiki awareness (reader and contributor)

get an account login edit pages get notifications upload files

• CGspace awareness (reader)

Introduction to CGspace/Mahider Browsing CGSpace/Mahider by collections, type, etc... Searching for specific items Subscribing to e-mail alerts and RSS feed contributing content (via others)

• Finding and following (ILRI) info (reader)

website blogs rss and email feeds calendars website channels (web, multimedia, social, ...) journals and infocenter services maarifa faq support from KMIS and comms

2. Lunchtime Presentations/Seminars

1. Carlos and Fred on Data and GIS management at ILRI
2. Nick Scott on communicating to the world

3. KM and KS tools refresher for comms staff

19 Sept 9-11 am in the JVC

General intro by Peter on overall approach and principles then peer-to-peer updating and sharing on all the tools we use

• Yammer
• Wikis
• Blogging/ good practice/ title
• Dspace/mahider submitting / update
• Ilri website/profile update
• Slideshare
• Flickr
• Google calendar
• Ilri-comms wiki (how to update follow the guide properly, we will see Flickr guide in depth here)
• Ilri-comms yammer update

4. Comms side meetings

Informal meet-ups/hang-outs on different knowledge sharing products

• publishing and disseminating 'documents'

brochures /publishing/flyers/brochures templates, design, layout editorial pool review process

• Internal comms

the week ahead calendars yammer

• e-newsletters
• contacts
• photo management
• video and film publishing
• photo and video ethics

Informed Consent and Release for ILRI Communications [photo & video ethics]: 19 September 2013 Present: Paul Karaimu, Muthoni Njiru, Tarni Cooper, Linda Opati, Tezira Lore, Dorine Odongo, Apollo Habtamu, Nancy C Moss, Meron Mulatu, Vivian Atakos, Zerihun Sewunet, Jane W Gitau

Summary of group discussion

• Communications staff members from ILRI Addis and Nairobi agreed that this is an important issue and wish to draft guidelines with minimum criteria for the informed consent and release process
• In the past, practices have relied on individual judgment and therefore have varied widely.
• Important to protect both subjects (ethics) and ILRI (law and relationships)
• Local, cultural norms and laws will have to be taken into account
• Input from legal advisors, social scientists and Institutional Resarch and Ethics Committee will be sought, in drafting guidelines

Social media guidelines: 20 September 2013 Present: Tsehay Gashaw, Tesfaye Jemaneh, Dorine Odongo, Zerihun Sewunet, Tezira Lore

Summary of group discussion

• Annex 3 (on the list of ILRI social media channels): Add Twitter and Facebook. Could remove Pinterest as this is not used much.
• There may be need to develop guidelines for specific tools (e.g. for LinkedIn, how to ensure your personal profile appears on the ILRI LinkedIn page)
• On page 4 ("Correct mistakes and quickly admit any you make") and page 5 ("Respond to constructive criticism"), there is need to explicitly state who should be contacted, not just "someone from the communications and knowledge team". Ideally, this should be someone authorized to speak on behalf of ILRI e.g. head of public awareness or director of communications.
• Use a positive, encouraging tone to encourage staff to begin using social media to communicate about ILRI work; could add a section to address the question "what's in it for me?" somewhere in the introductory section so that people see the benefit of using their own social media accounts to communicate ILRI work first, before launching into the main guidelines and instructions on what to do and what not to do.
• On page 6 ("Creating ILRI social media channels"), state the procedure for creating a new ILRI social media account (expand on the statement: "All ILRI social media platforms are set up centrally")
• On page 5, the section "Spread the work and connect with people" does not explain how people can get connected with ILRI's social media channels.

CGSpace: 19 September 2013

Present: Peter Ballantyne, Sisay Webeshet, Alan Orth, Bizuwork Mulat, Abenet Yabowork

Summary of group discussion indicating tasks to be done in order of priority

1. New communities set-up for CG research programs and centers 2. CGspace new item-level display 3. Creating LDAP (Lightweight Directory Access Protocol) user groups and limiting access to CGSpace items 4. Moving to a new server 5. Testing and implementing thumbnails generation by the system 6. Batch uploading mechanism 7. Discovery module customization and installation 8. Atmire modules customization - to be done during the October Dspace Meeting with @mire 9. Harvesting of contents from other Dspace repositories to CGSpace 10. Content migration to Drupal 11. Upgrade to Dspace 3.2

5. Comms planning update

Photo and Video group discussions

Photo Lightroom 5/ photo management software

• Archive and store field raw picture to Google drive
• Use Lightroom between us to manage photos
• It helps to tag, caption and write description for each photo then it will go as is on Google drive and flickr
• Consider buying lightroom5 to manage photos better and also share b/n Nairobi and Addis team
• From Addis end Apollo will upload the photos to Google drive
• From Nairobi end Susan and Muthoni will upload pictures to Google drive
• Whoever uploads picture please make sure to keep photos private until it is reviewed by the second person
• Paul to liaise with HR for new staff photos

Video:

• We decide to put and archive all the videos to YouTube
• We can’t post across blip and YouTube
• Clare is moving her videos to Vimeo
• Peter is going to look to Blip if they are going to allow us to continue using it
• Paul is going to put the photo film on Youtube
• All the videos from on will go to YouTube
• While uploading video keep it private until it gets approved
• Peter to clarify and to come up with playlist for videos (think of the event and workshop)?

New staff Comms induction:

group members: Emaelef, Paul, Muthoni, Jane, Daniel, Apollo, Nelson, Abenet What do new staff need to know? a) What do you need to do today? i. Self profiles, yammer, business card, email signature b) How do you find information in ILRI? i. CG Space, publications; website, calendars c) How can you make your work easier? i. Tools, video, How do we deliver it? 1) Induction Pack: a. Prepare easy-to-print Information pack b. Checklist on ILRINET, automatic email from IT? Possibility?) each question to have a contact person with email address c. Dummy package printed and put in HR 2) Announce in Kampus calendar; coffee mornings, invite them to Komms Kilnics, face-to-face with coffee 3) Who is responsible? i. Tsehay – Addis ii. Angela and Nelson – Nairobi iii. HR to inform Comms people iv. Admin Assistants in the region v. Liaise with HR on induction to have a general comms PPT.

Comms Planning: Question 3 - We may need to re-assign some existing staff to meet emerging demands... Present: Emaelaf Kebede, Zerihun Sewunet, Bizuwork Mulat, Nelson Mwalwala, Vivian Atakos, Daniel Haile-Michael, Tezira Lore

Develop the road-map first

• Develop a communications strategy aligned with CRPs and ILRI CSFs
• Capitalize on the skills of existing staff; carry out a skill analysis
• Fill emerging demands/gaps by outsourcing and recruitment
• Sharing skills among staff geographically as well and with different worldwide specialized institutions e.g. CGIAR, NARS, universities

Re-assignment

• Restructure
• Realign
• Promote and re-promote
• Re-assign
• Motivation

Monetary Career development/skills Promotion