Communications support

From ilri-comms ilriwikis

Communication support FAQs

The purpose of the frequently asked questions (FAQs) is to guide staff and partners to sources of assistance on information and communications resources at ILRI. This page is structured according to the main areas of communication and knowledge management work:

  1. General communication and knowledge management (and doing things by yourself)
  2. Public awareness
  3. Events, engagement and collaboration
  4. Publishing
  5. Design
  6. Work with specific tools and platforms
  7. Training and capacity development
  8. Extra resources, materials and equipment

How do I...?

Work on general communication and knowledge management (and do things myself)?

Q: Request for ILRI business cards (ILRI staff only)
A: Go to [1] and enter your usual ILRI login credentials; check your information, edit this information if needed, select the number of cards you want and give us the charge code for printing.

Work with knowledge sharing and communication strategies

Q: Get some advice on my project's or team's knowledge sharing, communication and engagement strategy?
A: Contact Tsehay Gashaw

Q: Arrange 'social reporting' for my event (blog, video, photos, presentations etc.)
A: Contact Tsehay Gashaw for events

Work on public awareness and advocacy?

Q: Raise public awareness of my work, product, event?
A: Discuss options with your program communications specialist for standard work or email Susan MacMillan for high-profile or institution-wide matters (e.g. developing an opinion piece to run in major media or strategic advice on appropriate messaging for influencing policymakers in a slide presentation or photofilm). Note that at this time we are unlikely to be able to support most mid- or low-level public awareness or advocacy work, which will have to be done mostly by projects and programs themselves.

Q: Obtain media coverage for my work, product, event?
A: Consult your program communications specialist for getting local media coverage, always copying Susan MacMillan and Shirley Tarawali for their information and prior approval (prior approval is needed for all media work). For Ethiopia media work, also keep Meron Mulatu informed. For institute-wide, international or high-profile coverage, consult Susan MacMillan well in advance (e.g. at least two months before a high-profile paper is published).

Q: Get a story written about my work aiming to influence specific groups?
A: Work with your program communications specialist to develop a blog article. For strategic help, talk to Susan MacMillan.

Work with events, engagement, collaboration?

Online and virtual meeting tools

Q: How do I get a web conference for my meeting?
A: Contact ICT Service Desk

Q: How do I get broadcast my event across the web?
A: Contact ICT Service Desk

Q: Which web tool should I use for my meeting?
A: Refer to the guide on Virtual meeting tools

Face-to-face meetings and events

Q: Design and facilitate a face-to-face event (meeting, conference or workshop)?
A: In Addis Ababa and Nairobi, contact Tsehay Gashaw. In Nairobi, though beyond ILRI, you might contact Ed Rege or Sue Canney-Davidson. For any other event around the world, contact Tsehay Gashaw. Excellent 'global' facilitators we recommend include Ewen Le Borgne based in the Netherlands; Peter Ballantyne based in Scotland, Ed Rege based in Nairobi, Amanda Harding based in Paris, Carl Jackson based in Hastings UK, Pete Cranston based in Oxford UK and Nancy White based in Seattle.

Q: Get support to from the ILRI communication team for your event or meeting?
A: Check the communication support checklist for events or contact Tsehay Gashaw

Q: Organize the logistics of a face-to-face event (meeting, conference or workshop)?
A: Follow this event logistics checklist or contact Tsehay Gashaw

Q: Request graphic facilitation/recording support for an event or otherwise?
A: Contact Alfredo Carlo at Housatonic and check this page on Graphic facilitation and recording. Mind that their fee rates are well above average and likely to be vetoed by P&OD.

Q: Get some photos taken of my event?
A: In Addis, email Apollo Habtamu or Bethlehem Alemu in his absence. In Nairobi, email Paul Karaimu (special events)

Develop engagement processes (online and/or offline)

These could be surveys, social media campaigns, consultation processes, engaging and interactive events and conversations.

Q: Find out how to make your work, process, project or event interactive and engaging?
A: Contact Tsehay Gashaw

Develop collaboration plans

Q: Find out how to get your team, partners or program to collaborate and set up their information systems accordingly?
A: Contact Ben Hack and Tsehay Gashaw

Work with publishing and editing?

Publishing

Q: Decide which type of ILRI publication I should publish?
A: Refer to the ILRI strategy on research publishing

Q: Submit a manuscript for publication in an ILRI publication series?
A: Email Tsion Issayas

Q: Obtain an ISBN for my ILRI publication?
A: Send the title of the manuscript (as will be published) to Tsion Issayas

Q: Select a copyright text and license for my report, photo, PowerPoint presentation or website?
A: Creative Commons [cc_license see standard text]

Q: Upload a document onto the ILRI website?
A: All documents are indexed in CGSpace. Many people across ILRI can help with this (Abenet Yabowork, Bizuwork Mulat, Tezira Lore). Some document types (posters and presentations) are posted to specialized web services; see questions under the section on Web postings below.

External editorial assistance

Q: Find a freelance editor, writer, designer, photographer?
A: Consult our communications consultants roster

Work with design?

Graphics design

Q: Get design advice and assistance for my project (digital colour printing, offset printing, posters, publications, event displays or photography)?
A: Contact Apollo Habtamu in Addis Ababa and generally

Q: Get help in designing and producing a poster for my project?
A: Work with your program communications specialist; in Nairobi contact Paul Karaimu

Q: Get a poster for my project printed?
A: In Addis, email Apollo Habtamu. In Nairobi, email Wilson Maina and copy Paul Karaimu

Q: Get an exhibit made for an event?
A: Discuss options with your program communications specialist. For additional support, in Nairobi, consult Susan MacMillan. In Addis, consult Meron Mulatu

Work with training and capacity development?

Training materials

Q: Produce some online e-learning materials?
A: Consult Phil Sambati of the Impact at scale program

Komms Klinics

Q: How do I organize a Komms Klinics session?
A: Contact Tsehay Gashaw. If you want to run a Komms Klinics session visit this Komms Klinics checklist page.

Work with specific tools and platforms?

Intranet

Q: Need to publish an update on ILRInet?
A: For ILRI announcements, contact Mahlet Kassahun

Q: Need technical assistance on ILRInet?
A: Email Daniel Haile-Michael

Multimedia products

Q: Make a film or photofilm about my project?
A: In Nairobi, consult Paul Karaimu. In Addis Ababa, consult Apollo Habtamu

Audio slideshow

Q: Produce an audio slideshow, audio recording, podcast or other audio product for my project?
A: In Nairobi, consult Paul Karaimu. In Addis Ababa, consult Apollo Habtamu

Photography

Q: Get some photos taken of my event?
A: In Nairobi, email Paul Karaimu. In Addis Ababa, email Apollo Habtamu.

ILRI website

Q: Edit my team or project pages on the ILRI website?
A: Contact your program communication specialist.

Q: Edit my profile page on the ILRI website?
A: Log in using your Windows credentials and edit your profile

Q: Need technical assistant on the ILRI website?
A: Contact Daniel Haile-Michael

Web postings

Q: Publish a presentation or poster on ILRI SlideShare?
A: Contact Bizuwork Mulat

Q: Publish my photos on ILRI Flickr?
A: Contact Apollo Habtamu

Q: Submit an event to the ILRI calendar?
A: Contact Mahlet Kassahun

Q: Submit my report to CGSpace?
A: Contact your program communications specialist. For units/programs without communication support, contact Bizuwork Mulat or Abenet Yabowork.

Web platforms

Q: Set up a blog for my project?
A: Contact Tsehay Gashaw

Q: Set up a wiki for my group or project?
A: Email Ben Hack or Tsehay Gashaw

Q: Find out about Yammer?
A: Refer to the Yammer guidelines or contact Tsehay Gashaw

Q: Find out about CGXchange?
A: Visit the CGXchange web page

Q: Set up a Survey Monkey survey?
A: In Nairobi, contact Jane Poole. In Addis Ababa, contact Tsehay Gashaw

Find extra materials, equipment resources?

Info materials

Q: Buy or borrow or obtain a journal article or other information material?
A: Contact Wilson Maina

Q: Request a literature search? A: Contact Wilson Maina

Q: Which journals does ILRI subscribe to?
A: Contact Wilson Maina

Q: Access e-journals and e-resources?
A: For e-journals go to the Journals at ILRI page on Maarifa blog. For e-resources go to the e-resources page on the Maarifa blog

Q: Search the InfoCentre catalogue over the Internet?
A: Search CGSspace or browse ILRI publications on CG Books

Infocentre

Q: What are the opening times?
A: Nairobi: Monday to Friday 0800–1630 hours. Addis Ababa: Monday to Friday 0815–1645 hours

Q: Who can borrow books from the InfoCentre?
A: Staff members can check out books while external users can use only on the premises. External users can check out books if only their affiliated institution has an Inter-lending agreement with ILRI InfoCentre.

Q: Book the Addis InfoCentre for a meeting?
A: Email Mahlet Kassahun

Q: Book the Nairobi Infocentre for a meeting?
A: Email Wilson Maina

Internet cafés

Q: Who can use the internet café
A: ILRI staff members, staff members of other CGIAR centres, external registered users, guests, trainees, postdoctoral fellows and consultants are eligible to use the internet café.

Q: When is the internet café open?
A: The Internet café is open from Monday to Friday between 0815 and 1630 hours for all users (internal and external); internal users can access the Internet café 24 hours, from Monday to Sunday and on all public holidays.

ICT and computers

Q: Where do I find information about ICT services at ILRI?
A: Visit the ILRI-ICRAF ICT portal or email ICT Service Desk