Communications support

Communication support FAQs

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The purpose of the FAQs (frequently asked questions) 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.

Please edit these pages as you see fit and as you see out-of-date information.

How do I...?

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

REQUEST A BUSINESS CARD (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 cost code for printing.

WORK WITH KNOWLEDGE SHARING & COMMUNICATION STRATEGIES

• Q: Get some advice on my project's or team’s knowledge sharing, communication and engagement strategy?
• A: Email Tsehay Gashaw at t.gashaw@cgiar.org

• Q: Arrange 'social reporting' for my event (blog, video, photo, presentations, etc.)
• A: Contact Tsehay Gashaw at t.gashaw@cgiar.org for events

Work on Public awareness?

PUBLIC AWARENESS AND ADVOCACY WORK

Q: Raise public awareness of my work, product, event?

1. Discuss options with your program communications specialist for standard work
2. 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/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?

1. 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)
2. For Ethiopia media work, also keep Meron Mulatu informed
3. For institute-wide, international or high-profile coverage, consult Susan MacMillan well in advance (e.g. at least 2 months before a high-profile paper is published)

Q: Get a story written about my work aiming to influence specific groups?

1. Work with your program communications specialist to develop a blog article
2. 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 servicedesk@cgiar.org

• Q: How do I get broadcast my event across the web?
• A: Contact ICT Service Desk E-mail: servicedesk@cgiar.org

• Q: Which web tool should I be using for my meeting?
• A: Please refer to the guide

FACE-TO-FACE MEETINGS AND EVENTS

• Q: Design and facilitate a face-to-face event (meeting, conference or workshop)?

1. 1. In Addis Ababa and Nairobi, contact Tsehay Gashaw. Still in Nairobi, though beyond ILRI, you might contact: Ed Rege (PICO team - ed.rege@picoteamea.org) and/or Sue Canney-Davidson (sue@pipal.com)
   2. For any other event around the world [Tsehay Gashaw]
   3. Excellent global facilitators we recommend include: Ewen Le Borgne (e.leborgne@cgiar.org) based in the Netherlands. Peter Ballantyne (p.ballantyne@cgiar.org) based in Scotland. Ed Rege (ed.rege@picoteamea.org) based in Nairobi, Amanda Harding (sipan@wanadoo.fr) based in Paris, Carl Jackson (carl.jackson@wkg.uk.net) based in Hastings UK, Pete Cranston (pete.euforic@gmail.com) based in Oxford UK and Nancy White based in Seattle (nancyw@fullcirc.com).

• 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 at t.gashaw@cgiar.org

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

Contact [Tsehay Gashaw]

• Q: Request 'graphic facilitation/recording' support for an event or otherwise
• A: Contact Alfredo Carlo at Housatonic ([alfredo@housatonic.eu]) / tel +39 051 6192511 - fax +39 051 6193535 / mobile +39 329 2224093File:Resource://skype ff extension-at-jetpack/skype ff extension/data/call skype logo.png+39 329 2224093) 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?

1. 1. In Addis, email Apollo Habtamu at [a.habtamu@cgiar.org], or [Bethlehem Alemu]in his absence.
   2. 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 etc.

• Q: Find out how to make your work / process / project / event more interactive and engaging
• A:

Contact [Tsehay Gashaw]

DEVELOP COLLABORATION PLANS

• Q: Find out how to get your team, partners, program to collaborate and set up its 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: Download the PDF file or send an email to James Stapleton [j.stapleton@cgiar.org]

• Q: Submit a manuscript for publication in an ILRI publication series?
• A: Send an email to James Stapleton [j.stapleton@cgiar.org]

• Q: Obtain an ISBN for my ILRI publication?
• A: Send the title of the manuscript (as will be published) to Tsion Issayas [t.issayas@cgiar.org]

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

• Q: Upload a document onto the ILRI website?
• A: All documents are published through CGSpace. Many people across ILRI can help with this (Abenet Yabowork, Bizuwork Mulat, Tezira Lore). Some document types (posters, presentations etc.) are posted to specialized web services – see questions under WEB POSTINGS below.

EXTERNAL EDITORIAL ASSISTANCE

• Q: Find a freelance editor, writer, designer, photographer?
• A: Consult our editorial resources page or email James Stapleton [j.stapleton@cgiar.org]

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: Apollo Habtamu ([a.habtamu@cgiar.org]) in Addis Ababa and generally.

• Q: Get help in designing and producing a poster for my project?

1. 1. Work with your program/CRP comms staff
   3. In Nairobi, contact [Paul Karaimu]

> > Q: Get a poster for my project printed?

1. 1. In Addis, email [Apollo Habtamu]
   2. In Nairobi, email [Wilson Maina] and copy [Paul Karaimu]

> > Q: Get an exhibit made for an event?

1. 1. Discuss options with your program/CRP comms staff
   2. For additional support, in Nairobi, consult [Susan MacMillan]
   3. In Addis, consult [Meron Mulatu]

Work with training and capacity development?

TRAINING MATERIALS

• Q: Produce some online e-learning materials?
• A: Consult Phil Sambati ([p.sambati@cgiar.org]) in the Impact at scale program.

'KOMMS KLINICS

• Q: How do I organize a Komms Klinics session contact [Tsehay Gashaw]
• A: If you want to host a Komms Klinics for your session 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: Publish an update on ilrinet?
• A: For ILRI announcements, email Parmilia Yeshitella at: [p.yeshitella@cgiar.org]

• Q: Need technical assistance on ILRInet? ([[2]])
• A: Email Daniel Haile-Michael in Addis, at: [d.haile-michael@cgiar.org]

MULTIMEDIA PRODUCTS

Q: Make a film or photofilm about my project?

1. In Nairobi, consult [Paul Karaimu]
2. In Addis, consult [Apollo Habtamu]

AUDIO SLIDESHOW

Q: Produce an audio slideshow, audio recording, podcast or other multimedia product for my project?

1. In Nairobi, consult [Paul Karaimu]
2. In Addis, Apollo Habtamu [a.habtamu@cgiar.org]

PHOTOGRAPHY

Q: Get some photos taken of my event?

1. In Addis, email Apollo Habtamu at [a.habtamu@cgiar.org]
2. In Nairobi, email [Paul Karaimu]

WEBSITE

• Q: Edit my team or project pages on the ILRI website?
• A: Depending on your program, email [Tezira Lore]

• Q: Edit my personal page on the ILRI website?
• A: Email Daniel Haile-Michael, at: [d.haile-michael@cgiar.org]

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• Q: Need technical assistant on ILRI website? (www.ilri.org)
• A: Email Daniel Haile-Michael in Addis, at: [d.haile-michael@cgiar.org]

WEB POSTINGS

• Q: Publish a presentation or poster on the ILRI SlideShare page?
• A: Email Bizuwork Mulat ([b.mulat@cgiar.org]).

>

• Q: Publish my photos online?
• A: Email Beamlak Tesfaye at [b.tesfaye@cgiar.org] or Apollo Habtamu at [a.habtamu@cgiar.org]

>

• Q: Submit an event to the ILRI calendar?
• A: Email Parmilia Yeshitella at: [p.yeshitella@cgiar.org]

• Q: Submit my report to ILRI’s repository?
• A: In Addis, email Bizuwork Mulat ([b.mulat@cgiar.org]) or Abenet Yabowork at: [a.yabowork@cgiar.org]

> Depending on your program, email [Tezira Lore].

WEB PLATFORMS

• Q: Set up a blog for my project?
• A: Email Daniel Haile-Michael at: [d.haile-michael@cgiar.org]

• Q: Set up a wiki for my group or project / this will be replaced soon with another collaboration platform.
• A: Email Bernhard Hack at: b.Hack@cgiar.org or Tsehay Gashaw at: [t.gashaw@cgiar.org]

• Q: Find out about Yammer?
• A: Check these simple guidelines and in Addis, contact Tsehay Gashaw at: [t.gashaw@cgiar.org]

• Q: Find out about CGXchange?
• or visit the CGXchange web page

• Q: Set up a SurveyMonkey survey?
• A: In Addis, email Tsehay Gashaw at: [t.gashaw@cgiar.org]. In Nairobi, email Jane Poole at [j.poole@cgiar.org]

Find extra materials, equipment resources?

INFO MATERIALS

• Q: Buy or borrow or obtain a journal article or other information material?
• A: email Wilson Maina at [w.maina@cgiar.org]

• Q: Request a literature search?
• A:email Wilson Maina at [w.maina@cgiar.org]

• Q: Which journals does ILRI subscribe to?
• with any queries.

• Q: Access e-journals and e-resources?
• A: For e-journals go to [http:ilrinet.ilri.cgiar.org/infocentre/pageselflink.asp?pageid=359&menuid=26| http:infoilri.wordpress.com/ilri-journals-list/]
• A: For e-resources go to [[3]]

• Q: Search the InfoCentre catalogue over the Internet?
• A: Search CGSpace ([https:cgspace.cgiar.org/| https:cgspace.cgiar.org]) or browse ILRI publications on CG Books

INFOCENTRE

• Q: What are the opening times?
• A: Nairobi: Monday to Friday 0800 – 1630 hours
• A: 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 Parmilia Yeshitella at: [p.yeshitella@cgiar.org]

• Q: Book the Nairobi Infocentre for a meeting?

> A: Email Wilson Maina [w.maina@cgiar.org]

INTERNET CAFÉS

• Q: Who can use the internet cafés?
• 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 ask ICT helpdesk at: [servicedesk@cgiar.org]