Post on 26-Jun-2020
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Improving Internal Communications in Higher Education OrganisationsHEAnet 2019
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Agenda
Workvivo OverviewJohn Goulding, CEO, Workvivo
Internal Communications Project - UCCMichael Tobin, Senior Technical Officer, UCC
Workvivo Rollout - CITJonathan McCarthy, Head of IT, CIT
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Workvivo OverviewJohn Goulding
An Internal Communications Platform with a difference!
• 100% designed around the research-driven key pillars of staff engagement.
• Connect staff with your organisation’s goals
• Build a strong culture of recognition
• Supercharge your internal communications
• Measure your staff engagement levels
Activity Feed
See what’s happening through the main Activity Feed which allows staff from all parts of the organisation consume, publish and interact with many different types of Update. Internal Communication is more engaging when it comes from everybody!
Organisational Goals & Values
Bring your Organisational Goals and Values alive via Updates, Articles, Events and Shout-Outs tagged to the goals and values of the organisation.
Peer Recognition
Build a culture of real-time and spontaneous peer recognition, creating a feel-good factor for everybody in the organisation.
Spaces
Collaborate through Interest Groups and Micro-Communities called Spaces. Create Groups, invite members, join groups, post content, shout-outs and ask questions in that Space.
Intranet
Workvivo gives organisations a dynamic, real-time intranet.
The App Launcher contains links to 3rd Party Systems and Documents, as well as a live stream of information appearing in the Activity Feed
News Articles
The Informative News feature allows customers to publish and share the latest articles which staff can read, like and comment. The articles appear in the Activity Feed but also has their own dedicated News Section
Events
The Events feature allows customers to post upcoming team or organisation events so your staff don’t miss out!
People Directory
Provides a smartly designed People Directory with full team and profile information allowing staff to get to know each other quickly and easily
Pulse Surveys & Analytics
Provides powerful but engaging Pulse Survey capability, allowing customers to measure and track engagement.
Workvivo’s analytics gives you key data on the survey results and also allows customers to monitor system usage
Our Customers
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Internal Communications Project - UCCMichael Tobin
Project Initiation
Staff Feedback GatheredOnline survey, focus groups and interviews highlighted staff dissatisfaction regards accessing and dissemination of information
Benchmarking & Audit UndertakenAudit of existing communication channels and benchmarking against other universities helped shape requirements - reducing All Exchange emails and identifying a secure intranet was key
Tender Process CompletedWorkvivo selected as the Internal Communications platform of choice to meet requirements
Following a Quality Review which highlighted the need to improve communications among staff, a Working Group was established to launch an internal communications strategy to be enabled through a central IT platform.
Approach Taken:
Pilot Approach
Quick integration with UCC systems and platform customised for UCC
Platform Setup
UCC Project team identified participants and planned pilot for Sep – Nov 2019
Pilot Planning
Pilot launched with 230 staff across multiple disciplines & departments following presentations & product demo
Pilot Group Onboarded
Regular communication between project team and Workvivo allows for sharing of feedback and best practices
Ongoing Engagement
Pilot Snapshot
Pilot Findings
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Desktop and mobile applications allow for different work practices
‘Spaces’ allow staff to keep in touch and engage, on and off campus
‘App Launcher’ acts as a digital gateway to UCC’s suite of applications
Staff learn of new events and activities happening across UCC
I think this is fantastic software, and it makes
interacting with our colleagues so easy, and friendly :) I would
absolutely love to see this pilot extended, and for more
staff to be invited.
Feedback was overwhelmingly positive, with many highlighting the ease of use.
Strong engagement from active pilot participants
Acknowledgement that changing the way some staff communicate will take time
An effective channel for media created in-house
Next Steps
Complete Pilot in December 2019Pilot Completion
Extend Pilot to additional staff in pilot departmentsIncrease Participation
Gather and review feedbackPilot Evaluation
Produce final report and present recommendation to Senior ManagementSolution Recommendation
Workvivo RolloutJonathan McCarthy, Head of IT
“Why is it so hard to find
stuff?”
2018 Staff Intranet Survey
“It would be nice if all our FORMSwere accessible
in one place”
“I really want to see all relevant POLICIES in one
place”“Jonathan for the
love of god will you just get rid of
DISCUSS!!”Huge Maintenance Overhead for
IT
Intranet replacement
Centralised storage of all policies/forms/corporate documents
Staff to own the upload and management of content
Improved staff recognition
Heightened awareness of initiatives occurring across CIT
Move from the “place where documents go to die” to a platform which
enables…engages…highlights…recognises
Poor experience with legacy intranet due to out of date content and low staff engagement. System built on SharePoint had high IT overhead to maintain it.
Reduced email noise
PUSH rather thanPULL content….
Problem Definition and Vision
Vision
Problem Definition
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Senior Leadership Buy-In - Welcome Video by CIT President
Generate Excitement - 'Find the CIT Fugitive’ competition on campus
Spread Awareness - Displayed and distributed collateral e.g. Banners, Cups, Pens, Leaflets
Encourage Conversation - Coffee morning in staff common areas
Launching Workvivo
Drive Interactions – more competitions
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• True cloud implementation
• Heavy lifting done by Workvivo
• Technical setup very straightforward and quick
Foster conversation and collaboration between
those with shared functions and interests e.g.
Cyber Security Hub, CIT Library, Buy and Sell, Gym, Guest Lecturers, Climate
Change
Spaces CIT World What’s happening Impact on IT
Value to CIT
• All policies in one place• Forms & docs easily
uploaded• Managed and
maintained by Owners • Quick access to core
Apps & Tools
• Tie your activity to our corporate values
• Review the Weekly Diary of Activities
• See the Calendar of Events
• Get the latest news
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Best of… Workvivo@CIT
Thank You