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Rethinking how we work together@ DG CONNECT
Prabhat AgarwalEuropean Commission
Making eGovernment work: Improving Organizational Processes
Brussels, 1 October 2013
DG CONNECT
We reorganized in 2012 to
• to facilitate knowledge creation and exchange
• to unleash the creative talents of staff
• to ensure a better integration of R&D, innovation, policy, and regulation
We needed a new tool, new processes and new skills to work in this new way.
Knowing what's going on
Before• Senior Management
Meetings closed• Formal records only in
ARES• Difficult to 'see how it all
fits together'• Connections between
meetings are mainly ad-hoc
Now• Same day open recording
of all senior meetings and many operational meetings
• Commenting, linking and searching to make linkeages
• Active senior management and many operational blogs on visions
84% of interviewed staff say they are more aware
of what's going on
Gathering inputs broadly & quickly
Before
• Idea gathering mainly in small, local teams
• Physical meetings necessary
• Staff find it difficult to make time to contribute everywhere
Now
• Open discussion enables broad collection of input
• On-line ideation allows to sample cross-DG views
• Voting gives ideas of collective priorities
• Time requirements on staff are considerably reduced
Needs definition for a horizontal project in 3 weeks with 25% of
staff involved
Easier spontaneous collaboration
Before• Collaboration based
essentially around document repository
• Discussions limited to email
• Limited discoverability of on-going project
Now• Collaboration transparent
and discoverable
• Documents & discussions in one place
• Participants join depending on their interest and expertise
72% of interviewed staff say it's easier to collaborate beyond their
unit
User
Ad
op
tion
Active: at least viewing content
Engaged: commenting, linking, editing
Creating content
Distinct users over 30 days
Challenges
• It takes time and effort to build a new working culture, but our usage statistics are well above accepted industry norms.
• New collaborative tool requires new skills, so we are working with DG HR to address this.
• Providing mobile access to the platform has been difficult to implement; we are working with DIGIT to explore solutions.