delivery_packages

=Communications and KM Delivery Packages=

toc In its plan, CKM identified 12 high-level areas under which prodyucts and services and deliverables are clustered:


 * 1) Advocacy coalitions
 * 2) CKM Leadership, planning, management
 * 3) Collaboration platforms and support
 * 4) Corporate news and products
 * 5) Event facilitation and support
 * 6) Information services and contact management
 * 7) Internal communication support
 * 8) Media, campaigns and Influencing for big events and products
 * 9) Multimedia and print publishing
 * 10) Open access platforms and publishing
 * 11) Social engagement tools and support
 * 12) Web and digital publishing platforms

Event facilitation and support

 * Knowledge, engagement and collaboration **

We are investing a lot in the knowledge economy through our data portals, communities of practice etc. but we may overlook the most productive and lowest hanging of all our fruits: our meetings. We are having conversations, meetings, events, //all the time//. We (may) know what an ideal meeting looks like. But the reality often looks – by default – like an endless series of presentations leaving no time for personal inputs, collective reflection and agreements. There is so much more that can be done with these meetings, both to achieve your objectives, nurture inspiring conversations, develop productive plans, come to consensual decisions, lead to effective follow-up…
 * Why (you might need) this service? **

The Communication and Knowledge Management (CKM) unit offers the following services for event facilitation and support through its Engagement and Collaboration (E&C) team:
 * What we offer? **
 * Co-design for results
 * Facilitate engagement
 * Document for follow-up
 * Harvest, store and re-use
 * Spread the word (through social media)
 * Rapporteuring
 * Co-organize the event logistically

For each of these services, we can either: advise, implement, review/assess, train your team. And we can either do it on a basic level or on a ‘deluxe’ basis.


 * **Service offered (below)** || ** Basic service ** || **Additional / Advanced service** ||
 * Co-design for results || * Clarify objectives, outputs and outcomes
 * Assess the realism of the agenda against these objectives || * Co-create an agenda that takes into account the objectives, expected outputs/outcomes, profile of participants, duration, complexity of the agenda etc.
 * Ensure that this plan covers specific learning or productive outcomes for each session of the event
 * Develop a documentation page for the event (usually on a wiki) ||
 * Facilitate engagement || * Introduction session
 * Energizers, icebreakers
 * Facilitating Q&A sessions

Please mind that we prefer not to offer this type of services || * Ensure that all participants are engaged in interactive ways to ensure maximum energy, learning, ownership, commitment and results
 * Offer alternative and interactive work forms (exercises) that really move the agenda forward towards the event objectives ||
 * Document for follow-up || * Type up all plenary conversations
 * Type up all group work flipchart sheets || * Document full set of plenary and group conversations on a dedicated event (wiki) page
 * Synthesize event results for easier reading ||
 * Harvest, store and re-use || * Collect list of participants and overview of inputs given by participants
 * Collect group photo of participants || * Collect all pictures, presentations, inputs and outputs and store them in appropriate collections
 * Properly tag all these outputs for future retrieval
 * Provide overview of all resources on event page ||
 * Spread the word (through social media) || * Provide hash tag for the event
 * Announce the event on relevant blogs and ILRI social media (Twitter, Yammer, LinkedIn) || * Full announcement of the event on a blog post spread on all relevant ILRI channels
 * Ongoing engagement on social media channels (Twitter, Yammer, LinkedIn, Facebook and/or others as and when) to connect with the wider public at all times
 * Provide full monitoring report of social media engagement and results (reach and possibly other outcomes)
 * Provide Storify (or otherwise) account of the event through various social media snippets
 * Audio/video interviews of the participants shared on dedicated channels afterwards
 * Develop dedicated newsletter for the event, distributed daily to participants ||
 * Rapporteuring || * Document the mechanics of the event on a blog post on a relevant blog || * Provide full report of the event (provided we have the technical capacity to capture the contents)
 * Develop 1-3 blog posts about specific content aspects of the event ||
 * Co-organize the event logistically (only if CKM is instrumentally involved in the event) || * Set up logistical resources (e.g. wiki page)
 * Liaison with catering, security services || * Keep track of all participant details (travel, accommodation,
 * Provide visa support services
 * Organize social outings and related transport
 * Organize specific information packs for participants ||

As mentioned above, for any of these above we can either: - Advise you how to do this / assess feasibility of your plans - Strictly set up the process (design) and/or event platform for the coverage - Run the process of the event ourselves - Help you review/evaluate your efforts in each or all of these areas - Train you/your team on the event process(es) and on the systems used to document them

The events you are organizing could be closely linked with our (awareness and advocacy) work on //media, campaigns and Influencing for big events and products//, or on //advocacy coalitions//. All the harvesting work is done in collaboration with our publishing and curation (P&C) team. All outputs that are published are also produced collaboratively with our colleagues from that team.
 * Linkages with other CKM services and products **

We have supported a number of ILRI and partners' events and workshops. Click [|here] to see this comprehensive list. And here's some post summarizing this: Need support for meetings? How ILRI’s engagement and collaboration team can assist
 * Examples of our work in this area and testimonies **

Here are some testimonies from past clients: //You are both skilled facilitators (i.e. great herders of cats!) and this ability was integral to the success of the conference. (Mike Nunn, ACIAR, about the Conference on Policies for competitive smallholder livestock production in March 2015)//

//Hello la Dream Team, Félicitations à tous les trois pour l’organisation du séminaire ! C’était très riche, très professionnel, très convivial, et très participatif. Bref, un séminaire qui donne du tonus et des idées pour l’avenir ! (Guillaume Duteurtre, CIRAD, about the African Dairy Value Chain Seminar in September 2014)//

//Having observed your work and skills during the Africa RISING workshop meetings over the years, I really was of the opinion that you are the best person for our forthcoming MIRA launch country meetings. (Joseph Rusike, AGRA, about Africa RISING review and planning meetings in 2014)//

//Thanks for the great job that you did, Ewen and Peter, with the facilitation. Speaking with the "left-over" people here this weekend, I found unanimous enthusiasm about the way you handled the workshop and created spaces for so much enriching interaction. Also the living keynote idea shows a lot of possibilities in generating a product out of all the discussions and gaining group ownership of the product. (Ann Waters-Bayer, PROLINNOVA, about the AISA conference in May 2013)//


 * What questions should you ask yourself to find out if you need support (and what)? **


 * Have I got experience organizing/running events?
 * Do I know what I want to do with this event? Am I clear with its objectives and outputs/outcomes?
 * Is the event: rather complex / politically important / sensitive or potentially conflictual / involving a large group of people / aiming at reaching consensual decisions or commitments?
 * Do I want participants to be fully engaged and energized?
 * Do I want to play a major role in the event conversations themselves or am I happy to focus on how it is going?
 * Do I care about this event only or the wider engagement process with the people that are invited to it?
 * Do I critically need follow up on what comes out of this event?
 * Do I think the conversations in this meeting should be kept track of?
 * Do I want to make this event memorable and creative?

Internal communication support
Every organization or team that is organized around formal structures needs good internal communication to ensure collaboration is working well and every team member is well informed about what others are doing. Failure at ensuring this results in lack of coordination, duplication of efforts, frustration and irritation at each other, lack of trust among team members, and ultimately major time and money waste as a result of these... Everyone tends to focus on external communication (to 'appear' good) but investing in internal communication is a sure way to guarantee that your efforts lead to results, internally AND externally.
 * Why (you might need) this service?**

The E&C team offers the following services in supporting internal communication:
 * What we offer? (overview)**


 * **Service offered (below)** || ** Basic service ** || **Additional / Advanced service** ||
 * Assess your internal communication needs, challenges, opportunities || * Quick assessment of internal communication situation (situational analysis).
 * Quick summary of top 5 best bets and options to improve internal communication. || * Full Knowledge Management scan of team's knowledge assets and internal communication needs and options.
 * Engagement process to explain to your staff the implications and opportunities with this. ||
 * Assess the quality and effectiveness of your internal communication tools and approaches || * Overall survey of internal communication approach. || * Dedicated survey of specific tools and approaches.
 * Focus group discussions about these.
 * User-friendliness testing sessions on specific platforms.
 * Engagement process to explain to your staff the implications and opportunities with this. ||
 * Set up effective internal communication systems, approaches and processes || * Create account and provide admin rights to your appointed staff for any platform requested or indicated as appropriate.
 * Provide guidance sheets for how to run specific internal communication approaches and/or systems. || * Set up the platforms while coaching your staff to understand how this works.
 * Train admin staff on basic and/or advanced internal communication platforms/systems (see train/coach). ||
 * Run internal communication ongoing efforts || * Develop and roll out process road map to explain how to run the systems, approaches and overall internal communication process.
 * Provide periodic updates based on information inputs obtained centrally. || * Run a multi-system, multi-approach
 * well-structured and communicated process that explains how success will be assessed.
 * Provide regular updates based on information inputs co-generated by our staff and yours.
 * Regularly report on engagement around the platforms and results of approaches and processes (see 'review' below). ||
 * Run internal communication campaigns || * Quick analysis of opportunities related to communication campaign.
 * Provide guidance sheet on how to run the campaign. || * Develop a well-structured communication campaign including clear milestones and progress/process/results assessment.
 * Run communication campaign on your behalf.
 * Provide periodic reports on the results achieved with the internal communication campaign. ||
 * Review internal communication progress, process and results || * Provide basic statistical overview of the progress and reach results obtained through a previously specified period of time.
 * Provide basic top 5 insights and best recommendations based on the statistical reports; || * Provide full statistical overview of the progress and reach results obtained through a previously specified period of time.
 * Provide additional qualitative information about the use of information shared and outcomes of that sharing.
 * Provide full key insights and recommendations about the results registered through statistical and qualitative analysis. ||
 * Train / coach on internal communication systems, approaches and processes || * Basic training course on internal communication platforms/systems. || * Coach individual staff on a regular basis to become good internal communication stewards.
 * Advanced training course on internal communication platforms/systems. ||
 * Advanced training course on internal communication platforms/systems. ||

Internal communication is far-reaching and has many linkages with other areas of communication and knowledge management such as: collaboration platforms and support, event facilitation and support, publishing and curation etc.
 * Linkages with other CKM services and products**

The E&C team (and the wider CKM unit) has been supporting internal communication in a number of ways:
 * Examples of our work in this area and testimonies**
 * Full internal communication support for certain programs such as Livestock and Fish, Nile Basin Development Challenge, Africa RISING, LIVES, ACGG etc.
 * Developing internal communication campaigns for specific projects: ILRI@40 events, OCS.
 * Assessing internal communication needs, challenges and opportunities for special teams such as ILVAC.
 * Setting up platforms for the development of specific collaboration and internal communication processes: Climate Change & Sustainable Intensification program in Ethiopia, P&OD in Kenya.
 * Running internal communication support for ILRI as a whole through a variety of approaches: Friday morning coffees and coffee mornings, supporting institutional seminars, Week Ahead weekly emails, Digital signage information sharing, Yammer updates across the board, developing and running ILRI Announcements blog, supporting video messages by Jimmy Smith, supporting Town Halls and other impromptu institutional meetings.


 * What questions should you ask yourself to find out if you need support (and what)?**
 * Do you think collaboration and effectiveness can be improved through better internal communication?
 * How important is communication in your team or organization?
 * Would you consider communication in your team 'functional'?
 * What works and what doesn't work in your team's communication?
 * Do you have a special kind of change management process to go through with your team?
 * Do you know what are the best platforms, systems, knowledge sharing processes out there, available to improve your work?
 * Do you want to turn some of your staff into good knowledge brokers and collaboration specialists?
 * Do you rely on your team/partners' inputs to provide information about your work progress, process and/or results?

Social engagement tools and support

 * Why (you might need) this service?**

Because engagement is at the heart of any knowledge work, especially research for development. And if you neglect it, you can basically kiss goodbye to: credibility, trust, effective results, research put into use, strong work relationships, strong reputation, and eventually funding. Because many people out there are using social media and you may miss out on reaching them if you don't invest more time on this. Because you may not really know how to start with social (media) engagement and could do with a good dusting off your knowledge in this field. Because this field is moving quickly and you may need to get specialists' advice about the latest trends and 'next practices' required.

In social engagement and support we offer the following services:
 * What we offer? (overview)**
 * Devise a social engagement plan or strategy
 * Set up social engagement processes - including specifically e.g. consultation processes, electronic conferences
 * Set up social engagement platforms
 * Set up and nurture communities of practice
 * Review your current engagement processes and/or platforms

For each of these services we can advise / set things up / implement / assess / train your team.

See the table below for more information about the specific services we offer as basic or deluxe.:


 * **Service offered (below)** || ** Basic service ** || **Additional / Advanced service** ||
 * Devise a social engagement plan or strategy || * Assess your current engagement approach and identify 5-10 major opportunities
 * Provide early assessment of platforms considered useful for your engagement || * Document your engagement approach via a series of blog posts
 * Devise a strategy that takes into account your resources, audiences and opportunities
 * Devise a rolling plan and process to keep this updated over time ||
 * Set up social engagement processes || * Provide a one- or two-pager explaining how to operate your major engagement activities, on which platforms || * Develop specific 1-pagers about each engagement process that seems advisable, addressing why/what/how/whow
 * Develop how-to sheets explaining how to set up these engagement processes ||
 * Set up social engagement platforms || * Create platforms
 * Provide admin rights to one or more administrators (on new and/or existing platforms) || * Train administrators
 * Train team/partners/beneficiaries as and when
 * Provide training / information materials about each platform
 * Provide M&E support to assess progress and results ||
 * Run engagement activities || * Run engagement plans as planned for a limited period (pilot & handover)
 * Reflect with (your) coordination team on how to hand over these activities best
 * Alert coordination team about feedback/comments received || * Ongoing engagement across all social media channels
 * Collect and address feedback received on all platforms and discuss implications with coordination team
 * Ongoing improvements on the engagement activities based on feedback
 * Provide regular (quarterly, bi-yearly or annual) progress and result reports ||
 * Set up and nurture communities of practice || * Assess the (business) case for setting up or joining a community of practice
 * Provide recommendations on major engagement opportunities through this/these CoP(s) || * Run community of practice (ongoing)
 * Collect and address feedback received on all platforms and discuss implications with coordination team
 * Ongoing improvements on the engagement activities based on feedback and in agreement with coordination team
 * Provide regular (quarterly, bi-yearly or annual) progress and result reports ||


 * Linkages with other CKM services and products**

This strand of work has much to do with the event facilitation and support services, but also with the advocacy campaigning services we offer if your engagement process is geared towards influencing specific actors. There is also a natural connection with the curation services that our colleagues from the knowledge, publishing and curation team offer.


 * Examples of our work in this area and testimonies**

Comms support provided across the board to programs and projects: Nile Basin Development Challenge, Africa RISING, Livestock & Fish, African Chicken Genetic Gains... OCS comms campaign ILRI@40 communication support?


 * What questions should you ask yourself to find out if you need support (and what)?**


 * How much does your work need to engage other people?
 * Do you know about the the preferred engagement channels and processes of key people in your initiative/work?
 * Have you invested much time in platforms to cooperate, reflect etc.
 * How competent would you rate yourself and your team on engagement both face-to-face and on social media? What do others think about this (do you have evidence to back the previous statement)?
 * Have you been asked (e.g. by management, a donor) to do something about engaging with audiences?
 * Is communication, cooperation, collaboration an ongoing issue for improvement?
 * Do you need to get a certain message or set of messages across and get people on board?
 * Does your work have major 'development' implications?
 * Do you need to co-create your work (results) with other people for more effectiveness?
 * Have you embarked on a change management project/process and do you know how to deal with it?