For 2015, the CKM team has planned to roll out an internal communication campaign to:
  • Inform all other directorates and units about what CKM does and how it works;
  • Highlight its strengths and success stories to entice other teams to make use of its services;
  • And on the side, assess the state of e.g. engagement and collaboration that each of these teams has, to assess opportunities and constraints for E&C/CKM support to them.


Possible ideas for the campaign

Inform
  • Prepare a short write-up (flyer?) about what CKM is and how it works
  • Run a series of short videos explaining what each of the teams does and how others can make use of it?
  • Have short and handy list of resources about CKM to make sense of it (all you needed to know about CKM but you didn't dare asking)
  • Highlight some of the CKM mainstays (the big 5, Maarifa, ILRI Comms wiki, info centre space)
  • Document its work to showcase interesting services/products and success stories
  • Quizz people on their knowledge about who does what in CKM and what it is
  • Update ILRI website section on CKM with the latest status
Engage
  • Organise a coffee morning / Friday Morning Coffee featuring CKM
  • Use the Nairobi info centre revamp operation as an opportunity to feature CKM in a new light
Assess
  • Develop a survey touching upon:
    • Current use of CKM services
    • Current use of knowledge sharing, learning and collaboration platforms
    • Current use of knowledge sharing, learning and collaboration approaches
  • Hold focus group discussions with various teams and develop a report for each of them
  • Discuss with team leader about possible next steps

Next steps

  • Discuss these ideas in CKM and in leadership chat and assign people to prepare various tasks etc.
  • Develop budget envelope for each unit and/or service/product for rough estimate


Assessment of engagement and collaboration

Part of the campaign is to find out about the status of engagement and collaboration in each of the ILRI teams. The objective of this part of the campaign is to:
  • Understand what ILRI people/teams understand engagement and collaboration is;
  • Gauge their current and expected future level of interest in these areas;
  • Get concrete examples of how they deal with it in their own work;
  • Find out who in these teams works around engagement and in what terms;
  • Help identify how E&C/CKM could help fill some of the gaps identified.

Types of questions to ask in a survey etc.
VERY ROUGH FIRST DRAFT FOR NOW

Engage

  • What do you understand with 'engagement' and why does it matter to you / your team?
  • How does your team use the following channels to engage with various people:
    • Coffee morning / Friday Morning Coffee
    • Seminars
    • Regular face-to-face meetings
    • Occasional face-to-face events and conferences
    • Online conferences and conversations
    • Facebook
    • LinkedIn
    • Yammer
    • Project blogs
    • ILRI website
    • Twitter
    • Other (specify)
  • Could you please describe a couple of examples of how you engage with people that matter to your (team) work?
  • What other processes do you use or recommend using to engage with different people?
  • How strong is expertise in your team to engage with other people (including your team):
    • Online
    • Offline
  • How do you address the need to engage with your partners/clients/constituents?
    • Do you deal with it yourself?
    • Do you request support internally at ILRI?
    • Do you subcontract this externally?
    • Do you not do anything about it?
  • How well are you doing on engagement, in your opinion? (VERY POORLY / POORLY / WELL / VERY WELL) and can you give some illustration of this?
  • What do you see as measures or metrics of effective engagement in your team and with partners?
    • In your team (BLANK BOX)
    • With partners and other external audiences (BLANK BOX)
  • What are your immediate terms for engagement? What are your expected longer-term needs for engagement?

Collaborate

  • How important is collaboration to your work: [We need it on a daily basis / We often need to collaborate around ongoing tasks / we occasionally need to collaborate around specific tasks / we don't need to collaborate much / nobody talks about collaboration here]
  • How does your team use the following channels to collaborate with various people:
    • Wikis
    • Yammer
    • Asana
    • OCS
    • Salesforce
    • Regular face-to-face meetings
    • Occasional face-to-face events and conferences
    • Online conferences and conversations
    • Project blogs
    • Other (specify)
  • Could you please describe a couple of examples of how you typically collaborate with people that matter to your (team) work?
  • What other processes or tools do you use or recommend using to collaborate with different people?
  • How strong is expertise in your team to collaborate with other people (including your team), i.e. to:
    • Design collaboration processes
    • Facilitate collaboration processes
    • Manage collaboration processes
    • Assess collaboration processes
    • Any comments about online vs. offline collaboration in your team?
  • How do you address the need to collaborate with your team/partners/clients/constituents?
    • Do you deal with it yourself?
    • Do you request support internally at ILRI?
    • Do you subcontract this externally?
    • Do you not do anything about it?
  • How well are you doing on collaboration, in your opinion? (VERY POORLY / POORLY / WELL / VERY WELL) and can you give some illustration of this?
  • What do you see as measures or metrics of effective engagement in your team and with partners?
    • In your team (BLANK BOX)
    • With partners and other external audiences (BLANK BOX)
  • What are your immediate terms for engagement? What are your expected longer-term needs for engagement?