A B E R D E E N B U S I N E S S S C H O O L

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A B E R D E E N B U S I N E S S S C H O O L

Course Work Submission Form

Name:


Jacqueline Reilly

Email:


j.reilly1@rgu.ac.uk

Course:

MSc Information Management

Module:


BS110 Networking

Assignment
and Title:


A proposal for a new
information dissemination
strategy; part 2.

Date:


11
th

January 2013

For the
attention of:


Alan MacLennan




2







A Wiki application for TLT Solicitors: supporting report
.


The “Law
-
Locus” Wiki
.













3


Executive Summary


The
proposal for a new information dissemination strategy was originally
created in addition to the information provided in the application form to
TLT Solicitors. The proposal took the form of a written report, which was
submitted with the application for em
ployment as an Information Officer
on 9
th

November 2012.


The proposal was accepted, and permission granted to implement the
measures put forward in the original report. The plan is now at its
implementation stage, and the Wiki has been created and is
now ready
for use solely by TLT Solicitors. The Wiki has been named Law
-
Locus,
and has been mounted on the TLT server in readiness, although it is not
yet accessible by staff: their permissions have not been set up on the
application.


Once permissions h
ave been set up, the link to Law
-
Locus will be
available on the staff intranet homepage, which is set as the homepage
for staff logins. The link being on the intranet means the Wiki is
firewalled away from public access. A second login, needed to access
the
Wiki is still currently necessary, and may well continue. One of the
primary concerns is for the protection of intellectual property, as the
application is aimed at those who want to co
-
operate and share
innovations with their colleagues rather than t
he press or their
competitors.


The default login for Law
-
Locus has been changed, and permissions have
been set to keep it private, so that membership can be exclusive to the
staff at TLT. This step will not be undertaken, until all staff have been
inform
ed of its existence. The links to pages and documents that have
already been added must only be edited by the Knowledge Management
Team.

4


Contents


1.0

Introduction


1.1

Job Role



1.2

Systems


2.0

The purpose of the TLT Wiki


3.0

The Wiki


3.1 Staff suppo
rt and structure



3.2 The contents and reasons why


4.0

Conclusion


5.0

Appendices



Including Wiki URL and access details



p.22

















5



1.0


Introduction


TLT Solicitors have indicated their need for a new information officer to
join their
Knowledge Management team who are responsible for
organizing, assessing and compiling information. The information must
be accurately recorded and easily retrievable by members of the
organization. The effective communication of existing knowledge, and
c
ompile well constructed and validated information to TLT members
through a variety of media including online.


1.1


Job role

A summary of the role the new information officer would be required to

perform is:



put together weekly bulletins



assisting with
the daily current awareness bulletin and possibly
contribute to blogs



research



research training



recording and promoting know how



recording post matter information

Please see appendix fig 1.1.1 for full job advertisement.


6



1.2


Systems


Currently, the
systems in place to support information needed by the staff
of the company and their customers are:




the company internet web site


some of these have been utilized in
the Wiki



the company intranet



extranet



bulletins



blogs



meetings



emails

(Minerva is the

content management system, and Atlas is the database
system. Neither of these two systems was considered appropriate for
inclusion in the plans for the networking proposal).


The relevant job application form was completed, referring to all of the
requir
ements of the role however, during this phase it became clear that
existing TLT staff would be benefitted by the addition of a networking
tool. The networking tool decided upon was a Wiki, which has now been
created, and the proposal submitted. This repo
rt is to detail its
implementation.


2.0


The purpose of the TLT Wiki

7


To support the aims of the original proposal, which proposes a new
information dissemination strategy for TLT Solicitors, a Wiki has been
custom made to match the reasons outlined
in the

initial report.


The title of this Wiki is Law
-
Locus, because this application will provide a
new locus for the generation of ideas and sharing of information and
potentially innovation, with information posted editable by the authors,
and others. It i
s important to note that editing of colleagues postings will
be discouraged, and all changes made to the Wiki are traceable. Pooling
of ideas and knowledge the results of individual’s work, research and
discovery are not currently being shared. TLT is a
hierarchical structure,
but most of the staff are professionals who have a great deal of
knowledge to share, and often quickly. For ease of posting, Law
-
Locus
has posting areas arranged in sectors and themes to focus the postings.


Staff will be reminde
d that the Wiki is searchable, and that editing the
Wiki is simple, it is a matter of choosing ‘Show Wiki Controls’ from the top
right hand side, and then selecting ‘Edit’ when it appears.


The Wiki was originally called Sharespider, but that name was foun
d to be
in use already. Therefore the name was changed, (but not the domain
name to avoid the risk of access problems at this stage).


3.0


The Wiki


Law
-
Locus has been implemented using a template from the Wikispaces
website. It is a relatively basic application as Wikis go, but it is a sound
strategy to begin with simplicity, and upgrade as its popularity and
success increases. Also, as this is a br
and new implementation, it is a
vital point to note that the application itself required no financial outlay
8


whatsoever. This is not to say the use of Law
-
Locus will be free, as the
monitoring, manipulating and editing of the content will cost staff time,

which of course incurs financial costs. Importantly, the Wiki should in fact
be saving the time of fee earners, which is why the staff support of Law
-
Locus will be structured.


3.1


Staff support and structure


Unlike using Twitter, there are no limits
to how much information is
added, however, due to the availability of copious information on Minerva,
the intranet, through meetings and bulletins, it is anticipated that
postings should aim to make one point each time, and it is possible to
attach support
ing documents or files to illustrate points if the author
judges it to be necessary. An example of this has been added to the Wiki
to demonstrate how this is possible in a posting.


Please see appendix 3.1.1


This approach to adding information should mak
e the content swift to
consume and contribute to, and as such the benefits of sharing knowledge
in this manner will outweigh the drawbacks of the time it takes staff to
read and post there. It is plain that there will be monitoring archiving to
be done, w
hich is why an information officer would be key to its
management.


The essential motivational factor for choosing a Wiki as a corporate
dissemination strategy is because it fosters democratic knowledge
sharing, and a sense of unity within organisations.

All contributors will be
invited to comment on the application, and complete a short survey.
9


Please note; the link to the survey that appears in Law
-
Locus is in
preparation for the creation of a survey.

The opportunity to comment

on

will always exist, bu
t after an initial
period, the observations received by the Knowledge Management Team
will be responded to as part of the yet to be scheduled reviews.

It is important that staff understand the mutability of the site, and the
freedom that they have to des
ign it within the organisation’s vision.

The KMT have arranged for alerts to be sent to their generic email
address on a daily basis, so that updates to the Wiki are never
overlooked. This process has the advantage of drawing the team’s
attention to new

posts, or editing of posts.

Please see appendix fig 3.1.1.1

A link has been added to a spreadsheet, which will be used for manual
archiving. This spreadsheet will be updated and added to by the KMT, but
will be eminently searchable, as the columns can be

ordered, the
workbook can be searched, it can produce graphs for meetings, and is
compatible with databases.

Although it’s not possible to tell at this stage, it may be possible for
members to set up alerts when items are changed on the Wiki. At this
poi
nt, this possibility has not been explored, and may not be an option in
this application.

Of course the Wiki itself is searchable.

Please see appendix fig 3.1.2

10


Usage statistics in graph form are available within the Wiki, which will be
used to monitor st
atistical information.

It will also be possible to send individual emails, although the Wiki aims to
reduce email traffic, so this method will be discouraged.

Please see appendix fig 3.1.3


Google analytics will be used to monitor the pages that have been visited
through the Wiki, providing statistical comparisons with pre
-
Wiki visits to
the same pages. This might help to inform the KMT on what information
needs to be updated more frequently
, and that which can be deleted or
archived. A code would need to be embedded in each page that requires
monitoring before Law
-
Locus ‘goes live’.
This tool can also be used to
benchmark Wiki’s in other sectors of employment. More information can
be foun
d on the Google analytics web pages.


Please see appendix fig. 3.1.4, 3.1.5 and 3.1.6


Links to the library blog pages, and the opportunity to import blog posts
have been set up.


Please see appendix fig 3.1.7


The structure is
not hierarchical although
some bullet pointed lists appear,
this is to assist navigation, and does not depict a hierarchy.

In the initial
report, some faceting was considered, which is not present on Law
-
Locus.
The faceting already present in the relevant TLT internet pages has b
een
utilized thus avoiding duplication of work and effort.


A numbered list is present, but it is numbered to correspond with the
posting area created to correspond with it.


11


There are some links to web pages, and files.
The Wiki has taken
advantage of
the

already

indexed web pages which keep Law
-
Locus
itself
less
cluttered. However, there is a navigation list on the left hand side.

3.2

The contents and reasons why


As the Wiki is for internal use only, it was decided that a TLT logo would
not be the
best utilisation of space on the home screen. Neither was it
considered useful to have intranet links. It was considered better to allow
the intranet to remain a separate resource, because of the potential for
distraction and information overload the int
ranet could provide. In other
words, the intranet has mostly all of the information staff would find
useful, and provides results for purposeful searches such as for HR
information etc.


Instead targeted thumbnail links were added from the external TLT we
b
pages, which were selected as providing access to Law
-
Locus relevant
information. Also, the internet homepage has been included the
opportunity for staff to understand how their organisation is presented to
clients and prospective clients, (which is an
essential element of
connecting with the organisation’s market) and of course make comments
or suggestions on it.


12


The Wiki would nestle between all the major systems such as Atlas,
Minerva, intranet and blogs, as a discussion area for the issues found in
all of them, interwoven with experiences from the outside world.


The I.T. team will be asked to arrange the backing up of the Wiki, and
linking to relevant pages and documents on the intranet.


4.0


Conclusion


It now remains for the staff
of TLT to use i
t, and share with their

colleagues’
ideas and discoveries
. The blog can still be used for
discussions of issues, and the bulletins will be retained for the time being,
but hopefully once Law
-
Locus is properly established, the use of bulletins
can be revie
wed.



Law
-
Locus has passed the tests and checks put in place to ensure the
application is ready to use. All that remains is to inform the staff, and
launch the application.


Note:


Three links have not yet been made live, but will be once the Wiki has
its
established place on the intranet. The three links are:



Staff Development Booking (intranet page
-

not live link)



Knowledge Management Team Contact Pages (intranet page
-

not
live link)



Survey

for Wiki users (
not live link)

13


5.0

Appendices

1.1.1


The details of the job offer at TLT Solicitors Bristol.


Information Officer

Location:

Bristol

Team:

Knowledge Management

Responsible
to:

Knowledge Management Director, Nicola Boyce


Company information:

Named by The Financial Times as one of Europe's

most innovative
law firms and recognised as an 'energetic and ambitious firm' with an
'open minded entrepreneurial culture', TLT is an award
-
winning, full
service, commercial law firm.

2012 sees the launch of TLT Scotland Ltd and TLT NI LLP giving the
cap
ability to deliver seamless legal advice across all three UK legal
jurisdictions


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14


financial services, leisure, retail

& consumer goods, technology &
media, renewables, housing and public sectors. TLT's core legal
specialisms are real estate, banking and finance, commercial,
corporate, employment, dispute resolution and litigation.

TLT is built around the needs of client
s and delivers expert legal
advice efficiently and cost
-
effectively. TLT advises an increasing
number of FTSE
-
listed, national and international businesses
including Barclays Bank, Canal & River Trust, EDF Energy, Everything
Everywhere, Merlin Entertainme
nts, the Metropolitan Police Authority,
Nationwide, Punch Taverns and WHSmith.

TLT looks for talented people, distinguished by technical excellence,
willingness to embrace team working and 'think firm,' and a passion
for client service. Many of the firm's
lawyers are identified as experts
in their respective fields.

TLT is a responsible business and has a programme of corporate
social responsibility activities. The firm encourages and supports
involvement in the wider community which includes staff volunt
eering
and pro bono legal advice to a variety of charities. TLT is committed
to improving the firm's sustainability, and an environmental audit
rated TLT above the 'Best Practice' benchmark for carbon emissions.

Awards:



Awards and accreditations won in
the last three years confirm
clients' and industry commentators' respect for TLT.



TLT has been commended for innovation in the Financial
Services sector by the Financial Times in its Innovative Lawyers
Report 2009.



TLT's Corporate Finance team won 'Deal of

the Year' award at
the 2009 Insider Dealmakers Awards.



In 2008 TLT was named as one of Europe's most innovative law
firms in the Financial Times' review of Innovative Lawyers.



TLT was also highly commended for its Marketing and PR and
Technology and Know
-
How and has previously been highly
commended for client service.



In 2007, David Pester was named Managing Partner of the Year
in the British Legal Awards and TLT was also a finalist in the
Regional Firm of the Year and Employment, Pensions, Benefits
and Ta
x Team of the Year categories.



TLT was named Corporate Law Firm of the Year in the South
West Deal Awards.

Previous awards include Legal Business' Regional Law Firm of the
Year; The Sunday Times 100 Best Companies To Work For; Legal
Week Best Legal Employe
r, Best Company, and Managing Partners
15


Forum awards for Learning Programme & Smart Workplace.

Group/Team structure:

Good knowledge management is at the heart of the firm's fulfilment
of its strategic objectives. At TLT we believe that knowledge
management (KM) means "the right knowledge, at the right time, in
the right way". We also take a broad approach to managing
k
nowledge to include not just legal technical knowledge but also
knowledge about our clients and the sectors we operate in and
knowledge about internal operations. As such, the KM team is
responsible for precedents, our internal know how system "Minerva",
the content of our contact management system, the content of Atlas,
client extranets, third party experts and internal expertise directories,
house style and templates as well as running our library and
information service and carrying out both legal and b
usiness
intelligence research.

The Knowledge Management team comprises a central KM team
headed by our Knowledge Management Director, Nicola Boyce
together with a team of professional support lawyers working within
various groups.

The role:

As Informat
ion Officer at TLT you will:



put together weekly bulletins for the groups as required setting
out details of BD events, new matters, know how and other
initiatives in order to keep fee earners up to date in groups with
all activities;



ensure that, where
this is not already available as an
automated update, fee earners are kept up to date with
developments in case law and legislation in their practice area.
This includes working with the Head of Library and Information
Services (HLIS) to produce the daily

current awareness bulletin.
It may also include developing and contributing to blogs on our
intranet;



provide support to fee earners and Professional Support
Lawyers (PSLs) in the running of internal know how sessions as
required and attend those sessi
ons. This may include providing
research support to fee earners and taking minutes;



work with the HLIS to provide legal research training to fee
earners in your groups and support the HLIS in inductions and
trainee training;



carry out legal and busine
ss intelligence research as requested
by members of your groups;



be responsible for harvesting know how within your groups and
16


promoting use of Minerva, our know how system;



be responsible for maintaining the know how elements of your
groups' intranet
pages as required;



carry out post matter analysis and work with the HLIS to
ensure that post matter analysis is consistently carried out
within your teams and loaded on to Minerva;



work closely with the PSLs in your group to provide knowledge
managemen
t support to your groups and work with the
knowledge management team on any central KM projects;



work with the Library & Information Services Assistant to
gather information on experts used in your groups to maintain
our central experts database;



meet
regularly with the HLIS to ensure that library and
information services are provided consistently across the firm.


Knowledge, skills and experience

It is essential that you have library/information management
qualification at degree level and either a law degree or experience
working in the legal sector.

You must have excellent written and spoken English, in particular an
ability to summarise and an
alyses large amounts of information. You
will have strong knowledge of Word, Excel and databases together
with exceptional planning and organisational skills, a methodical
approach and a keen eye for detail. Additionally you will be a self
-
motivated team p
layer with excellent interpersonal skills, willing to
work flexibly in both a service and projects
-
based environment.

Our research shows that our clients and our employees would
describe us as energetic, entrepreneurial & driven.



Applications must be submi
tted online at www.TLTcareers.com.



A list of candidates will be drawn up for interview with the
Knowledge Management Director and Head of Library Services.



A second interview with the Knowledge Management Director
and a member of our HR team will be pr
eceded by a written
research and written exercise.

If you would like additional information about this position then please
contact
Sussanna di Palma/ Bee Yazdani Human Resources
Recruitment Officer

on
0117 917 7867/7586

or email
Sussanna.dipalma@TLTSol
icitors.com/Bee.yazdani@tltsolicitors.co
m

For further information about TLT Solicitors please visit our website:
www.TLTSolicitors.com

17



3.1.1.

An example of a file added to a posting.




3.1.2

Searching the
Wiki.






18



3.1.3

Personal email contacts.



3.1.4.

Usage statistics in the Wiki.







3.1.5 Google analytics.

19



The Google analytics tracking code would need to be added to each page
that the KMT/IT team would like tracked.
https://www.google.com/analytics/web/?et=&authuser=#management/P
roperty/a37514931w65907663p
67761005/%3FpropertyComposite.tabId
%3DtrackingCodeTab/











20


3.1.6

Email alerts
.







21


3.1.7

Import a blog entry.



5.0




22


Law
-
Locus Wiki URL (using Google).

http://www.wikispaces.com/

Access details:
Jacqui35

Name of Wiki
: “Law
-
Locus” (changed from Wikispider as this name
belongs to others).

Password: Rob_GordEmail:
jacquir49@googlemail.com