August 2012 - Wellington Internal Communicators

bammobInternet and Web Development

Dec 4, 2013 (3 years and 8 months ago)

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Te Aka

a social intranet

Overview


About us:


The Ministry


Internal Communications


About Te Aka (The Vine):


where we were


the redevelopment


the guided tour


where we are today


where to next


About the Ministry


Origins traced back to 1926


Career service


Protect and promote NZ interests overseas


Foreign Affairs, Trade, Development Assistance


569 staff in NZ; 246 seconded, 609

locally
engaged staff at 54 embassies and high
commissions


Foreign policy, Aid, Corporate, Specialists


Seconded/locally engaged

About Internal Communications


New function February 2011


Employee engagement survey


Facilitate and enable effective internal
communication; understanding of Vision, Mission
and Values


Internal Communications Manager, Change
Communications Advisor


Intranet Publisher from August 2011 (post
intranet redevelopment)

Context for redevelopment


Business drivers


Merger of
NZAid

with Ministry of Foreign Affairs and Trade


Ministry 2020 change
programme



culture change


Vision and Values


collaboration


Technical drivers


Two intranets (
Waharoa

and
Te

Aka), Two CMS (Drupal and SP 2007)


One web editor; limited publishing rights; content bottleneck


Intranet and Internet on separate networks; unequal access


corporate versus business
-
led content/sense of ‘ownership





The redevelopment project


12
-
month project under Knowledge Services


Key principle: ‘Need to know’ to ‘Need to share’


Mix of in
-
house and external resource


new
Intranet Publisher appointed


Single CMS: Sharepoint 2010 Enterprise


Focus on usability


Devolved publishing model


Doorway page concept: bottom up collaboration

Turning the Publishing model

upside down


Divisions

And Posts

Central Publishing

Model

User generated content


participative
model

200 site content
publishers

Editorial assistance provided by
communications

Key features of the new Te Aka


Sites based on organisational structure


‘Roll
-
up’ approach


Meta
-
data driven search


Social media functionality (blog, forums, lists,
communities of practice, wiki, survey, tags)


People profiles (role, contacts, skills, chat)


Direct link to network active directory

Watch this space

Results: page views


Go live

Re
-
platform

Education and training


Online resources


Quick guides


Animated video tutorials (Adobe Captivate)


Dedicated training based on role


Te Aka administrators


All staff induction IT training


Pre
-
posting briefings


‘Making the most of’ cheat sheets


Ongoing blogs, tips and tricks and support


Te Aka: the guided tour

Overview


Team sites


divisions and embassies


Group sites


Specialist sites


e.g. change programme


Communities of practice


My sites


people profiles


Home page


portal



A Post site


A Post site


Senior Leaders


A specialist site


Community


Personal profiles


I’m looking for… people


I’m looking for… people results


Contacts


Home page as portal


Home page as portal


Search results




Te Aka: where now


Research


Home page traffic trend analysis


Outcome tracking


Worldwide Intranet Review Benchmarking survey


Conclusion


Fit for purpose but ahead of its time


Foundations in place


Slow uptake; Increasing engagement


Continuous improvement

“Having an intranet that’s rich with
information is essential…we need to
bear in mind that just a couple of
years ago this great tool didn’t exist.
Thanks for wanting to keep
improving it and keeping it a vital
part of the Ministry.”

Te Aka: where next?


Clear areas of focus for enhancement


Search


Home page and navigation


Profiles


Content


Resources


social media functionality


education and engagement


Questions?