The UW Virtual Hub: Bringing Advancement Together through Increased Communication

1. The UW Virtual Hub: Bringing Advancement Together through Increased Communication ALC Capstone Presentation Eryn Boyles-Ilk and Julie Hill

2. Our idea… The UW Virtual Hub • “Living and breathing” • Up-to-date • Interactive, collaborative

3. “But…. Don’t we already have an intranet? Aren’t we already doing this?”

4. The Problem Meet Franny Fundraiser…

5. The Story Continues… Where is…. The “patch and band”?

6. Value of the Virtual Hub A Virtual Hub will never replace valuable person to person interaction. But it CAN enhance the work we’re already doing.

7. Virtual Hub Success Stories Janssen-Cilag (Australian Pharmaceutical subsidiary of Johnson & Johnson)

8. Other Successes… The Central Bank of Brazil

9. In Higher Ed… Kansas University Endowment Association

10. Data Collection Catalyst survey to sample set: Advancement fundraisers’ listserve

11. A Glimpse at the Survey UW Advancement Virtual HUB Question 1: The tools listed below could be included in an updated Advancement intranet - please rank them in terms of their value to your work (1 = least valuable, 5 = most valuable). • Advancement wide calendar (events, trainings, deadlines, meetings) • Current campaign information (blog, benchmarks/progress, stories, leadership updates) • Org Chart/Directory (position, photo, bio, email, phone) • Staff resources (forms, logos, toolkits, job postings, professional development opportunities, FAQ) • Media (photos, videos, press releases, social media, newsletters) Question 2. • If the above tools were included in an improved, updated Advancement intranet site, how often would you use it? • 1 - Never • 2 - Every few months, • 3 - Once or twice a month, • 4 - Once or twice a week • 5 - Daily

12. Survey continued.. Question 3. On an average day, is the scope of your work more global (spanning all of Advancement) or more local (focused within your unit) (1 = extremely local, 5 = extremely global) Question 4. How often do you call on colleagues and/or resources outside your unit to gather information needed to perform your job? • 1 - Never • 2 - Every few months • 3 - Once or twice a month • 4 - Once or twice a week • 5 - Daily Question 5. What tools and/or functionality would drive you to visit and use a living, breathing Advancement virtual HUB on a daily basis? (Limit response to 500 characters.)

13. Survey Results • 94 respondents • Question 1 • 72% said an Advancement wide calendar would be of value to their work. • 75% said current Campaign information would be of value. • 67% said that an org chart/directory would be of value. • 81% said that staff resources would be of value. • 49% said that media would be of value. • Question 2 • 68% reported they would use the tool at least once or twice a week. 94% said they would use it at least once or twice a month. • Question 3 • On an average day, 55% said their work is focused within their own unit • 31% said the focus of their work spans Advancement. • Question 4 • 59% reported they reach out to colleagues across Advancement at least once or twice per week. • 14% reported calling on outside resources a few times a year or less.

14. Survey Results Calendar = We want to know what our colleagues are doing Campaign updates = Heading in the same direction towards a common goal. Staff Resources = Necessary tools and templates in one central location

15. Survey Results

16. Survey Results: Comments Up-to-date, quick, interactiveand knowing what colleagues are doing. “Anything that would increase collaboration between different units, from co-events to sharing best practices and mentoring opportunities within Advancement.”

17. Different levels, different needs

18. How We ALL Benefit Administrative Assistant: Providing a directory/org chart, calendar, unit updates, discussion forum, FAQ, templates/toolkits, professional development opportunities. Frontline Fundraiser: Sharing best practices for reaching donors, examples of correspondence, discussion forum, stories, current news, speaking points, legislative updates. Executive Leadership: Brief daily Advancement updates, benefitting from strengthened, more supported, collaborative colleagues.

19. Illustrating the Need “Because Regional Giving represents all units across campus, it would be helpful to have up-to-date news/info to share with alumni by unit, by recent date with ‘importance’ highlighted.” “I would like to know the schedule of our Regional Giving folks. Our program has major supporters outside the Seattle area and it would be good to know when there are events and/or trips by Advancement staff in the donors’ areas.”

20. But is there time? “Frankly, I’m way too busy to be on intranet sites. It sounds like a nice thing to have but not critical to my work. I’d rather you guys concentrate your time on coming up with ways we could interact with each other, which means not on the web, but in person. Enhancing SHOP Talk with breakout sessions and discussions on best practices, challenges, etc. I would find interacting with my colleagues across campus more meaningful and feel that is what is lacking right now.”

21. The Virtual Hub “Changing information and a constant need to keep current, particularly with upcoming Advancement events that key donors might attend, or quick summary of unit specific information that is now only attainable via several clicks of a unit specific website.… a website that puts Advancement info front and center would be helpful.” “It could serve as a central aggregating hub for all other sites.”

22. What it could look like……

23. What’s Needed: • Advancement-wide survey • Creation of the Virtual Hub: Staff time and energy • Content Manager • UW Marketing • Roll-out! • BUY IN

24. Wrapping it Up…. “We’ve all heard of the ‘glass ceiling’…. let us consider replacing it with “glass walls,” a professional atmosphere where we see all the cards on the table, where employees flourish because they are active participants in the mission of the business and have an equal voice in realizing this mission.” (Career Advancement Corporation blog, May 19, 2010) The Virtual Hub is intended to advance this ideal of increased communication across University Advancement, and will be the starting point for a more highly collaborative and productive workplace.

25. Special Thanks to… • Sarah Amsbary • Christina Chang • Bryan Daisley • Candace Douglas • Walt Dryfoos • Kilian Frey • Lee Heck • Mark Lanum • Cheryl Nations • Chris McEwen • Greg Sheridan • Abbe Sutton • Lisa Thomas

26. Questions?