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Te Aka –a social intranet

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

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Te Aka –a social intranet

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  1. Te Aka –a social intranet

  2. 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

  3. 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, 609locally engaged staff at 54 embassies and high commissions • Foreign policy, Aid, Corporate, Specialists • Seconded/locally engaged

  4. 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)

  5. 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’

  6. 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

  7. Turning the Publishing model upside down Editorial assistance provided by communications Divisions And Posts User generated content – participative model Central Publishing Model 200 site content publishers

  8. 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

  9. Watch this space

  10. Results: page views Go live Re-platform

  11. 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

  12. Te Aka: the guided tour

  13. Overview • Team sites – divisions and embassies • Group sites • Specialist sites – e.g. change programme • Communities of practice • My sites – people profiles • Home page – portal

  14. A Post site

  15. A Post site

  16. Senior Leaders

  17. A specialist site

  18. Community

  19. Personal profiles

  20. I’m looking for… people

  21. I’m looking for… people results

  22. Contacts

  23. Home page as portal

  24. Home page as portal

  25. Search results

  26. 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

  27. “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.”

  28. Te Aka: where next? • Clear areas of focus for enhancement • Search • Home page and navigation • Profiles • Content • Resources • social media functionality • education and engagement

  29. Questions?

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