Ways forward in Internal Communications at ILRI Abenet, Andrew, Evelyn, Ewen, Meron, Milcah, Paul, Tsehay May be if you talk a little slower Or if I knew this existed Or a bit informal Or if I knew the right tools

What and how Learning outcome: ILRI staff worldwide are better informed about key issues and events, on a regular basis and in a structured manner. They can find information about Town Halls at all times and can contribute topics for conversations Interaction online on Yammer prior to Town Hall Facilitated discussions with buzz groups Good documentation and reporting on Yammer Planning of future Town Halls How: Ewen and Peter to plan series of Town Hall meetings (opportunities to discuss) (20 April) Ewen to post calendar of past and future Town Halls on a Yammer page + update Google Calendar (20 April) Terry Muindi and Abeba Zenebe to inform staff on a rolling basis + update Yammer page & Google calendar and liaise with Ewen, Peter and Jimmy related to content (27 April) Ewen and Peter to discuss format with Jimmy and agree on the general formula (27 April) Improving ILRI Town Halls Who: ILRI worldwide Why

What and how Learning outcome: Staff on ILRI campuses help improve the quality of the campus, share more information and get to know each other better (paving the way for other type of cooperation). Coffee mornings in ADD keep their (central) informal nature Option to have extra 15 min to map issues of interest and to discuss them – related to campus life (professionally and personally) If short lived/no interest, no further effort put into this How: Ewen to try out coffee morning ‘new formula’ (5 April) Ewen to give feedback about engagement/interest (6 April) Ewen to get in touch with NBO staff in charge of coffee mornings (6 April) Ewen to run other try-out (20 April) and invite volunteers to reflect on new formula If any interest from NBO, Ewen to discuss with whoever is in charge to think about possible improvements to NBO process too (as and when) Improving coffee mornings Who: ILRI campuses only (ADD / NBO)

Why What and how Learning outcome: Clear overview of ILRI comms services available for all (also for consultancies). Potential clients (int. or ext.) are able to solve their comms problems. ILRI comms more consistent as staff find comms procedures and keep them updated at all times. Wiki FAQs regularly updated (with ongoing and latest practices) Structure of the wiki updated to reflect objectives How: Ewen to provide overview of new structure (27 April) Ewen to prepare presentation explaining changes of the structure and inviting all to reflect on FAQ entries (27 April) All ILRI comms staff to update FAQ section (31 May) Ewen and possible volunteers to update wiki structure (31 May) Presentation of new wiki together with Komms Klinic (1 June) to participants and virtually on Yammer All ILRI comms staff to keep wiki updated for their section (ongoing) Improving ILRI comms wiki Who: ILRI (comms) worldwide and beyond

Why What and how Learning outcome: ILRI staff are better informed on important ongoing work and broader picture issues and converse and learn together with others on a regular basis. They are better able to contribute to strategic issues and to integrate their work and network Build on existing ILRI seminars and thematic meetings Structure their frequency, organization, facilitation and documentation (on Yammer and via small video interview) Connect these seminars with Town Halls and campus seminars How: Ewen & Peter to draft process for mapping / scheduling / organizing / facilitating and documenting events (27 April) Ewen & Peter to brief group of possible documenters for these events (4 May) Peter to invite small group to schedule upcoming events (4 May) Terry & Abeba Z. to keep events up-to-date on ILRI Google calendar (4 May onwards) Scientific seminars (1): ILRI Who: ILRI and campus

Why What and how Learning outcome: Campus staff are engaging on thematic conversations that inform their work and strengthen their relationships with one another. They have a broader understanding and better approach, and a wider network. Build on existing ILRI seminars and thematic meetings Involve hosted institutes to explore joint interest & organization of collective seminars Structure their frequency, organization, facilitation and documentation Connect these campus seminars with ILRI seminars How: Ewen and Peter to invite reps from hosted institutes to join a discussion about this (20 April) Organize discussion and map possible topics (12 May) + identify needs for follow up for planned seminars Meron Mulatu and Abeba Z. to Google Calendar up-to-date (12 May onwards) Organize first genuinely collective seminar (14 June) Scientific seminars (2): campus Who: ILRI and campus

What and how Learning outcome: ??? What How: Who does what how (by which date) Topic Who: Why