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Toby profile


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The idea of these storyboards is to show typical user activity before and after the Knowledge Hub. To get an accurate picture of what this could look like, we worked with a number of local authority colleagues, drawing on their experiences to communicate the Knowledge Hub experience and benefits, in language that those working within public services could relate to.

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Toby profile

  1. 1. Task TOBY MESSENGER Toby is asked to cut costs by 20% for the Department for Environmental Health of which he’s the deputy head, while maintaining current levels of service quality and effectiveness..
  2. 2. 1. LEADS MEETING WITH DEPARTMENT Toby gets his team together for an internal meeting and sets out the challenge. He pulls together relevant budget and operational procedures and circulates them by email. A PLACE TO SHARE DOCUMENT RATINGS DOCUMENTS WITHIN AND COMMENTARY A TEAM, WITH DIFFERENT LEVELS OF ACCESS
  4. 4. 3. SEARCHES FOR INFORMATION & ADVICE They suggest the IDeA CoP platform to search for relevant discussions. He also looks at the Efficiency Exchange for efficiency tips and benchmarking data. He is frustrated at the search on the CoP platform and the terms used throughout differ greatly. REAL LIFE CASE STUDIES ARE SUGGESTED
  5. 5. 4. REVIEWS LOCAL STATISTICS & RESEARCH A Council budget task force meeting is convened. Toby does preparatory research by trying to compare local statistics but finds it hard to find the right information and gets frustrated by the time wasted. LESSONS-LEARNED ALONG MORE POWERFUL SEARCH ENGINE A TIMELINE & PERCEPTIONS ACROSS A VARIETY OF SUGGESTED OF DIFFERENT APPROACHES SOURCES. SEARCHING IN PLAIN ENGLISH OR EXPERT TERMS
  6. 6. 5. ATTENDS TASK FORCE MEETING Toby attends the task force meeting and is keen to share some of his ideas (but not too much), but mainly to see what others offer. During the meeting another member has a great idea for getting together with other councils and sharing service provision. He’s keen to use it and make it his own. COLLABORATION GETTING ACCESS TO ENCOURAGED THROUGH PEERS QUICKER & IN A RECIPROCAL SHARING WIDER NETWORK
  7. 7. 6. MEETINGS WITH LOCAL AUTHORITIES There are lots of face-to-face meetings within his local authority, particularly within AGMA. He talks to peers in a monthly meeting, but finds others’ varying level of knowledge and support frustrating. It’s taking too long to get ideas agreed. VIRTUAL WEBMEETINGS. USE OF NETWORK ABILITY TO SHARE IDEAS AHEAD DECISION-MAKING OF MEETINGS & TO SEE WHO TOOLS IS ATTENDING
  8. 8. 7. OUTLINES A PLAN FOR GREATEST GAIN Toby takes his work home and begins to make a list of information he needs to back up his case, the different service options he might investigate and the different councils he might work with. He’s looking for the easiest option with the greatest gain. TEMPLATE PLANNING CHECKLISTS & BUSINESS EFFICIENCY BOOKMARKING
  9. 9. 8. FIRMS UP PLANS BY BENCHMARKING The following weeks are spent benchmarking his department using CIPFA and collating reference material that he can cut and paste into his work. He gets frustrated with some data being public, others are private; that some resources have multiple logins; and that they are organised in different ways. He’d prefer to have some control on how information is organised and displayed. EASILY ORGANISED & CUSTOMISED WAYS TO MAP INFORMATION & DOCUMENTS RELATIONSHIPS BETWEEN BASED ON YOUR STORED INFORMATION PROFILE & PREVIOUS INTERESTS
  10. 10. 9. PERFORMS SWAT ANALYSIS ON TWO STRATEGIES He decides to create two strategies, one higher risk option and a second safer option. A SWOT analysis is performed on each option to add to the slide deck he is preparing. TRUSTED EXPERTS CAN LINKS TO SOURCE DATA CRITIQUE & SUPPORT USED IN PRESENTATIONS SWOT & MODELLING TOOLS
  11. 11. 10. PREPARES PRESENTATION FOR MEETING Toby presents both solutions to a portfolio holder. Before the meeting he looks for a presentation that generally explains the work carried out by environmental health, as he’s been frustrated by meetings in the past. EASY CATALOGUING & RETRIEVAL OF PRESENTATIONS
  12. 12. 11. PRESENTS TO PORTFOLIO HOLDER A big proportion of his time is often spent educating people about the work his team undertakes, rather than the specific issue he has to raise. The portfolio holder gives him permission to turn the solutions into a detailed business case. A TOOL TO MAKE FIT-TO-PURPOSE PRESENTATIONS
  13. 13. 12. SHARES PLANS WITH COUNCILS His thoughts start to get shared with other councils, but getting the complete picture of different services in different areas isn’t easy. DATA COMPARISON TOOLS & COMMON DATA FORMATS
  14. 14. 13. PRODUCES A TONED DOWN REPORT & SHARES THIS WITH FULL COUNCILS Toby produces a toned down report with his recommendations and research and shares this with the full council and his peers across other councils for review. ABILITY TO SHARE COMMENTS & RATINGS INFORMATION & DATA AS RESPONSES
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