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Elizabeth Lekan: Starting from scratch: designing and applying best practices

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Starting from scratch: designing and applying best practices

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Elizabeth Lekan: Starting from scratch: designing and applying best practices

  1. 1. The Global Fund We invest the world’s money to defeat AIDS, tuberculosis and malaria. •  Started in 2002 and designed as a partnership between governments, civil society private sector and affected communities to accelerate the end of AIDS, tuberculosis and malaria as epidemics. •  Today: 711 staff and 254 consultants located in Geneva, Switzerland. •  Raise US$4 billion annually from donor countries, private sector & foundations and individuals. •  Funds go to programs in country to educate, prevent and treat the three disease through our grant process. 1
  2. 2. 2015 Results 2
  3. 3. Employee Landscape •  98% of staff are highly engaged with our mission, saving lives and field work •  Very committed and focused on their work •  Very high expectations of themselves and others •  Very high expectations of the Global Fund •  Want to know what is happening in the organization and “in the field” •  Document-centric and process orientated organization 3
  4. 4. Growth and Challenges •  Young organization with organic growth •  High demands due to financial needs to support health programs •  Staff doubled in size from 300 to 600 in 2009 - 2010 •  Staff represent more than 100 nationalities •  English is our working language, but not a first language for most •  Unable to adapt internally – technically or structurally •  Difficult to strategically manage changing & growing organization •  Led to a reorganization in 2012 and an opportunity for change 4
  5. 5. •  Saw an opportunity for improvement due to reorganization •  Proposed moving the Intranet from IT to Communications •  Started to manage the Intranet •  Heard lots of complaints that the Intranet “didn’t work” – but what did that mean? •  Engaged a digital agency to conduct focus groups: 80 staff/380 organization 5 Opportunity for Change KEY FINDINGS 1.  Do not trust data and cannot find current documents and materials 2.  Want to connect to the mission 3.  Receive information about our work and field work 4.  Provide digital workspaces to collaborate and share 5.  Improve search
  6. 6. Technical Discussions •  Current platform unstable •  Old servers and equipment needed replacement •  Unable to migrate or upgrade current environment DECISIONS: •  Build as if there was no existing site: new infrastructure, new design, new approach •  Move from SharePoint 2007 to 2013 •  Delineate between Intranet and Team Sites •  IT to own the technology (SharePoint) and provide technical support (back end) •  Communications to own design, user experience and content (front end) 6
  7. 7. Project Set-up •  Project Team •  Communications and IT •  Weekly meetings •  Steering Committee •  Monthly, and as needed •  Governance documents •  Defined areas of responsibility •  How we work •  How others should work with us 7 HOW WE WORK 1.  Consider the entire workspace 2.  Keep the end user in mind 3.  Sustainability 4.  Follow the process 5.  Open dialogue 6.  Collaborative approach
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  15. 15. Ingredients for Success •  Issues were clearly defined •  Understood our users and their needs •  Clear goals for the workspace •  Used design agency to design site with best practices •  Used POC to test approach and gathered early feedback with select staff •  Tested, tested, tested •  Ongoing change management 15 WORKSPACE GOALS 1.  Happy, positive look and feel 2.  Easy-to-navigate 3.  Improved search 4.  Migrate only what is needed; discard/archive what remains 5.  Shut down old site 6.  Encourage feedback and ideas
  16. 16. 16 Project Team •  Meet weekly, review project status •  Escalate issues •  Identify solutions •  Maintain roadmap Steering Committee •  Meets quarterly to vote & prioritize Workspace Management Change Management •  User adoption •  Site usage Change Tactics •  Move emails to Intranet •  Create a mobile app •  Eliminate old Intranet •  Use metrics
  17. 17. 17 Microsoft Shop •  Meetings/open dialogue with Microsoft •  UN Networking group •  Closely watch Microsoft’s roadmap to understand our evolution •  My Sites + Yammer •  Move to Office 365 Workspace Management Document Management •  Document lifecycle •  Archive and approach •  Organizational retention policy Search •  Across platform: docs, people, pages •  Basic, needs enhancement •  Better results, user experience •  Taxonomy

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