The document discusses various information and communication technology (ICT) services available to staff, including email, communication and collaboration tools, an ICT portal, ICT service desk and support, shared storage, telephony services, and printing services. It provides tips for managing email effectively and lists upcoming ICT-related seminars. New and changing services are highlighted such as leased printing/copying/scanning services, IP telephony, and video conferencing tools. Sample uses of Google Sites for writing a book and managing a project are also included.

1. Efficiency. Effectiveness. Productivity
Through
ICT Services
Rosemary Kande, Carolyne Mwangi
ICT Unit, 31st May, 2012

2. What Services?
Email but…
Too much email; My email box out of control?...
Communication and Collaboration tools but..
When to use what? What’s best for me?
An ICT Portal but…
Isn’t this for ICT folks?
An ICT Service Desk and Desktop Support but…
I prefer grabbing them from the corridors; how come they never walk around too
much of late? 
 Shared Storage but…
 My computer has lots of space…so does my colleague’s.
 Telephony Services but…
 I cannot find call history, missed calls or query ext. by name
 Printing Services but…
 But I cannot print if our unit printer is down? Takes long to get a standby? Or have to wait
till its fixed?

3. Question: Part of a team developing a proposal or participating in a
project? What services?
Answer: Use,
 A google Site - To consolidate all material related to this proposal, consolidate comments from all members with
all viewing these, have all members work on the document from anywhere and consolidate the final document later.
 Webex -To discuss the structure, edit real time with all viewing all the changes (Internal and External)
 ICT Service desk - To book a WebEx session
 Gtalk - For Instant chat with your CGIAR colleagues and all with gmail /google accounts.
 Network Shared Storage - To store frequently used material within your unit, structure it in unit functions or
project for easy access (Shared amongst unit staff members)
 The ICT Portal - For Information on recommended Laptop/Desktop for project team and instructions to
purchase. For information on other ICT services you may need and how to request for them.
 Public Internet Services and local SIM cards - When travelling out of the country local sim cards to
make calls if staying for a while

4. Question: The person organizing for a workshop/Meeting/Interviews?
Answer: Use,
 Email - Mail merge – To communicate standard but personalized information to individuals.
 See Email Mangement Tips that work – following slides!
 Video Conferencing Services - To firm up on workshop plans with remote participants
 Coming Soon! Participants will now join a video conference session from their laptops
 Gtalk - To instant chat with CGIAR colleagues and gmail account holders
 Web Streaming Services - To have your proceedings followed by the public
 Webex - To have others participate remotely while viewing the presenters and workshop presentations. NB:
Remote participants can also present.
 Shared Storage - To store frequently used material within your unit, structure it in unit functions or project for
easy access (Shared amongst unit staff members)
 Paperless Office - To provide participants with workshop material on flash disks, rather than PRINTING.
 ICT Helpdesk - To book for ICT Support and resources (Notify in good time – at least a week before the
workshop)

5. Email : Tips that work!
1. Set up a simple and effective email reference system – Reference/Action
2. Schedule uninterrupted time to process and organize email
3. Process one item at a time, starting at the top -
 Sort by order in which you will process
 Use the 4 Ds model all the time as you process: Delete, Do (If in 2
minutes) , Delegate, Defer to task list, Calendar for later
4. Group similar messages in folders
5. Create Search Folders to find messages fast
6. Route mail efficiently using mailbox rules
7. Reduce unwanted email with junk filters
8. Assign a color category
9. Flag for follow up – with Reminders if need be

6. Look out for New/Changing Services
 Leased Print/Copy/Scan Services
 Shared spaces
 Back up printers on campus
 Release your printed job from anywhere, copy from anywhere
 Cost effective – Low investment
 IP Telephony
 Stable
 User friendly headsets – Missed Calls, Dialed Numbers
 Video Conferencing
 Join from your laptop
 Share your presentation
 Virtual Meeting tools
 Manage the booking better
 Manage the sessions better – End user operation

7. Look out for our upcoming seminars
 ICT Security
 Communication and Collaboration
 New Telephony System
 New leased multifunctional printers
Thanks! Questions , Comments
http://ict.worldagroforestry-ilri.org
icrafhelpdesk@cgiar.org / 4207

8. Google Site Samples – Writing a book using google sites

9. Google Site Sample- Managing a project using google sites

10. ICT Portal – http://ict.worldagroforestry-ilri.org