rethinking how we work together @ dg connect prabhat agarwal european commission making egovernment...
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Rethinking how we work together@ DG CONNECT
Prabhat AgarwalEuropean Commission
Making eGovernment work: Improving Organizational Processes
Brussels, 1 October 2013
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DG CONNECT
We reorganized in 2012 to
• to facilitate knowledge creation and exchange
• to unleash the creative talents of staff
• to ensure a better integration of R&D, innovation, policy, and regulation
We needed a new tool, new processes and new skills to work in this new way.
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Knowing what's going on
Before• Senior Management
Meetings closed• Formal records only in
ARES• Difficult to 'see how it all
fits together'• Connections between
meetings are mainly ad-hoc
Now• Same day open recording
of all senior meetings and many operational meetings
• Commenting, linking and searching to make linkeages
• Active senior management and many operational blogs on visions
84% of interviewed staff say they are more aware
of what's going on
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Gathering inputs broadly & quickly
Before
• Idea gathering mainly in small, local teams
• Physical meetings necessary
• Staff find it difficult to make time to contribute everywhere
Now
• Open discussion enables broad collection of input
• On-line ideation allows to sample cross-DG views
• Voting gives ideas of collective priorities
• Time requirements on staff are considerably reduced
Needs definition for a horizontal project in 3 weeks with 25% of
staff involved
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Easier spontaneous collaboration
Before• Collaboration based
essentially around document repository
• Discussions limited to email
• Limited discoverability of on-going project
Now• Collaboration transparent
and discoverable
• Documents & discussions in one place
• Participants join depending on their interest and expertise
72% of interviewed staff say it's easier to collaborate beyond their
unit
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User
Ad
op
tion
Active: at least viewing content
Engaged: commenting, linking, editing
Creating content
Distinct users over 30 days
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Challenges
• It takes time and effort to build a new working culture, but our usage statistics are well above accepted industry norms.
• New collaborative tool requires new skills, so we are working with DG HR to address this.
• Providing mobile access to the platform has been difficult to implement; we are working with DIGIT to explore solutions.