Efficiency. Effectiveness. Productivity

Through

ICT Services

Rosemary Kande, Carolyne Mwangi

ICT Unit, 31st May, 2012

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?

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

Question: Part of a team developing a proposal or participating in a project? What services?

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)

Question: The person organizing for a workshop/Meeting/Interviews?

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 later4. 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

Email : Tips that work!

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

Look out for New/Changing Services

ICT Security

Communication and Collaboration

New Telephony System

New leased multifunctional printers

Thanks! Questions , Comments

http://ict.worldagroforestry-ilri.org

icrafhelpdesk@cgiar.org / 4207

Look out for our upcoming seminars

Google Site Samples – Writing a book using google sites

Google Site Sample- Managing a project using google sites

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