comms

=Communication, Information, Knowledge and Data= toc //In the NBDC, communication and knowledge management play a major role in both internal communication (ensuring that the teams can work easily together, engage with each other, find good records of conversations and learn together) and in external communication (ensuring that the NBDC key messages are brought to their audiences and these audiences engaged as much as possible in NBDC work at every level possible). This page lists a number of resources related to this work in NBDC. //

What is the comms approach in NBDC?
The brief 'Communication tools in the Nile Basin Development Challenge' summarises the list of communication channels and tools that NBDC is using to communicate internally and externally. This brief is also the basis of the NBDC website page 'Comms tools'. The brief 'Communicating inside out—The NBDC’s first year' reviews the first year of comms work in NBDC, while the more recent brief 'Communication priorities for the Nile Basin Development Challenge 2012-2013' indicates the broad priorities and principles of work in NBDC for the second half of the programme.

The Prezi 'NBDC knowledge management and communication' reviews the history, achievements, challenges and lessons of NBDC communication and knowledge management in the Challenge. The NBDC institutional history also tracks back some of the plans, activities, achievements, challenges and lessons of communication in the NBDC. media type="custom" key="24578974"

Essentially, the NBDC comms approach revolves around five key pillars: The communication work was previously nested under the Nile 5 project.
 * Project and event planning and reporting - systematically
 * Documenting discussions and events
 * Using different meeting formats
 * Publishing different products
 * Spillovers to other organisations

The NBDC comms team also commissionned the work of Elias Damtew on ' Communication tools for improved knowledge sharing in rainwater management: A case study of the Nile Basin Development Challenge to further understand communication and information preferences and practices in the sites where NBDC is active.

The comms tools we use in NBDC are the following: In order to keep everyone informed about the NBDC activities, we developed 6 'news briefs', showcasing articles from the website: NBDC update 6 (February 2014) - NBDC update 5 (July 2013) - NBDC update 4 (December 2012) - NBDC update 3 (December 2011) - NBDC update 2 (May 2011) - NBDC update 1 (September 2010).
 * A wikispace (this wiki) - where we collectively update pages about the projects and their progress, as well as events etc
 * A (private access) Yammer network - where we can post messages (not emails) to each other
 * A 'collection' in the ILRI document repository where all public documents will be stored (on D-/CG-Space)
 * A website to be the initial news point and public web space for the projects (on a Wordpress platform).
 * A collection of presentations and posters, shared with other basin challenges in the Challenge Program for Water and Food (on Slideshare).
 * A collection of pictures (on FlickR).
 * Some videos on YouTube (and formerly on BlipTV)

Important discussions about communication and KM
Recent discussions, meetings or milestones on Comms, information, knowledge and data:
 * After action review about the role of comms/KM in the NBDC (Peter Ballantyne, Ewen Le Borgne - 29 November 2013)
 * Discussion about updating the NBDC wiki and website (Alan Duncan, Simon Langan, Doug Merrey and Ewen Le Borgne - 11 July 2013)
 * Discussion about communication support to the general program: Amanda Harding, Peter Ballantyne, Ewen Le Borgne (26 November 2012)
 * CPWF phase 2 online documentation and learning meetings (September-November 2012)
 * Priorities in NBDC communication for 2012-2013 (short paper on Mahider - July 2012)
 * Presentation about the NBDC communication approach (and more), given at a communication workshop for the Volta Basin Development Challenge 27-28 March 2012.
 * Informal 'comms' meeting (24 Feb 2012)
 * Comms most significant change story (Feb 2012)
 * Brief [[file:NBDC Comms Report_april2011.doc|Comms update]] on outputs, outcomes, plans by Peter Ballantyne (April 2011)
 * Notes on comms strategy by Michael Victor

In preparation for the end of program, read **** (May 2013)

Roles and responsibilities

 * Overall **strategic responsibility for communication** lies with Alan Duncan and Simon Langan, with support from Ewen Le Borgne and Peter Ballantyne.
 * Decisions on **publications** produced by the NBDC (content and process) lie with Alan Duncan and Simon Langan, with all Nile project leaders with support from Emaelaf Kebede and Meron Mulatu.
 * **Knowledge sharing / management****and internal communication** work is a responsibility of Ewen Le Borgne, with supervision from Peter Ballantyne and Alan Duncan and Simon Langan.
 * Info flow across projects – yammer/wiki. The Yammer champion used to be Aberra – responsible for harvesting snippets across the programme. This has been abandoned for general lack of time among the team.
 * **Media work** at national level is the responsibility of Alan Duncan with Simon Langan and Meron Mulatu, with support from Ewen Le Borgne.
 * **Organizing events and workshops** is the responsibility of Alan Duncan with Simon Langan with support from Ewen Le Borgne and logistical support (scheduling, invitations, venue, transport, equipment) from Yemisrach Regassa (IWMI) and Abeba Asmelash (ILRI) to be identified.
 * **Monitoring (and reporting) of communication work** is the responsibility of Alan Duncan with Simon Langan.

Communication priorities in the next phase (2012-2013)
Bearing all the above in mind, the following are the main priorities (see more details in the brief Priorities in NBDC communication for 2012-2013), even though the people may have changed (e.g. Tilahun Amede is mentioned a lot, below, although he has been replaced as NBDC coordinator by Alan Dundan and Simon Langan).

Develop a clear strategic and operational plan for communication
The management of the project has to issue a clear position on the science vs. process discussion and on who plays what role.
 * Tilahun and Ewen to organize a team (focus) discussion on ‘science and process in NBDC’ to develop a clear and integrated approach about this in the NBDC;
 * Tilahun to issue a short statement about that position as a result;
 * Ewen and Tilahun to develop a clear set of roles and responsibilities for communication work, on the basis of the section ‘roles and responsibilities’ here.
 * The project leaders, Tilahun, Emaelaf and Ewen will have a discussion on setting up the publication strategy for NBDC with clear editorial process, peer review etc., following established ILRI procedures and ensuring oversight on IWMI-generated outputs too;
 * Tilahun and Ewen, with project leaders, will discuss the preparation of the next batch of MSC stories and plan outputs accordingly;
 * Tilahun and project leaders will discuss the possible need to hire a consultant to write some of the final NBDC outputs;
 * Ewen and Tilahun will take stock of existing research outputs (and their stocks) from phase 1 and from current phase and prepare an overview of what can be shared with whom. Tilahun will entrust project leaders to ask their staff to bring these publications when going to the field;
 * Tilahun and project leaders will identify key publications/outputs that need to be translated in Amharic and/or Oromiffa or need to be packaged through audio/video formats;
 * As part of his ongoing tasks Ewen will keep checking publication updates at monthly meetings and share this with Emaelaf’s management of the ILRI publication pipeline.

Manage the production pipeline for NBDC outputs
Most importantly, we need to know what is planned and when, who by; and the scientists as a group are aware of gaps/opportunities they may not have thought about.

Strategize knowledge sharing and engagement

 * Ewen, Tilahun and the NBDC project assistants will further develop the mailing list of NBDC VIPs (based on the list of people who attended face to face meetings compiled by Tsehay, and one of researchers to be able to share effectively NBDC updates and outputs with them on a regular basis;
 * Ewen and Tilahun, with support from N-project leaders, will develop a calendar of NBDC (possibly linked with IWMI, ILRI, ICRAF, and other project partners) seminars about different topics and will invite relevant audiences for these; this needs to be part of ‘campus-wide’ communication at ILRI, in which Meron has a major role.
 * Ewen and Tilahun will schedule a series of team (focus) meetings on key topics for the NBDC, possibly related to seminar topics and aiming at understanding what each N-project might be doing in the area investigated (or what they might do);
 * Meron and Tilahun will liaise with the national press and identify opportunities to organize briefings, press releases, interviews, articles or radio programs on NBDC work.
 * Project leaders, with support from Tilahun and Ewen, will see to the systematic collection of publications, presentations, pictures, videos etc. from the field and other activities? The ILRI editorial team will see to it that all information handled is collected;
 * Ewen and Peter will discuss a process to review what is added to the wiki, to see what can be taken a step further.
 * Ewen __might__ prepare guidelines for what information to document/collect and how;
 * Ewen and Tsehay will review comms needs of the NBDC team with Tilahun and recommend one or more ‘Komms Klinics’ sessions to address those needs;
 * Tilahun will go around and ask project leaders and staff to update the NBDC Yammer and follow his example with interesting developments and to inform him or Ewen about potential //blog post matter//;
 * In late 2012 and in 2013 again, a communication meeting will look into engagement, social learning and knowledge sharing internally, assess bottlenecks and possible opportunities.

Maintain the course and dynamics
The danger of ‘communication relapse’ needs to be countered with activities to maintain the dynamics:
 * At every team meeting, Ewen will keep the emphasis on planned outputs (to be included in the publication pipeline), events (for the [|calendar]) and possible stories to tease out on Yammer or – if more elaborate – on the [|blog];
 * For every half yearly or yearly report, Bizuwork and Abenet (under supervision of Ewen and Tilahun) will ensure that all key outputs are registered and available on Mahider and properly documented (with a blog post).

=Action List= Maintain dynamics || keep the emphasis on planned outputs (to be included in the publication pipeline), events (for the [|calendar]) and possible stories to tease out on Yammer or – if more elaborate – on the [|blog] || Ewen || At every team meeting || Maintain dynamics || ensure that all key outputs are registered and available on Mahider and properly documented (with a blog post) || Bizuwork and Abenet (under supervision of Ewen and Tilahun) || Ongoing || Delayed to first quarter 2011. Need to also engage with CPWF comms people. || sent: 5 july 2010 || training for teams || Tsehay
 * = ==Task== ||= ==Description== ||= ==Responsible== ||= ==Status== ||
 * Strategic Comms || organize a team (focus) discussion on ‘science and process in NBDC’ to develop a clear and integrated approach about this in the NBDC || Tilahun and Ewen || Done - the science meeting and the One NBDC initiative ||
 * Strategic Comms || issue a short statement about that position as a result || Tilahun || N/A ||
 * Strategic Comms || develop a clear set of roles and responsibilities for communication work, on the basis of the section ‘roles and responsibilities’ here || Ewen / Tilahun || Done and introduced here ||
 * Publications || have a discussion on setting up the publication strategy for NBDC with clear editorial process, peer review etc., following established ILRI procedures and ensuring oversight on IWMI-generated outputs too || project leaders, Tilahun, Emaelaf and Ewen || Abandoned but generally handled by ILRI publications team ||
 * Publications || discuss the preparation of the next batch of MSC stories and plan outputs accordingly || Tilahun and Ewen, with project leaders || Done ||
 * Publications || discuss the possible need to hire a consultant to write some of the final NBDC outputs || Tilahun / project leaders || Done - Terry Clayton ||
 * Publications || take stock of existing research outputs (and their stocks) from phase 1 and from current phase and prepare an overview of what can be shared with whom. Tilahun will entrust project leaders to ask their staff to bring these publications when going to the field || Ewen and Tilahun || Abandoned ||
 * Publications || identify key publications/outputs that need to be translated in Amharic and/or Oromiffa or need to be packaged through audio/video formats || Tilahun & project leaders || To do ||
 * Publications || Keep checking publication updates at monthly meetings and share this with Emaelaf’s management of the ILRI publication pipeline || Ewen || Ongoing ||
 * Knowledge sharing and engagement || Further develop the mailing list of NBDC VIPs (based on the list of people who attended face to face meetings compiled by Tsehay, and one of researchers to be able to share effectively NBDC updates and outputs with them on a regular basis || Ewen, Tilahun and the NBDC project assistants || Meron and Abeba are working on this ||
 * Knowledge sharing and engagement || Develop a calendar of NBDC (possibly linked with IWMI, ILRI, ICRAF, and other project partners) seminars about different topics and will invite relevant audiences for these; this needs to be part of ‘campus-wide’ communication at ILRI, in which Meron has a major role || Ewen and Tilahun, with support from N-project leaders || Abandoned - but ILRI-wide seminars are happening ||
 * Knowledge sharing and engagement || schedule a series of team (focus) meetings on key topics for the NBDC, possibly related to seminar topics and aiming at understanding what each N-project might be doing in the area investigated (or what they might do) || Ewen and Tilahun || Done ||
 * Knowledge sharing and engagement || liaise with the national press and identify opportunities to organize briefings, press releases, interviews, articles or radio programs on NBDC work || Meron and Tilahun || Done ||
 * Social learning culture || see to the systematic collection of publications, presentations, pictures, videos etc. from the field and other activities? The ILRI editorial team will see to it that all information handled is collected || Project leaders (with support from Tilahun and Ewen) || Ongoing ||
 * Social learning culture || discuss a process to review what is added to the wiki, to see what can be taken a step further || Ewen and Peter || Done (see Discussion about updating the NBDC wiki and website ) ||
 * Social learning culture || prepare guidelines for what information to document/collect and how || Ewen __possibly__ || Optional ||
 * Social learning culture || review comms needs of the NBDC team with Tilahun and recommend one or more ‘Komms Klinics’ sessions to address those needs || Ewen and Tsehay || Done ||
 * Social learning culture || ask project leaders and staff to update the NBDC Yammer and follow his example with interesting developments and to inform him or Ewen about potential //blog post matter// || Tilahun || Abandoned ||
 * Social learning culture || Organize (in late 2012 and in 2013 again), a communication meeting to look into engagement, social learning and knowledge sharing internally, assess bottlenecks and possible opportunities || Ewen and Tilahun || Done - see Discussion about communication support to the general program ||
 * Social learning culture
 * Social learning culture
 * Communications strategy for Nile 5 || develop draft for early september || Peter || Replaced with the 6-pager from May 2012.
 * comms tools - proposal || share ideas with project teams || Peter || Unclear status?
 * comms tools - wiki || set up

Tsehay || http://nilebdc.wikispaces.com || guidelines for use || KMIS || @https://www.yammer.com/nilebasindevelopmentchallenges || feeds and alerts guidelines for use || KMIS || http://mahider.cgiar.org/handle/10568/2296
 * comms tools - yammer network || set up
 * comms tools - document repository || set up

@http://feeds.feedburner.com/nilebcdoutputs || sign up for alerts || Tsehay + KMIS || @http://nilebdc.wordpress.com
 * blog space || set up

@http://feeds.feedburner.com/nbdcnews || Charlotte, Peter and others working on this || @http://www.slideshare.net/cpwf/tag/nbdc || Peter || small session in December 2010 small session in September 2010 Planned session in January 2011 || Tilahun \Michael Victor || Done in February 2012 To discuss further with teams and CPWF. ||
 * Google calendar || set up || KMIS || http://nilebdc.wikispaces.com/calendar ||
 * NBDC logo || done || Meron || Revised after feedback from CPWF -View and Download ||
 * NBDC Briefs ||  || Meron || 6 completed in September. ||
 * Data management || We need webspace and metadata and tools to save and make all kinds of data available to the projects ||  || **Unclear status**
 * Base maps || We want to have a set of basic maps of the project sites that can be used by all teams ||  || Catherine and Amare have done some of these. See basemaps page ||
 * Standard powerpoint template || for use by all projects, with NBDC branding || Meron || Unclear status - use CPWF template ||
 * Standard NBDC ppt introduction || for use by all projects, with NBDC branding || Meron || Unclear status - use CPWF template ||
 * Photo archive || To share NBDC photo collections || Tsehay || http://www.flickr.com/photos/nilebdc ||
 * Slideshare || To share powerpoints and posters || KMIS || @http://www.slideshare.net/ilri/tag/nbdc
 * Awareness and training for staff || In how to use the tools || Tsehay
 * WEBEX || online conferencing tool || ILRI ICT || First used for N2 workshop in December 2011 ||
 * Comms workshop || Organise in September 2011 around the planned reflection meeting. Two ideas: 1) link comms activities to Project OLMs; and 2) organise a day for teams on 'effective' comms tools and approaches. Or a bit of both. || Peter
 * Publications || Populate the table with all planned publications || All in the team || http://nilebdc.wikispaces.com/Publication+pipeline ||
 * Nile 1 report || Layout and publish as a project document

develop other products: CPWF working paper, briefs, journal article || KMIS

Tilahun || Done ||
 * NBDC Poster || General introduction || Meron || @http://mahider.ilri.org/handle/10568/3157 ||
 * NBDC Update || Published simultaneously on the blog and as pdf.

September 2010. May 2011 ||  || Dne ||