UNON, UNEP & UN-Habitat

Transcription

1 UNON, UNEP & UN-Habitat 2.6 Communication Plan Tuesday 25 February 2014

2 Summary 1. Local Umoja Communication Team 2. Communication progress to date 3. Communication forums & established mechanisms 4. Communication Protocol 5. Communication Campaign It s happening. Umoja Nairobi 2

3 Local Umoja Communication Team 1. Nairobi Umoja core coordination team (UNON, UNEP & UN-Habitat) 2. UNON/DCS 3. HR representation (UNON, UNEP, UN-Habitat) 4. Communication representation (UNIC, DCPI, AOC) 5. Coord with Umoja Change Management & Communication team It s happening. Umoja Nairobi 3

4 Communication Progress to Date 1. Local Umoja Communication Team: established, meets regularly; 2. Communication campaign established: 9-month plan from October 2013; 3. Coordination with Umoja Change Management & Communication team in NY: campaigns shared with Umoja NY team; compliance with Umoja branding, use of logo guidance instructions; articles of interest for Umoja iseek, Facebook or Umoja.net; Nairobi has not established separate website or Facebook or internet sites, but is utilizing existing Umoja sites; 4. Promotional materials available from NY: posters, graphics, videos, slides, artwork; representatives from UNON Division of Conference Services (Conference Management & Printing) have met with NY team, further cooperation and working together planned; training materials, guides; use of other media types e.g. apps.

5 Communication Progress to Date cont. 5. Unite Connections: secretariat social media solution; access easy to all staff, simply type in un as user id and webmail password; Umoja Nairobi connection established mid 2013; over 130 registered members; second most viewed connection soon after established; repository for electronic material that needs to be shared including key communication, training guides, updates, weekly reports, workshop materials, plans, minutes and links to other sites of interest; Demo

6 Communication Forums & Established Mechanisms 1. UNEP Administrative Management Meeting (AMM): 19 September 2013; 2. UN-Habitat Programme Managers Meeting (HPM): 14 November 2013; 3. Presentation made to Geneva Group: on 5 December 2013; 4. Senior management of UNON, UNEP and UN-Habitat: 3 February to Principles and Deputies of each entity (USG/ASG); 5. Regular requests from UNEP and UN-Habitat for staff briefings: Divisions, Branches, Units, Country Office, Regional Offices etc.. 6. Communication Protocol: draft presented at Umoja Nairobi DCC early February; 7. Weekly Report: since May 2013

7 Communication weekly reports

8 Communication Protocol 1. High volume of time critical communication related to Umoja (e.g. related to procurement, finance, HR, out-posted offices, staff, vendors); 2. Communication will be: (i) Instructions; (ii) Guidance; or (iii) Information; 3. Internal approval procedure will be required within and across UNON, UNEP and UN-Habitat to ensure cross-functional issues or cross entity issues are reviewed and approved within tight timelines (e.g. 24 hrs); 4. Communications may be sequential or relate to prior or future communications, so must be appropriately referenced or named; It s happening. Umoja Nairobi 8

9 Communication Protocol 5. Detail communication distribution hierarchy structures must be controlled by UNON, UNEP and UN-Habitat, each with full accountability for keeping upto date (staff movements) and ensuring all relevant staff are categorized to their areas of responsibility. Single accountability within each entity (UNON, UNEP and UN-Habitat) that any approved Umoja communications will reach the right person within approved timeline (e.g. 24 hrs); 6. Communication protocol will link to approved Umoja calendar which will include all approved Umoja activity (data, testing, training, workshops); 7. IT support across UNON, UNEP & UN-Habitat including generic Umoja Communication address, circulation groups based on agreed distribution hierarchies, repository for all approved sequentially referenced communications. It s happening. Umoja Nairobi 9

10 Communication Campaign Umoja Communication Campaign (October July 2014): October: UNSOA deployment as part of Cluster 1, Peacekeeping 1 November; November: Umojians theme, based on a phrase from Ernesto Baca ( we are all Umojians ) local communication team built on the concept, designed t-shirts (Nairobi birth place of Umoja), worked with upto 5 staff each from UNON, UNEP and UN-Habitat to feature on posters, playing on the theme that we are going to become 'Umojians', learning a new language (SAP, T-codes, BP s, Shopping Carts, RFx etc...) and gaining benefits (efficiency, transparency). Worked with a range of staff who have been heavily involved, partially involved, or looking forward to be involved. E.g. Pauline who came up with the name, Malcolm who ran a marathon up Mt. Everest, Joel/Patricia/Nelly who supported UNSOA etc. December/January: developed Umojian theme (graphics/photos/posters) and launched campaign end of January. Plan to extend over coming months to include out-posted offices. February/March: Movie Premier theme, coming soon to a duty station near your, role mapping exercise, data preparation, testing etc... March: support Cluster 2 deployment if required (e.g. UNSOM supported by UNSOA) April onwards...working closely with the NY Umoja team on communication related to rampup and deployment activities including PIT, UVT, role mapping, ILT, CBT and other training, data preparation, loading, black-out period, support arrangements etc...

11 Communication Materials Designed & Printed

12 Communication Cluster 1 Deployment November 2013

13 Umojian Campaign Launched January 2014 It s happening. Umoja Nairobi 13

14 Thank you Questions? It s happening. Umoja Nairobi 14