Helping
evolve
a culture.
A government agency wanted to modernize the way its people could connect with one another. Multiple campaigns and a new digital mindset were needed to shift the culture.
Desmond
IT Director of a large office
17 years with his organization, four years in role
Oversees technology needs of 6,000+
Manages all hardware and software; remote work is not permitted
60% of his day spent in meetings, very little time to get work done
A large government organization had been accustomed to paper notetaking and using physical forms for nearly every process. After HQ made the decision to modernize with cloud-based systems, it was Desmond’s job to roll out new tools that allowed for digital transformation of meetings and processes. Outside of the training on the new digital systems, Desmond’s biggest challenge was changing the culture from, “We’ve always done it that way” to one of, “This way is so much better.”
480,000 people using the collaboration platform after 22 months
6 chats per person (avg) per week
From 5 to .8 meetings per person (avg). due to modern collaboration shift
Results
After deployment of the cloud-based collaboration platform, Carpool worked with Desmond and other IT stakeholders to identify small groups of employees to test a new way of working. Over the course of eight weeks, feedback was collected from the teams on how their work and document management, meetings, and overall collaboration were evolving in real-time. Perhaps the most impactful change to cloud-based collaboration, was the ability for Desmond’s colleagues to use cell phones and home computers to log in securely and work outside the office.
Using the evidence from these teams, Carpool developed a campaign focused on how the organization’s culture was becoming more collaborative and how time could be saved. One central message of the campaign promoted using chat instead of email.
Chats are quicker, less formal, and can be sent in groups, so this campaign provided permission for Desmond’s colleagues to test out communications outside of in-person meeting, which proved to be extremely popular.
Over the course of two years, Carpool worked with Desmond, and his wider organization, to help shift the culture from that of in-person work and meetings, to one of digital-first collaboration. The dependency on paper forms and traditional processes shifted to a more modern, digital-first, openly collaborative culture. Desmond and his fellow employees now spend most of their time engaging via cell phone, something that was unheard of just a few years prior.
“The flexibility that the new collaboration platform gives is amazing. Teleworking is supported and I don't have to drive back into the office to get access to my share drives! We do virtual meetings all the time now. I like how easy it is to find and reach out to a colleague in other offices because we are all on the same platform now.”
~ Desmond ~
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The information outlined in this case study is based on an actual Carpool engagement.
