PHASE 1 Quick Wins - Change Ambassador
Planner
Why am I doing these tasks?




This list of Quick Wins is designed for you to start to raise your profile as a Change Ambassador in the first
couple of months. It will allow you to find your way around the main resources (NGW & Smarter Working
Site – Ambassador pages and Connecting Change Ambassadors Forum) and start with some simple tasks for
yourself, and some to try out with your team.
All of the tasks are linked to the Next Generation Working Programme outcomes and working smarter. They
are also a good example of doing more with what we already have.
Sit down with you manager and prioritise the tasks where H,M,L column is empty. Then get started on some
of the high priorities.
Share your highs and lows with you Support Group and Quick Wins chat thread on the Support Group page
Plan date:
Review date:
Action
1 E Enter your first post on the Connecting Change Ambassadors
Forum
Priority

High, Medium
Low
Date
complete
By 9th
January
You are not alone in your new role! Ask a question and share your challenges and
successes with your fellow Change Ambassadors.
Please access this through the Online learning Centre, by clicking the ‘Forums’ icon
and locating the ‘Connecting Change Ambassadors’ thread. Alternatively, click this
OLC link. You will need to log in to the OLC to access this and you can do this from any
computer with internet access at home or work.
A couple of facts to help you to get the most out of the forum:
-
2
You can sign up to be sent alerts on all new updates to the Forum, simply click
on the ‘subscriptions’ link and sign yourself up!
To create an entry on the Forum, simple click reply and type your question,
response, comment and click ‘post’
To encourage you to explore, I have posted a question in the Forum for you
to answer!!
Take complete the ICT Skills Checker online assessment


Wait to receive your e-mail from OWD in the New Year follow the
instructions and take the test
Read the signposted information about how and where to access
further training and support to improve your skills
Wait for email
3
Practice the NGW Top 15 IT Tips
H
(Find on NGW & Smarter Working Site/ Ambassador landing page/How to
Guides and more button)


4
Publicise these to your team – could be e-mail; cascade to team
meetings, or offer out 1:1 support eg one tip per week
Share results on the Ambassadors Connections Site
under this thread. What went well? What could have gone better?
Get your personal tablet issued to you

5
Book on Leading Smarter Working - Manager Training



6
It is essential to attend one of these courses as you will be
implementing Smarter Working alongside your manager
Highlight dates to them as they become available and get them to
book a date
If possible try to attend with your manager
Decide on regular team slots to introduce NGW into your team.



7
Watch on Ambassador Connections site for announcements about
arrangements. Learn how to use it ; experiment with it, and see
how you can integrate it into your work with a view to saving time
and improving process
Discuss with your manager whether this becomes a regular slot at
existing team meetings or how else this might be done in a time / cost
effective way.
Watch out for the ‘What is Next Generation Working?’ bite size slide
pack. You will be able to explain what smarter working is all about and
why we are doing it, to your team in short slots on a rolling basis (Find
on NGW& Smarter Working Site/ Ambassador landing page/How to
Guides and more button)
Experiment with using Voting Buttons in Outlook as part of a virtual
meeting(Find on NGW/Smarter Working Site/ Ambassador landing
page/How to Guides and more button) Post your experience on
Ambassadors Connections Site
Sending a Link not an Attachment – encourage your team to
change their practice. You could send out this guidance and start
to change behaviour.

When attaching a Document to an email, think before you do it. If the
email is for internal users, ask yourself the question, do they have
access to the network area or SharePoint site where the document is
saved? If they do, send a hyperlink instead.
H

8
Learn how to create and edit a Hyperlink. (Find under NGW & Smarter
Working site / - Ambassador landing page/How to Guides and more
button)
NCC Only – To improve the A-Z search facility within the intranet
(In-Touch) please review your service area/team functions, to
ensure they can be located/found easily.
 Information/content currently on the NCC intranet (In-Touch)
Check that Key Words / Titles (usually up to 3) used to as a heading are on the A-Z
(e.g. Annual Leave can be located under A, L or even H (for holiday entitlement)) so
they can easily be found by anyone seeking information. Consider the ‘Plain English’
terms people use and avoid Jargon wherever possible. If you need to change or add
further Key Words, make contact with the page owner. The page owner is identified
on the bottom of the intranet page that you are In the edit mode; the page owner can
update the A-Z entries accordingly so information can be found more easily.
 Information/content not on the NCC intranet (In-Touch)
The web author for the business area may be able to support, but for some
circumstances the ambassador may need to make a request to the Web Team directly
to upload new information. Richard Beards (NCC web team) has confirmed that his
team is more than happy to advise on who the suitable web author could be, where
new content should be located on the site and general advice around
layout/formatting, etc. Again, the best way to initiate these discussions is by the email
provided. Again in doing so, they can select up to 3 different A-Z titles so that the
information can be found easily. [email protected]
9
Standardise e-mail signatures of all members of your team. Do
they comply with the current guidance?

Email signature reminder
How many times have you wanted to call someone and gone back to an email
exchange you had with them, only to discover there was no contact
information in their email? Although you can search somewhere else to find
their contact details, it is a frustrating and time consuming.
If you do not have an email signature, all you need do is follow the simple steps
below.
1) In Outlook, click on Tools, Options, and Mail Format then Signatures.
2) You can add a New signature or Edit an existing one.
What should you put in your email signature?
Your name
Your job title
LGSS
Landline number
Mobile number
Email address
www.lgss.co.uk
LGSS- by the public sector, for the public sector
The default font for emails is Calibri, which is perfectly fine for most people.
Please do not use fancy display fonts or bright colours for your signature as
it needs to be easy to read.
You can find further guidance on LGSS branding on the Intranet , Camweb and
the NoCC LGSS site.


10
Make it your challenge to get them 100% correct
Share your success on Ambassador Connections when you have
achieved your goal
NCC Only - Review all Outlook Global Address List entries for
members of your team. This is a really important task to pave the
way for the rollout of Microsoft Lync.

Are the names/job titles, main office location and phone numbers
correct? Are mobiles included?

To update a profile go to the intranet landing page – popular pages/ ITService Desk/contacting the IT Service Desk - link as follows:
Contacting the IT Service Desk

Then select from part way down the page “Updating your contact
details” and “My Profile”. This will show the staff member’s details, as
below.
If details need changing or a second (e.g. mobile) phone number needs adding,
the staff member then selects the online form, fills in the details and submits:
Online form to change My Profile
11
Is your team local induction process successful? Look at it; get
some feedback from recent starters and improve it.



12
Build up your knowledge from FAQ page on the NGW Intranet
site so you become the go to person for all those smarter working
questions


13
Does the induction process include any information about the Next
Generation Working Programme (NGW)?
If not signpost to the NGW intranet pages and the NGW& Smarter
Working site.
If the team starts to work in a more flexible way think how this might
impact on induction
Give feedback (via the e-mail address on the site) on any content that you
feel needs improving – e.g. lacking in clarity, assumes knowledge staff may
not have, not written in plain English etc
Submit at least one extra FAQ you / your team would want answering –
again, submit via the e-mail address on the site
Do you feel comfortable that you getting familiar with what’s in
the e-guide to Smart Working? This is important as you will be
seen as a subject matter expert

Improve your knowledge levels by reading the rest of the E-Guide to Smart
Working (you should have read sections 1 and 2 before the Launch day on
17/12/14)
14
Make better use of the Outlook Calendar function and introduce
with your team to make improvements
Clear labelling
 Ensuring that team members clearly label their calendars when they are off
site or out of the office. So that desks can be shared when staff are not going
to be using them.
The use of the delegate function

Another feature that could be used is the ability to delegate the responsibility
of managing your calendar to someone else. A delegate can manage your
schedule, meetings, and appointments, freely and visibly. Assisting flexible
working as delegates can manage diaries, even when staff is out of the office.

To set up the Delegate Access feature, you start by clicking Options on the
Tools menu and then clicking the Delegates tab. Then, to add a delegate, click
Add and select the name of your chosen delegate from the list. When you
have added a delegate, the delegate's name will show up there.

After you have chosen your delegate, the next step is to grant that person
permissions for your calendar. By selecting editor, the chosen delegate will
now be able to create, change and cancel meeting requests on behalf of
another person.