Responsive, Innovative and Representative: Enhancing IPAC`s Web

Responsive, Innovative and Representative:
Enhancing IPAC’s Web Presence
June 2015
Introduction
IPAC must showcase itself as an organization that represents its membership while continually
striving to attract new, dynamic professionals to contribute to the viability of the organization.
This can be accomplished by implementing the following three measures: having a solid
strategic plan that sets out the ways that IPAC will meet the changing needs of members;
adhering to a comprehensive membership marketing approach; and, by understanding the
online communication needs of its audience. This paper will address the latter measure by
discussing ways that IPAC can improve its online persona by developing modern online services
for the benefit of prospective members, current members and regional groups.
The Challenge
IPAC’s current online presence is not representative of the innovative and dynamic nature of
the organization. A restructured website, modernized online tools and a more active social
media presence will showcase IPAC as the vibrant association that it strives to be.
Recommendations
1. Renew and modernize IPAC.ca: The IPAC website should provide
relevant services for members and regional groups in an attractive
and easy-to-navigate format.
2. Improve online supports for regional groups: The IPAC website as
well as all regional group sites should share common elements to
demonstrate cohesiveness across the organization. Regional groups
should be provided with reliable, professional tools to support their
activities.
3. A coordinated and branded approach to social media: IPAC should
develop social media guidelines for regional groups to follow in
order to represent IPAC in a professional way and establish best
practices for using social media effectively.
2
Background
In early 2015, the Regional Group Council established a sub-committee to examine IPAC’s web
presence. The committee was tasked with examining how IPAC’s current web presence could
be improved.
It is clear that IPAC.ca requires a significant renewal. The Web Presence Committee has looked
at IPAC’s overall web identity, web platform usage, and social media involvement. In the
broadest sense, the current website is crowded, out-dated 1 and extremely difficult to navigate.
It does not clearly articulate what IPAC’s purpose is for the benefit of non-members and does
not easily provide service to existing members or regional groups. There is significant room for
improvement to the way that IPAC is represented through its website and its online social
media presence.
Prior to the establishment of the web presence committee, there were two other formal
assessments of IPAC’s online practices. The 2014 Membership Marketing Plan referred to
renewing the IPAC website to demonstrate cohesiveness between the national branch and
regional groups. The report recommended that web renewal would improve the “collaboration
between IPAC national and regional groups for the purpose of expanding membership” 2. Also in
2014, an assessment report was prepared by two Queen’s University students that focused
squarely on the IPAC website. The report examined the usability of the website from an
academic and non-member perspective. The Web Presence Committee has taken both of the
aforementioned reports into consideration during the development of recommendations.
Principles of an Effective Online Presence
• Websites are typically the first contact a potential member has with IPAC. Positive first
impressions are essential.
• An effective online presence should accurately represent IPAC as an organization to
prospective members and clearly demonstrate the value of membership.
• A professional, assessable online presence will enhance IPAC’s current marketing efforts
and directly support the goals of the Membership Marketing Plan and Tool-Kit (2014).
• The IPAC website should provide relevant services for members and regional groups in
an attractive and easy-to-navigate format.
• The main IPAC website as well as all regional group websites should follow a consistent
format, messaging and appearance to demonstrate cohesiveness across the
organization.
• Regional group websites should be anchored to modern content management systems
that are easy for groups to work with.
1
2
The site is dated 2007
Membership Marketing Plan and Tool-Kit (2014), page 5
3
•
•
•
Regional groups should be provided with innovative event management, mailing list
management and other relevant networking tools.
Social media is an excellent way to demonstrate how active an organization is and
attract members through different channels.
Social media should interact in concert with the website and be used to promote events,
conferences and convey announcements.
Consultation
In order to assess the website through the lens of the heaviest users, this committee issued a
survey to regional group chairs asking that it be distributed to regional group executive
members. The survey asked general questions related to the respondent’s use of IPAC.ca and
its services. It also polled users about their regional group websites and what other
communication tools they have established. Finally, the survey asked what aspects the users
would change about IPAC’s web tools. In March 2015, the survey collected data from 27
members occupying various positions3.
The survey requested information about what aspects of IPAC.ca are most often accessed.
Respondents reported that they most commonly use the job opportunities page, the IPAC
newsletter and the events calendar. Very few use the “Knowledge Central” section, the
international program area and no one visits information about the endowment fund. Many
asked that the site be updated and simplified.
While the survey confirmed many of this committee’s assumptions regarding the volume of
information making navigation challenging as well as the outdated nature of the platform,
there were also some surprising findings including inconsistency in tool use and service
provided by IPAC National for regional groups. For example, it was identified that some regional
groups use IPAC’s event management tool, and some have National manage their mailing lists
and email communications, while other groups manage these functions themselves. Many
respondents expressed concern about general inconsistencies between regional groups and the
main site.
The company who hosts the main and regional group sites was also contacted. Our committee
wished to interview the longtime provider about the volume of data the site occupies, average
user behavior (analytics) and platform limitations. However, repeated attempts to contact the
company were not successful.
3
Raw data can be found in Annex B
4
Recommendations
The Web Renewal Committee has three recommendations: main site rebuild; improve support
for regional groups; and establish an active social media presence.
1. Renew and modernize IPAC.ca
The IPAC website should provide relevant services for members and regional groups in
an attractive and easy-to-navigate format.
The main IPAC website should be completely torn down, restructured and
rebuilt. Existing content on the site should be culled by about 70% and archived
internally. To respond to the most common feedback from the survey results,
the website needs to be streamlined and simplified to meet user needs. New
members should be able to immediately learn what IPAC is and the benefits of
membership should be clear. Regular members need to be able to sign in quickly
and once inside, easily access their account and other exclusive services.
Resources for regional groups should be easy to find, download and use. For the
entire site, only current and relevant content should be posted. Also, the site and
all services (member database, account services, regional group tools) must be
mobile-ready. The Queens University report highlighted the importance of
focusing on IPAC’s core functions on the site, especially on the Home page.
Currently, the volume of information makes the site confusing and impedes
information access. See Annex A for the recommended site structure.
2. Improve online supports for regional groups
The IPAC website as well as all regional group sites should share common elements to
demonstrate cohesiveness across the organization. Regional groups should be provided
with reliable, professional tools to support their activities.
Regional groups are the face of IPAC. They are the representatives who most
often, daily in fact, have contact with members and prospective members. This
stature is paramount to the vitality of the organization. Users must visit regional
group websites in order to access information about events, meetings and
awards. The sites do not represent the vibrant community that regional groups
are a part of. Regional groups expressed frustration in the survey that their sites
are difficult to work within and reported that the web platform is unreliable.
These limitations have meant that many regional groups have abandoned their
sites a primary information source and created their own ad-hoc systems to
administer mailing lists, organize events and connect with members. This
fragmented approach waters down IPAC’s brand and the lack of consistency is
5
counter to the benefits of being affiliated with a national organization. New,
modern content management systems and integrated administrative tools will
allow regional groups to realize efficiencies and improve front-line member
services. The new system should provide all sites with a common look and feel
that is flexible enough for regional groups to add their own unique elements
while still strengthening IPAC’s brand.
3. A coordinated and branded approach to social media
IPAC should develop social media guidelines for regional groups to follow in order to
represent IPAC in a professional way and establish best practices for using social media
effectively.
It is the opinion of this committee that while Recommendations 1 and 2 are the
top priorities and should be addressed right away, IPAC should also look at
playing a more active and coordinated role on social media. It is recommended
this is not done until the first recommendations are fully implemented and IPAC
possesses websites that are social media ready. Currently, there are many social
media accounts set up under IPAC regional groups and different projects of IPAC
National. However, there is an absence of coordination of these sites, resulting
in further fragmentation of the IPAC brand online.
Consistency is key for a social media presence because content must be created,
curated and managed frequently in order to be relevant. However, the level of
effort required will not go unrewarded. Used well, IPAC and the regional groups
can harness the networking power of social media to further build the
organization’s online persona, communicate with members and connect with
potential members.
Next Steps
It is highly recommended that a web renewal initiative is undertaken immediately because it is
long overdue. If managed jointly between staff and an external firm, the project should take
between six months and one year to complete. An implementation plan for this project should
consider contracting time, archiving of culled documents and information, application
development, site testing and working with regional groups to migrate information onto their
new sites. Significant headway on this work could be done in time to launch the new platform
at the national conference in August. To quality check, the Regional Group Council can serve as
a testing body for new tools and practices, especially those that relate to regional group
business.
6
In order to build the viability of the organization, IPAC must showcase itself as a strong,
dynamic organization. This can be reflected by building a strong, modern and innovative online
presence. This is a relatively simple way to showcase IPAC’s accomplishments and
professionalism.
Annexes:
A:
Proposed Architecture
B:
Raw Survey Data
C:
Report on IPAC Website: Mike Kocsis & John Kraemer
D:
Feedback from Vancouver Regional Group on the National Website
7
Adaptable, moderne et représentative :
Améliorer la présence WEB de l’IAPC
29 Juin 2015
Introduction
L’IAPC doit se présenter comme un organisme qui représente ses membres tout en
cherchant continuellement à attirer de nouveaux professionnels dynamiques pour
contribuer à la viabilité de l'organisation. Ceci peut être accompli en appliquant les trois
mesures suivantes : avoir un solide plan stratégique qui définit les façons dont l'IAPC
répondra aux besoins changeants des membres ; adhérer à une approche globale de
commercialisation de l'adhésion ; et, comprendre les besoins de communication en
direct de son public. Le présent document traitera de la dernière mesure en discutant
des moyens qui permettent à l'IAPC d’améliorer sa présence en ligne en développant
des services en direct modernes pour le bénéfice des membres éventuels, des
membres actuels et des groupes régionaux.
Le défi
La présence en ligne actuelle de l'IAPC n’est pas représentative de la nature innovante
et dynamique de l'organisme. Un site Web restructuré, des outils en ligne modernisées
et une présence médiatique sociale plus active présenteront l’IAPC comme l'association
dynamique qu'elle aspire à être.
Recommandations
1. Reprendre et moderniser IAPC.ca : Le site Web de l'IAPC devrait offrir des
services pertinents pour les membres et les groupes régionaux dans un format
attrayant et facile à naviguer.
2. Améliorer le soutien en ligne pour les groupes régionaux : Le site Web de
l'IAPC ainsi que tous les sites des groupes régionaux devraient partager des
éléments communs pour établir une cohérence dans l’ensemble de l'organisme.
Les groupes régionaux devraient pouvoir disposer d’outils professionnels fiables
pour soutenir leurs activités.
3. Une approche coordonnée et de marque aux médias sociaux : L'IAPC
devrait élaborer des lignes directrices sur les médias sociaux que les groupes
régionaux devraient suivre afin de représenter l'IAPC d'une manière
1
professionnelle et d’établir de saines pratiques pour utiliser efficacement les
médias sociaux.
Contexte
Au début de 2015, l’Assemblée des groupes régionaux a établi un sous-comité pour
examiner la présence Web de l'IAPC. Le comité était chargé d'examiner comment la
présence actuelle de l'IAPC sur la Toile pourrait être améliorée.
Il est évident que l’IAPC.ca a besoin d’être intensivement remanié. Le Comité d’étude
de la présence Web a examiné l’identité globale de l'IAPC sur le Web, l'utilisation de la
plateforme Web et l’implication des médias sociaux. D’une façon générale, le site actuel
est surchargé, dépassé 1 et extrêmement difficile à naviguer.
Il ne précise pas clairement les objectifs de l'IAPC pour le bénéfice des non-membres et
ne dessert pas facilement les membres existants ou les groupes régionaux. De grandes
améliorations sont possibles pour qu’il reflète la façon dont l'IAPC est représenté à
travers son site Web et sa présence en direct sur les médias sociaux.
Avant la création du Comité d’étude de la présence Web, il y avait deux autres
évaluations formelles des pratiques en ligne de l'IAPC. Le Plan de commercialisation de
l’adhésion de 2014 faisait référence à un remaniement du site Web de l'IAPC pour
montrer une cohérence entre la branche nationale et les groupes régionaux. Le rapport
recommandait qu’un site remis à neuf améliorerait la «collaboration entre l’IAPC
national et ses groupes régionaux dans le but d’accroître l’effectif ». 2
Aussi, en 2014, un rapport d'évaluation qui avait été préparé par deux étudiants de
l'Université Queen’s portait exclusivement sur le site Web de l'IAPC. Le rapport
examinait la convivialité du site Web du point de vue d’un universitaire et d’un nonmembre. Le Comité d’étude de la présence Web a tenu compte des deux rapports
susmentionnés dans l'élaboration de ses recommandations.
Principes d’une présence efficace en direct
Les sites Web sont généralement le premier contact qu’a un membre éventuel avec
l'IAPC. Des premières impressions positives sont essentielles.
1
Le site date de 2007.
2
Plan et outils de commercialisation de l’adhésion (2014).
2
• Une présence en ligne efficace devrait refléter fidèlement l'IAPC en tant qu’un
organisme aux membres éventuels et démontrer clairement la valeur de l'adhésion.
• Une présence en ligne professionnelle et évaluable permettra d'améliorer les efforts
actuels de commercialisation de l'IAPC et d’appuyer directement les objectifs du Plan
de commercialisation de l’adhésion (2014).
• Le site Web de l'IAPC devrait offrir des services pertinents aux membres et groupes
régionaux dans un format attrayant et facile à naviguer.
• Le site Web principal de l'IAPC ainsi que tous les sites Web des groupes régionaux
devraient suivre un format cohérent, au niveau de la messagerie et de l'apparence, pour
faire preuve de cohésion dans l’ensemble de l'organisme.
• Les sites Web des groupes régionaux devraient être ancrés à des systèmes modernes
de gestion de contenu avec lesquels les groupes peuvent facilement travailler.
• Les groupes régionaux devraient avoir à leur disposition des instruments innovants de
gestion d’événements, de gestion de listes de diffusion et d'autres outils de réseautage
pertinents.
• Les médias sociaux sont un excellent moyen pour démontrer le dynamisme d’une
organisation et attirer de nouveaux membres par le biais de différents canaux.
• Les médias sociaux devraient interagir de concert avec le site Web et être utilisés pour
promouvoir des événements, des conférences et transmettre des annonces.
Consultation
Afin d'évaluer le site à travers le prisme des plus gros utilisateurs, ce comité a adressé
un sondage aux présidents des groupes régionaux leur demandant qu’il soit distribué
aux dirigeants de leurs groupes régionaux. Le sondage portait sur des questions
générales liées à l'utilisation du site Web IAPC.ca et de ses services par le répondant. Il
demandait également aux utilisateurs ce qu’ils pensaient des sites Web de leurs
groupes régionaux et quels autres instruments de communication ils avaient établis.
Enfin, le sondage demandait quels aspects les utilisateurs changeraient à propos des
outils Web de l'IAPC. En mars 2015, le sondage a recueilli les données de 27 membres
occupant diverses positions. 3
3
Les données brutes sont disponibles en Annexe B.
3
Le sondage a demandé de l’information sur quels aspects de IAPC.ca étaient le plus
souvent accédés. Les répondants ont indiqué qu'ils utilisent le plus souvent la page des
offres d'emploi, le bulletin de l'IAPC et le calendrier des événements. Très peu d’entre
eux utilisent la section «Centre des connaissances», le domaine du Programme
international, et aucun visite le fonds de dotation pour des renseignements. Un grand
nombre a demandé que le site soit mis à jour et simplifié.
Même si le sondage a confirmé un grand nombre des hypothèses de ce comité
concernant le volume d'information qui rend la navigation difficile ainsi que la nature
obsolète de la plateforme, il y a eu aussi plusieurs constatations surprenantes,
notamment l’incohérence dans l'utilisation des outils et services fournis par l'IAPC
national aux groupes régionaux. Par exemple, il a été fait mention que certains groupes
régionaux utilisent l'outil de gestion des événements de l'IAPC, certains autres ont le
Bureau national qui gère leurs listes de diffusion et leurs communications électroniques,
et d'autres groupes encore gèrent eux-mêmes ces fonctions. De nombreux répondants
ont exprimé leur préoccupation à propos des incohérences générales entre les groupes
régionaux et le site principal.
La compagnie qui héberge le site principal et les sites des groupes régionaux a
également été contactée. Notre comité souhaitait s’entretenir avec le fournisseur de
longue date à propos du volume de données que le site occupe, du comportement
moyen des utilisateurs (analyse) et des limites de la plateforme. Toutefois, les tentatives
répétées de communiquer avec la compagnie n’ont pas abouti.
Recommandations
Le Comité chargé du remaniement du site Web a trois recommandations à proposer, à
savoir : reconstruire le site principal ; améliorer les services de soutien aux groupes
régionaux ; établir une présence active dans les médias sociaux.
1. Reprendre et moderniser IAPC.ca
Le site Web de l'IAPC devrait offrir des services pertinents pour les membres et les
groupes régionaux dans un format attrayant et facile à naviguer.
Le site principal de l'IAPC devrait être totalement démonté, restructuré et reconstruit. Le
contenu existant du site devrait être réduit d'environ 70 % et archivé à l'interne. Pour
répondre aux commentaires les plus courants provenant des résultats du sondage, le
site doit être modernisé et simplifié pour répondre aux besoins des utilisateurs. Les
nouveaux membres devraient pouvoir apprendre immédiatement ce qu’est l'IAPC et les
4
avantages de l'adhésion devraient figurer clairement. Les membres réguliers doivent
être en mesure de se connecter rapidement et une fois dans le site, pouvoir facilement
accéder à leur compte et d'autres services exclusifs.
Les ressources mises à la disposition des groupes régionaux devraient être faciles à
trouver, télécharger et utiliser. Pour l'ensemble du site, uniquement le contenu actuel et
pertinent devrait être affiché. Aussi, le site et tous les services (base de données de
membres, services de compte, outils des groupes régionaux) doivent être accessibles
sur les appareils mobiles. Le rapport de l'Université Queen’s a souligné l'importance de
se concentrer sur les fonctions essentielles de l'IAPC sur le site, en particulier sur la
page d'accueil.
Actuellement, le volume d'information rend le site confus et entrave l'accès à
l'information. Voir l'annexe A pour la structure recommandée du site.
2. Améliorer le soutien en ligne pour les groupes régionaux
Le site Web de l'IAPC ainsi que tous les sites des groupes régionaux devraient partager
des éléments communs pour établir une cohérence dans l’ensemble de l'organisme.
Les groupes régionaux devraient pouvoir disposer d’outils professionnels fiables pour
soutenir leurs activités.
Les groupes régionaux sont le visage de l'IAPC. Ils sont les représentants qui le plus
souvent, tous les jours en fait, communiquent avec les membres et les membres
éventuels. Cette stature est primordiale à la vitalité de l'organisme. Les utilisateurs
doivent visiter les sites Internet des groupes régionaux pour accéder à l’information sur
les événements, réunions et récompenses. Les sites ne représentent pas la
communauté dynamique dont les groupes régionaux font partie. Les groupes régionaux
ont exprimé leur frustration dans le sondage, indiquant qu’il est difficile de naviguer
dans leurs sites et que la plateforme Web n’est pas fiable. Ces contraintes ont fait en
sorte que nombreux groupes régionaux ont abandonné leurs sites comme source
principale d'information et créé leurs propres systèmes ad hoc pour gérer leurs listes de
diffusion, organiser des événements et communiquer avec les membres. Cette
approche fragmentée affaiblit la marque de l'IAPC et le manque de cohérence va à
l’encontre des avantages d’être affilié à un organisme national.
De nouveaux systèmes modernes de gestion du contenu Web et des instruments
administratifs intégrés permettront aux groupes régionaux de réaliser des économies et
d'améliorer les services de première ligne aux membres. Le nouveau système devrait
fournir à tous les sites une présentation uniforme qui soit suffisamment flexible pour que
les groupes régionaux puissent y ajouter les éléments uniques qui les concernent tout
en renforçant l'image de marque de l'IAPC.
5
3. Une approche coordonnée et de marque aux médias sociaux
L'IAPC devrait élaborer des lignes directrices sur les médias sociaux que les groupes
régionaux devraient suivre afin de représenter l'IAPC d'une manière professionnelle et
d’établir de saines pratiques pour utiliser efficacement les médias sociaux.
Il est de l'opinion de ce comité que, même si les recommandations 1 et 2 sont les
priorités et qu’il faudrait les traiter immédiatement, l’IAPC devrait également considérer
jouer un rôle plus actif et coordonné sur les médias sociaux. Il est recommandé de ne
rien faire à ce sujet tant que les premières recommandations ne sont pas tout à fait
mises en œuvre et que l'IAPC possède des sites qui sont prêts pour les médias
sociaux. Actuellement, il existe un grand nombre de comptes de médias sociaux créés
pour l’usage des groupes régionaux de l'IAPC et pour différents projets du Bureau
national de l'IAPC. Toutefois, ces sites manquent de coordination, ce qui entraîne une
plus grande fragmentation de la présence de l'IAPC en ligne. La cohérence est
essentielle pour une présence des médias sociaux parce que le contenu doit être créé,
organisé et géré fréquemment pour être pertinent. Cependant, le niveau d'efforts requis
ne sera pas sans récompense. Si ces efforts sont bien utilisés, l'IAPC et les groupes
régionaux peuvent exploiter le pouvoir de réseautage des médias sociaux pour
renforcer davantage le persona en ligne de l'organisme, communiquer avec les
membres et connecter avec les membres éventuels.
Prochaines étapes
Il est fortement recommandé qu’une initiative de remaniement du site Web soit
entreprise immédiatement car elle s’impose depuis longtemps. S’il est administré
conjointement entre le personnel de l’IAPC et une firme externe, le projet devrait
prendre entre six mois et un an pour se réaliser. Un plan de mise en œuvre pour ce
projet devrait tenir compte du temps du contrat d’exécution, de l'archivage des
documents et de l'information supprimée, du développement des applications, des
essais et du travail de collaboration avec les groupes régionaux pour migrer
l’information sur leurs nouveaux sites. Des progrès importants sur ce travail pourrait
être fait à temps pour lancer la nouvelle plateforme au congrès national en août. Pour le
contrôle de qualité, l’Assemblée des groupes régionaux peut servir d’organisme de
contrôle pour la mise à l’essai des nouveaux outils et pratiques, en particulier ceux qui
touchent aux affaires des groupes régionaux.
Afin de renforcer la viabilité de l'organisme, l'IAPC doit se présenter comme une
organisation forte et dynamique. Cela peut se refléter dans l’établissement d'une
présence en direct forte, moderne et innovante. Ceci est une façon relativement simple
de mettre en valeur les réalisations et le professionnalisme de l'IAPC.
6
Annexes:
A: Architecture proposée
B: Données brutes du sondage
C: Rapport sur le site Web de l'IAPC : Mike & John Kocsis Kraemer
D: Commentaires du Groupe régional de Vancouver sur le site Web national
7
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IPAC Web Presence Survey
Q1 Your regional group (required)
Answered: 27
Skipped: 0
#
Responses
Date
1
Toronto
3/26/2015 9:47 AM
2
Toronto Regional Group (TRG)
3/25/2015 1:54 PM
3
Victoria
3/25/2015 11:25 AM
4
PEI
3/25/2015 6:09 AM
5
Calgary Region Board
3/24/2015 4:16 PM
6
Calgary
3/24/2015 3:39 PM
7
IPAC-PEI
3/24/2015 8:55 AM
8
PEI Chapter
3/24/2015 7:39 AM
9
Moncton
3/23/2015 5:01 PM
10
Fredericton
3/23/2015 12:15 PM
11
IPAC Manitoba
3/23/2015 10:27 AM
12
Manitoba
3/22/2015 8:45 AM
13
Nova scotia
3/20/2015 2:03 PM
14
Sask
3/20/2015 11:47 AM
15
Saskatchewan
3/20/2015 10:32 AM
16
Saskatchewan
3/20/2015 9:53 AM
17
National Capital Region
3/20/2015 7:46 AM
18
Nova Scotia IPAC Chapter
3/20/2015 5:29 AM
19
IPAC-NCR
3/19/2015 4:35 PM
20
NCR
3/19/2015 4:32 PM
21
NWT
3/19/2015 3:53 PM
22
Hamilton
3/19/2015 2:51 PM
23
Nwt
3/19/2015 2:08 PM
24
Manitoba
3/19/2015 2:05 PM
25
National Capital Region
3/19/2015 1:02 PM
26
Fredericton
3/19/2015 12:46 PM
27
Québec
3/19/2015 12:26 PM
1/9
IPAC Web Presence Survey
Q2 What position(s) do you hold within
IPAC? (required)
Answered: 27
Skipped: 0
#
Responses
Date
1
Treasurer, IPAC Toronto Region Group Member, Research & Professional Practices
3/26/2015 9:47 AM
2
Member of TRG Executive Committee
3/25/2015 1:54 PM
3
Chapter Chair
3/25/2015 11:25 AM
4
PEI Past Chair, RGC member
3/25/2015 6:09 AM
5
Calgary Region Board, Chair Calgary Region Board, National Rep Calgary Region Board, Secretary Calgary
Region Board, Treasurer Calgary Region Board, Member at Large
3/24/2015 4:16 PM
6
National rep
3/24/2015 3:39 PM
7
Director-at-Large / Social media Chair
3/24/2015 8:55 AM
8
PD Committee Chair Chapter Executive Member
3/24/2015 7:39 AM
9
president
3/23/2015 5:01 PM
10
Advisor
3/23/2015 12:15 PM
11
Vice Chaur
3/23/2015 10:27 AM
12
director
3/22/2015 8:45 AM
13
Past chair
3/20/2015 2:03 PM
14
Past Pres
3/20/2015 11:47 AM
15
Board Member
3/20/2015 10:32 AM
16
comms chair
3/20/2015 9:53 AM
17
Vice Chair, Events
3/20/2015 7:46 AM
18
Secretary
3/20/2015 5:29 AM
19
Director-At-Large
3/19/2015 4:35 PM
20
Director at Large
3/19/2015 4:32 PM
21
Board Member
3/19/2015 3:53 PM
22
Chair
3/19/2015 2:51 PM
23
Director Communications (Exec. Board)
3/19/2015 2:08 PM
24
Director
3/19/2015 2:05 PM
25
Chair
3/19/2015 1:02 PM
26
President
3/19/2015 12:46 PM
27
membre
3/19/2015 12:26 PM
2/9
IPAC Web Presence Survey
Q3 What aspects of ipac.ca do you regularly
use? (check all that apply)
Answered: 26
Skipped: 1
CPA Journal
Conference
Materials
Job
Opportunities
IPAC Newsletter
Events Calendar
Knowledge
Central –...
Research
International
Program
Endowment Fund
Virtual
Boardroom fo...
Membership
Database
Other (please
specify)
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90% 100%
Responses
CPA Journal
42.31%
11
Conference Materials
38.46%
10
Job Opportunities
65.38%
17
IPAC Newsletter
61.54%
16
Events Calendar
50.00%
13
Knowledge Central – online store to purchase case studies and/or presentations
3.85%
1
Research
15.38%
4
International Program
7.69%
2
3/9
IPAC Web Presence Survey
Endowment Fund
0.00%
0
Virtual Boardroom for Regional Group Council
34.62%
9
Membership Database
46.15%
12
Other (please specify)
19.23%
5
Total Respondents: 26
#
Other (please specify)
Date
1
online registration tool
3/25/2015 6:09 AM
2
need to define regularly
3/23/2015 5:01 PM
3
brochure downloads from store
3/20/2015 11:47 AM
4
Information about Regional Group (i.e. board of directors, regional events, regional awards)
3/20/2015 10:32 AM
5
The job opportunities are emailed to me. I rarely go on the IPAC website.
3/19/2015 3:53 PM
4/9
IPAC Web Presence Survey
Q4 Does your regional group have a
website?
Answered: 27
Skipped: 0
Yes
No
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
96.30%
26
No
3.70%
1
Total
27
#
Comment
Date
1
We have a page on IPAC's site
3/25/2015 6:09 AM
2
Not very expanded, mostly used to advertise events
3/24/2015 4:16 PM
3
Hosted on IPAC website - nothing separate
3/24/2015 3:39 PM
4
It is extremely cumbersome and time consuming to update with even basic additions such as posters. Using a
website developer such as WordPress would be much more efficient and easier to update.
3/24/2015 8:55 AM
5
It is only an events page and we do not have many events.
3/24/2015 7:39 AM
6
Needs revamping
3/19/2015 4:32 PM
7
The Treefrog system is probably overdue for an overhaul to a) make functionality like setting up events much
more user-friendly and b) updating the look & feel to be more modern.
3/19/2015 1:02 PM
5/9
IPAC Web Presence Survey
Q5 What tools has your regional group
established to communicate with
members?
Answered: 24
Skipped: 3
Facebook
Twitter
LinkedIn
YouTube
GoTo Meeting,
or another...
Eventbrite, or
another even...
MailChimp, or
another mail...
Generic
webmail account
Google Docs,
or another...
Other tools
(please...
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90% 100%
Responses
Facebook
37.50%
9
Twitter
66.67%
16
LinkedIn
16.67%
4
YouTube
4.17%
1
GoTo Meeting, or another meeting interface
4.17%
1
Eventbrite, or another event management interface
37.50%
9
MailChimp, or another mailing list administrator
12.50%
3
54.17%
13
Google Docs, or another document collaboration system
4.17%
1
Other tools (please specify)
25.00%
6
Generic webmail account
Total Respondents: 24
6/9
IPAC Web Presence Survey
#
Other tools (please specify)
Date
1
Constant Contact
3/25/2015 11:25 AM
2
Conference call
3/24/2015 3:39 PM
3
Email
3/23/2015 12:15 PM
4
email, blog site
3/20/2015 11:47 AM
5
Survey Monkey
3/20/2015 7:46 AM
6
Linked registration process for events with national system.
3/19/2015 12:46 PM
7/9
IPAC Web Presence Survey
Q6 If you could change one aspect of how
IPAC uses online tools, what would it be?
Answered: 22
Skipped: 5
#
Responses
Date
1
The IPAC website MUST be made responsive (viewable on tablets, smart phones, etc.) if it is to be relevant.
3/26/2015 9:47 AM
2
TRG uses IPAC National office to manage our mailing list, but we have had problems with announcements being
sent out in a timely manner. National should send out e-mails when we ask. E.g within a certain time frame such
as 2 days.
3/25/2015 1:54 PM
3
I would standardize the tools across the country and receive support from national for their use.
3/25/2015 11:25 AM
4
The online registration tool is very difficult to use both for participants trying to register and the regional group
trying to populate it for an event, and manage transactions during the registration period.
3/25/2015 6:09 AM
5
Make website more searchable
3/24/2015 4:16 PM
6
Provide more user friendly member info
3/24/2015 3:39 PM
7
Switch to using WordPress. Use a website developer software which is easier to update.
3/24/2015 8:55 AM
8
more interactive
3/23/2015 5:01 PM
9
updaint the website
3/23/2015 12:15 PM
10
It would be nice to be able to make changes to the website more readily. It is a pretty cumbersome platform that
isn't very flexible.
3/23/2015 10:27 AM
11
allowing more electronic materials to be saved centrally. this would help with transitions between committee
leads and enhance productivity.
3/22/2015 8:45 AM
12
I find the regional boardroom difficult to access
3/20/2015 2:03 PM
13
increased support/better support for regional group websites and activities (e.g., online event registration)
3/20/2015 11:47 AM
14
Make people more aware of the content of IPAC online tools. For example, perhaps send a yearly reminder
about the tools available as a refresh.
3/20/2015 7:46 AM
15
Be more engaging on them- linked to more current things in the media (e.g.. pose questions on twitter)
3/20/2015 5:29 AM
16
N/A
3/19/2015 4:35 PM
17
Create space for members to add links to news & events beyond tweets Create opportunity to have discussion
boards on various topics
3/19/2015 4:32 PM
18
More connection between regional groups to benefit from other group's digital efforts, plus a better website all
around. I would love to have a more up-to-date calendar with each regional group's events across the country. It
would help develop a feeling of community instead of the silo feeling we currently have going on.
3/19/2015 3:53 PM
19
simplify the corporate web site
3/19/2015 2:51 PM
20
none
3/19/2015 2:05 PM
21
Increase its use. IPAC National to priovide more support to regional groups in this area.
3/19/2015 12:46 PM
22
Que l'information en provenance de l'IAPC soit disponible tant en français qu'en anglais.
3/19/2015 12:26 PM
8/9
IPAC Web Presence Survey
Q7 Additional comments about IPAC's web
presence?
Answered: 13
Skipped: 14
#
Responses
Date
1
Re E-mail communication: members should be able to select types of communication they would like to receive,
as the volume of emails is very high but many are not relevant to the recipients
3/25/2015 1:54 PM
2
We are thankful that IPAC provides an online registration tool as we could never afford one on our own.
3/25/2015 6:09 AM
3
Consider the broader audience - not just federal, provincial and international perspectives Ease of navigation
Clear value proposition Better search engine
3/24/2015 3:39 PM
4
must ensure French and English sites are the same. Currently, not all information available in English is available
in French
3/23/2015 5:01 PM
5
Overall its well done
3/20/2015 2:03 PM
6
Site is dated. Member database functionality is limited. As noted above, a better functioning tool for RG event
registration would be most helpful. Thanks for opportunity to provide feedback!
3/20/2015 11:47 AM
7
Our web presence needs to be more consistent across regions.
3/20/2015 7:46 AM
8
It's not at the forefront, but that may just be the nature of IPAC.
3/20/2015 5:29 AM
9
It'd nice if IPAC Twitter accounts would follow IPAC board members back.
3/19/2015 4:35 PM
10
The site in general looks very outdated.
3/19/2015 3:53 PM
11
Couldn't load the journal last time or access the boardroom - this site has a lot of problems
3/19/2015 2:51 PM
12
none
3/19/2015 2:05 PM
13
The Treefrog system is probably overdue for an overhaul to a) make functionality like setting up events much
more user-friendly and b) updating the look & feel to be more modern.
3/19/2015 1:02 PM
9/9
REPORT ON IPAC WEBSITE
Institute of Public Administration of Canada (IPAC)
http://www.ipac.ca/
Mike Kocsis
John Kraemer
The IPAC website is packed with information and useful resources; both IPAC members and the
general public have front-page access to a huge volume of information, and anyone can go from the
front page to an astonishing range of documents and resources in one click. What follows is a series
of possible recommendations in regard to how www.IPAC.ca might be re-structured for the sake of
design simplicity, readability, and purposes of student recruitment. It’s clear that many hours of
effort and skill have been devoted to www.IPAC.ca and that many members in particular presently
utilize the website and consider it a vital or highly useful tool. Still, there may be a great benefit to reorganizing the structure of the website in ways that make documents and resources easier to access
and carry users easily and efficiently through their visit.
GENERAL COMMENTS
In general, the obvious virtue of www.IPAC.ca is its comprehensive listing on the front page of
IPAC tools and resources. From the event calendar and search function in the top-right corner, to
the list of buttons in the left column, to the central panel containing regularly-updated major events
and publications by IPAC members, www.IPAC.ca gives visitors to the website everything they need
with very few clicks and little navigation.
I’m not entirely certain that the event calendar and search function on the top/right corner of the
website provide the benefit that might be presumed. These may be useful functions in general, but
one view would be that they belong “deeper” in the website, not necessarily in the priority location
where they now sit. How frequently do you need to search an academic website? On those occasions
where the search function comes into play, you probably don’t mind having to track down to the
bottom of the website or look for a search box. Presently the search box is the first or second item
that appears on www.IPAC.ca; too much consideration and priority given to a medium-level tool.
Similarly with the event calendar; this is something that adds significantly to the “business” of the
front page, and yet it’s a secondary tool at best in the sense that you could go find it under “Events.”
All the way up the right-hand column there are several small icons/items that click into specific
projects, conferences, events, and news. They are useful links to be sure; but they take an extra
moment to load, they take up space on the front page and add to its’ “business”, and it also must be
quite a thing to keep it updated.
In general, the volume of information is great but it’s difficult for the general public to find what
they want. Your encounter with this website as a first-time user gives you immediate access to an
incredible range of projects, awards, background, and upcoming events; but it’s not essential to
provide everything on the front page, and perhaps there’s something to gain from simplifying the
users’ “first look”.
USER-FRIENDLINESS
Here is the list of links found in the front page left column. On many similar websites this is the key
area of navigation. But on www.ipac.ca the links are more arbitrary; many of them are replicated
nearby or elsewhere on the website; and few of them click away to sub-areas on the website that
you’d call “essential.”
•
•
•
•
•
•
•
•
•
•
Regional Groups
Membership
Events & Conferences
Case Study Program
Research
Publications
International Program
Awards
Endowment Fund
Our Partners
Some other academic/NGO websites are minimalistic and greatly simplified. The front page is
sparse and the basic choices are, let’s say, about: IPAC as an Organization, Conferences and
Events, Publications, and Contacts. The idea is to draw visitors—regardless of whether they’re
IPAC members, general public, or student recruits—ever deeper into the website. And it’s not
simply about forcing people to click more times for advertising purposes; it’s rooted in a truth of
psychology about how people respond to information. We need to be given bits of data and clear
simple choices in order to work effectively. If everything can be grouped into three or four
categories, and the most recent or urgent items posted right at the top, then users will find their own
way.
Here’s a possible breakdown that could be used (a) in the left hand column, where the universal
links are located; and (b) other places in the website, e.g., in the “title bar” at the top of every page.
There’s a balance between information access and simplicity, and I think it’s beneficial these days to
strive for simplicity, even though this requires lots of planning and thinking about how to format
and structure information. In essence, I think people generally prefer to view a simple webpage and
then track their way into the website to find what they require, assuming they are visiting to find
something specific. Personally I have a good relationship with information-heavy websites like the
existing www.ipac.ca because they require less clicking and you know you can find what’s needed
without much tracking around.
Here’s a possible format for three or four categories:
•
•
•
•
IPAC Membership
Conferences
New Publications
IPAC Info
To my mind, this is a major aspect of the webpage’s design, and the cost of reconfiguring it may be
significant. But the payoff is also significant in terms of users making effective use of the website
and occasional visitors finding the information they seek.
I’d say the same thing about the other two front-page panels. All three of the main panels on the
website contain a large bulk of entries of different varieties heading in different directions. Some
entries are very large graphics, others are simple notes about an event or new book. Some are not
likely clicked very often, others are core functions. Some entries are actually quite useful and
innovative aspects of the website, such as the email newsletter, new professionals’ opportunities, and
student essay competition.
I would hazard a guess that many or most academic users prefer a sparse and stripped-down
structure. Although it requires a great deal more planning and structuring of information, my view is
that it’s always better to greatly simplify the number of items available at each level. The ideal, from
this perspective, would be to have three or so links on the front page and everything else arranged
sensibly so that users can simply lead themselves to their destinations on the website.
It’s impressive to see that you can get access to articles and case studies; this is the kind of content
that makes academic websites useful and appreciated. But www.IPAC.ca makes articles available in
the somewhat unusual form of on-line purchases. You select the article and add it to your cart, etc.,
but the cost is free. Would it not be more straightforward on both sides if the articles were simply
posted as PDF files, the same way one would download articles from JSTOR? I actually didn’t like
the portal that allows you to download essays/articles essentially for this reason; it has the same look
as, and is probably from the same source, as the standard “shopping cart” one finds at
Amazon.com. My main issue is that it’s easy to mistake this for a payment area and to leave for that
reason, for there are lots of ways to get your eyes and hands on journal articles that don’t cost
anything or are simply downloads. My guess is that there wasn’t any superior way to give access to
academic articles without a shopping cart portal. Either way, it’s a bit non-standard and people may
have different views about it.
Having said all of the above, it’s worth mentioning again that the IPAC makes available an incredible
range of information; let’s not forget that this is a large and growing organization that’s obviously
made it a priority to make it’s milestones and good works available at a central location.
Also, I didn’t check if I could simply sign-in to the members login. There’s a lot in the member
section that’s unknown to me.
SOCIAL MEDIA
One aspect that’s increasingly common on academic websites is social media; not the same full
complement of social media you see reflected on the CBC and CTV news websites, but at least
enough to be integrated with Facebook and Twitter. www.IPAC.ca doesn’t have much in the way of
social media, despite the fact that it is packed with everything else right on the front page. It’s
difficult to say how to approach the trade-off of social media. It’s true that a huge and increasing
number of members and potential members are fluent in Facebook and Twitter. It may seem to
some users that something is missing or being ignored in terms of social media presence. On the
other hand, not all academic organizations engage in this aspect on their websites, and my prediction
would be that a huge proportion of IPAC members are either (a) not fluent in social media at all, or;
(b) not in desperate need of social media facilities from the IPAC website.
One thing’s for sure; in order to make effective use of social media in all its diverse and evolving
forms you’d be required to find someone who is not only adept in the technology but willing to be
dedicated to updates and making sure the social media on IPAC’s website is up to date. They’d need
to be integrated, to some extent, with the whole website and its various parts.
In the interest of disclosure, I’m not at all a social media person, so I may be off in left field when I
suggest that the lack of social media on www.ipac.ca is fully justified. I know I don’t see anything
missing from the website, but perhaps that’s because I don’t respect the awesome power of social
media. But, as I said I would anticipate there are a lot of academics and senior public officials and
professionals who would be interested in www.ipac.ca but wouldn’t use its social media connections
if any were added. Social media users are usually quite particular about what they use; it’s not
necessarily a benefit to jump on that train if there’s no actual gain in terms of accessibility or
publicity.
TALENT/RECRUITMENT
There must be many ways to stimulate interest among graduate students in PA and recruit new
members in the PS. Social Media might be a possible stimulus of new interest; that platform opens
up a path of communication with countless individuals at all career levels who may not otherwise
become acquainted with www.IPAC.ca.
Here are two other possibilities. (1) One could devise a new program of recruitment; a project
primarily through the website to raise the profile of the organization among potential new members.
It wouldn’t be difficult to design a small box/item to be profiled on the front page which would be
for those who might be interested; Are you a public servant? Are you a graduate student? Here’s
what you need to know about the IPAC and what we do for professionals like you.
(2) Also, in terms of raising the profile of IPAC and www.IPAC.ca among grad students, new
members, and PS professionals, one powerful tool is to emphasize that this “Jobs and
Opportunities” board, which is a cornerstone of www.IPAC.ca, is the premier location for
advertising academic and PS jobs of a certain level and kind. For career professionals at a certain
level and within the boundary area between academia and government, the IPAC website is the
source that everyone relies on; I was actually astonished by the kinds of jobs posted there and their
number.
Not to be blunt, but I would immediately delete the large map of Canada which is supposed to
visually display job locations across the country. It doesn’t seem to work and adds little; but I’m
always too harsh on website gadgets.
More importantly, I’d suggest taking steps to advertise the IPAC Jobs board and to brand it as the
premier jobs board of its kind in Canada (and even internationally). My reference point is in
academic philosophy, where there are two or three resources that aren’t stunning or particularly well
done, except that years ago they became go-to resources for all the professionals in the various
fields. The chap at University of Lafayette who started the main philosophy email list in North
America wasn’t planning to build something big, but his email list has thousands of people and all of
them visit U of Lafayette’s philosophy department website at one time or another.
In the case of IPAC, I think this Jobs board, which is one small section of www.IPAC.ca which is
already well-structured and up to date, could be entrenched as the go-to location for job
advertisements in this large and growing professional area. If the IPAC could entrench its position
in this respect, the idea is that you’d have several thousand visitors coming through the website if
only to check for new job adverts. Catch a few of those career professionals and help them find the
path to a job and they might become lifelong members!
From:
Sent:
To:
CC:
BCC:
Subject:
David Brock <[email protected]>
2/2/2015 10:44:10 AM
[email protected]
FW: IPAC Website
Building on my phone message…
This is for your files.
David
From: Lisa's Gmail [mailto:[email protected]]
Sent: Sunday, January 25, 2015 4:11 PM
To: David Brock
Cc: Marcie Somers
Subject: IPAC Website
?Hi David,
Here are comments from the IPAC Vancouver Regional Group on the National Website.
Pros
The changing photo at the top is very eye catching and we like that you can click on the photo for
more information. We also like the left hand side list and all the links work.
We also really like the small photo' links on the side of each page where you can click and get the
info, e.g., IPAC News letter, although it is outdated (Sept-Oct).
?
Cons
Some information is outdated (NP Nov 2014 event)
There is too much text on the main page. A shorter description with a link to more information
would be better.
The IPAC events calendar does not seem to be working or linked to anything. Given this, we
wondered why it is there.
The line of links at the top of the page (Home, about us, contact us, etc) is very hard to see, it may
be better to use bolder colours
••
•nformation should have its own page, with a link from the main page for easy access.
•
The rotating screen/window looks great and should be used as a way to direct people to the
other information on other pages.
-. Perhaps make the dates in the calendar a different color (red?) if there are events that day.
We would also like to see more information on membership. Why IPAC and why become a
member or a new professional member? .
I think these are all of our comments for now.
Lisa
Sent from my BlackBerry 10 smartphone on the TELUS network.