Forums in the workplace

How do you make a forum in the workplace function well?

[LizBMC]

I'm working on a project for a nonprofit organization with over 1500 affiliates in all 50 states. They currently are using ultimate bb to faciliate learning and communication among affiliates. This discussion board is NOT functioning well. Very few executive directors of affiliates use the board and it is not well organized either. The people who have the most useful information (i.e. the most years of experience running the most successful affiliates) and are therefore most needed are generally not involved at all.

Without getting into too many details about the board and its problems, I'll ask my questions:

1. Do any of you know of any organizations that use bulletin boards to foster communication among different branches/affiliates/chapters?

2. If so, why or why not are these organizations' boards successful?

I know there has been a great deal written about forums that are focused around certain industries, interests, or hobbies. However, it seems to me that forums in the workplace have their own set of distinct challenges. If any of you know of some good information about this, please direct me.

Thank you!

[rogerd]

Welcome to WebmasterWorld, LizBMC.

I think your idea sounds like a great way to keep people in the loop, share ideas, etc. I can't cite a public example, though - most of these are likely to be tightly controlled and hence won't be visible to the public and won't get much publicity.

[openmind]

Hi LizBMC,

I think it all depends on well you communicate the goals of your project. Once the leaders recognize that this is not a threat to their authority and leadership but will support their growth, they will work with you. Very often people simply don't see why they should get engaged in a new project. Why should they change their communication habits? So, my proposal is this:
- identifiy the leaders
- before you introduce the board or talk about 'your' problems, ask them about their 'problems'
- once you have a clear understanding of THEIR situation (not yours), ask them what they think could be the solutions their their problems
- by the time you have listened attentively to their solutions and suggestions and they might want to know what you think about this entire process
- now it'll be a mighty good time to get word in - lay out a plan that shows them how they can improve corporate communication through the forum/bulleting board

[rogerd]

I think the biggest barrier to adoption is that some people just won't get it, particularly those who don't participate in online forums, social networks, etc. in their private life.

If you can ease these people into it with some hand-holding, they'll no doubt get on board when they see the advantages.

[LizBMC]

The bulletin board is already up and running. The main problem (in my estimation) is that the experienced people--those with the most valuable information--don't need help themselves and thus avoid reading the posts.

There are thousands of people involved in this organization and only a handful use the board -- maybe 100, but that's just a guess. I recognize that if they were all to become active they wouldn't have time for their jobs!

There is no resistance from leadership about the board. As I mentioned earlier, the organization is made up for over 1000 affiliates across the U.S. There is a national headquarters, but they are not involved to any significant extent with the running of the board. If they were presented with a good plan to "fix" the board, they would probably jump at it as they recognize that it could be a very useful resource.

What would the "hand-holding" entail? Does any have any *specific* advice about how to make this work? Or, have I not provided enough information?

[Casethejoint]

Try sending out a weekly mail to all forum users (or anyone that subscribes!) with what you think are the most interesting questions posted that week. You could use this to draw attention to questions that havn't been answered, or even summarise answers in this little bulletin. It'd take a few hours a week to cobble together.

If the mountain won't come to you, etcetc :)

[openmind]

LizBMC, you said you are working on that project. The question is what are your reasons for running this board? Do you need the board more than the users? Why do you think the organization you working with/for should use that board? How would they benefit from it? I think the crucial question is really 'why'. Once you have thought about this the 'what' and 'how' will follow.