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INESC Porto’s Communication Service (CS) was created in June
2000 due to an increasing need of a service that would plan
and organize the several actions of internal and external
communications, promoting and galvanizing the knowledge, the
image and the institution’s prestige.
Besides writing BIP, the Communication Service organizes
events, updates contents in both Intranet and Internet,
responds to information requests from the outside, supports
the R&D units in communication actions, cooperates in
writing news to the media, among other actions.
After five years of existence and solidification of the
Service’s activity and mission, it is necessary to evaluate
the work conducted until now and realize what we can do to
improve it. And there is no one better to do that evaluation
than the “internal clients” of the Communication Service.
In October 2005 we conducted a survey regarding this
Service’s activity, but only in December were we able to
collect all the surveys and begin their statistical
analysis.
We chose a sample of 63 collaborators to interview. We
considered that a sample of 23% of the total population (270
collaborators) would be enough to represent the variable:
the Units the interviewees work in, Type of connection and
Academic Degree.
The report of the results of the survey is already
available on the Intranet. After the disclosure of the
results, the next phase will be the planning and
implementation of certain initiatives and actions,
considering the suggestions of the interviewees.
The main conclusions are:
Communication Service’s general activity
The jobs most recognized as a function of the CS are the
writing of the Bulletin (98%), the disclosure of information
of general interest related to the activity of INESC Porto
(87%), the coordination of events that promote the image of
the institution on the outside, such as the University of
Porto Exhibition (84%) and the support to the organization
of general events in INESC Porto such as the 20th
anniversary celebrations in 2005 (84%).
Bulletin of INESC Porto
Check “Collaborators approve BIP”
Other Means of Communication, besides BIP
The most voted option was the divulgation by e-mail (71%),
followed by Intranet (51%) and the wall panels/information
in the elevators (41%).
Photo coverage of events
Most interviewees (90%) think the photo coverage ensured by
the Communication Service is enough.
Football Tournament
Over half of the interviewees (59%) believe football is not
the most appropriate activity to promote fellowship in this
Institution. When asked to justify their answer, we
concluded that one of the most pointed reasons is the lack
of interest on behalf of the women. According to the
interviewees, the Football Tournament could be better if
there was a referee appointed for each game (38%), if there
was more fellowship (30%), if the place of dispute was
another (21%) and if people played according to the
established rules (16%).
Other activities to promote the fellowship among the
collaborators
The most voted option was “Walks” (57%), followed by “Photo
and Poetry Contests” (48%), “Bicycle Touring” (38%) and Yoga
(17%).
Support of the CS to the organization of events such as
conferences, seminars and meetings
Most of the interviewees answered the CS should announce the
events in BIP (94%) and cover them in terms of photos (86%).
There was still a substantial percentage that chose
“divulgation in the Intranet” (67%) and “signaling the place
of the event” (62%).
What could be better about Intranet
The options most of the interviewees chose were “visual
presentation” (44%) and the “organization of the contents”
(44%). 41% of the interviewees chose “navigability” (41%)
and “a more powerful search engine” (36%). The “greater
update of contents” was chosen by 30% of the interviewees
and 24% think they should be offered the “information in
English”.
Still on the Intranet issue, we tried to find out why the
collaborators don’t participate much in the forums available
on the Intranet and BIP and why they don’t offer more
suggestions. Lack of interest (48%) and lack of time and
patience (27%) were the most repeated answers.
What could be better about Internet
The most chosen answer was “more information on the Units’
activities” (71%), followed by “greater content update”
(52%) and “more information in English” (51%). A meaningful
percentage of interviewees marked the option “better visual
presentation” (41%), “greater content organization” (36%)
and “better navigability” (25%).
To promote the activity with better effectiveness and
to project the image to the public
Most of the interviewees (68%) chose the option
“organization of events that attract the press”. The options
“more participation/debate in the issues of public concern”
and “participation in exhibitions and other events
associated with its activity” were voted by 60% and 59% of
the interviewees respectively.
Media Advising Service provided by Mediana
Over half of the interviewees (54%) claimed they didn’t know
this company. We recorded several comments on this service,
bad and good. When asked to offer suggestions for a better
media advising, a significant percentage of interviewees
chose “a more effective promotion of the projects” (48%) and
“presentation of more activities of INESC Porto” (44%).
Improve the participation in external events, such as
the University of Porto Exhibition
Most interviewees chose “general interest in the projects
presented” (48%) and “image of our space in the exhibition”
(48%). Fewer interviewees consider that it is important to
improve the “internal promotion of the event” (40%) and the
“scale of the collaborators present in the exhibition”
(30%).
Organization of students’ visits to INESC Porto
The interviewees pointed out suggestions for improvement of
the “preparation and presentation of prototypes” (54%),
followed by “interest of the projects presented” (30%) and
“internal promotion of the event” (30%).
Internal signalling of the INESC Porto head-building
According to the interviewees, it could be better if there
were a “more systematic update” (41%) and a “new design”
(11%).
Work environment in the open spaces
Most interviewees believe that “more plants” (54%) would
improve the environment in the building’s open spaces. 25%
marked the option “more paintings”.
Other art/culture events such as the jazz concert and the
exhibitions of Design and Photography
Most interviewees (67%) think INESC Porto should promote
more events of this sort. 49% presented several suggestions
for events, such as exhibitions, contests, visits to shows
and historical places, music, conferences and lectures.
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