How The Australian Federal Department of Industry, Innovation and Science used Citizen Space to consult on ways of working

The Australian Federal Department of Industry, Innovation and Science have been using their Citizen Space instance for the past two years to run a variety of external and internal consultations. Endorsed by their executive, the department’s use of the tool is only continuing to grow.

One consultation which particularly caught our eye, and which was presented by the consultation team during our ACT user group in Canberra, was their series of internal ‘ways of working’ surveys. The aim of these surveys is to determine how different members of staff like to work in order to inform how their new work space will look.

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In order to create the survey, the department enlisted an external company to create a series of images to depict the topics at hand. Spread across 10 key themes ranging from ‘chat’ through to ‘create’, the survey asks respondents to rate how important each of the different themes are to them.

“Using these kind of images are not so ‘government’ which I think helps” (Paulette Pope)

The consultation also helps to identify how different individuals like to work across different divisions and in different roles in the organisation. Using Citizen Space’s survey cloning feature, the department could create the survey and then clone it for each additional division. This helped ensure that the data was kept separate across the different divisions being consulted with. The data could also be broken down by staff role – meaning the department could look for similarities in how, say, project officers like to work.

The department was also able to take advantage of Citizen Space’s private consultation feature in order to run the consultations. An additional benefit of running these internal ‘ways of working’ surveys on the platform is that it has helped to promote the use of Citizen Space internally: the department saw a noticeable spike in the use of Citizen Space following the initial phase of the project. The message of ‘digital first’ is also being seen and reinforced by the whole department.

The consultation outcome has helped the team shape the way that their offices are fitted out. The project is able to move a whole floor or division out, consult and see what their preference is before taking into account the feedback and moving them back in. Depending on the staff preferences identified through the survey, each office will be fitted with different desks and layout.

“There has been a direct correlation between feedback from the survey and how the offices have been fitted out” (Glenn Cowling)

The program and changes which are happening here also help to improve the health of workers – to ensure they have sufficient breaks, the work setup they need and are supported in managing an appropriate work-life balance.

Thorough consultation informing substantive change, run via Citizen Space? That’s the kind of thing we’re always pleased to hear about.