ABOUT THE CLIENT
The University of Luxembourg celebrated its 20th anniversary in 2023. It is an international research university distinguished by its multilingual and interdisciplinary character. It comprises 3 faculties and 4 interdisciplinary centres, including the Luxembourg Centre for European Law (LCEL), which is the result of the integration on January 1st 2024 of the Max Planck Institute for International, European and Regulatory Procedural Law (MPI). (See a separate case study on the integration of the MPI into the University of Luxembourg.)
THE CONTEXT
Following the decision by the government of the Grand Duchy of Luxembourg to integrate the MPI into the University of Luxembourg, MindForest was asked to support this integration, so that it would take place as smoothly as possible, while taking into account the differences in culture between the 2 organisations.
To facilitate the integration process, it was felt necessary to produce a ‘Welcome Book’, which would compile all the relevant information to be made available to a new employee. This guide, although initiated as part of the integration of the MPI, had to be sufficiently generic to be provided to all new arrivals.
MINDFOREST'S MISSION
To provide a welcome guide for new employees that included a wealth of necessary information and was easy to access.
The guide had to be structured by theme and provide links to all the resources available, whether on the University’s website, intranet site or other sites.
Summarise a wide variety of information
by putting oneself in the place of an MPI employee to identify the most important elements
Simplify access to information
by summarising information form a wide variety of different sources
Representing information visually
ensuring that users can navigate the document easily and rapidly find the information they require
TOOLS, METHODS & ACTIONS
Organisation of a workshop with representatives of the HR department and the communications department to define the scope of topics to be covered in the Welcome Book
Proposal of a framework, presenting the global structure of the future guide (major themes and sub-themes)
Proposal of a concept based on the principles of information design
Distribution of the Welcome Book and solicitation of feedback from those who received it with a view to making future improvements
Drafting and production of the Welcome Book
THE PROJECT OUTCOME
Publication of a Welcome Book in the form of several web pages containing answers to the main concerns of new arrivals
Creation of a lasting document, as it is designed to provide permanent basic information, supplemented by links (where the information can be easily updated)
THE MAIN SUCCESS FACTORS
EFFICIENT COLLABORATION
Highly effective collaboration between MindForest and the University's HR and communications teams to gather, compile and present relevant information.
MAKE EMPLOYEES FEEL WELCOME
Employees who feel welcome, because care has been taken to compile useful information to accompany their onboarding period.
A LIVING DOCUMENT
Creation of a living document, which the University can adapt according to the feedback it receives.
The next success story is yours!
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