As the largest academic and research library in Singapore, NUS Libraries plays a pivotal role in advancing interdisciplinary learning, research, and innovation among staff and students. Spanning seven libraries across NUS’ three campuses, library staff are constantly on the move within and between locations.
In an early 2022 staff engagement survey, library staff identified a pressing need for a timelier and more effective internal communications channel. This need was underscored by requests to actively participate in shaping organisational decisions through meaningful feedback.
A cross-functional team of librarians, communications professionals and operations personnel came together to address this issue. They identified the following objectives for the envisioned communication channel:
- Harmonise Information Flow
- Foster Open Dialogues
- Empower Individuals’ Voices
- Cultivate Inclusivity
- Foster Community and Connection
With these objectives clearly outlined, the team began to explore the digital tools available at NUS. Very quickly, they zeroed in on MS Teams as the optimal solution. Jonathan Pradubsook, Associate University Librarian, shared the rationale behind this choice, “As a familiar and popular platform for collaboration in the University, MS Teams stood out for its versatile functions. Its user-friendly interface, complemented by mobile accessibility, made it an inclusive platform accessible to staff at all levels of digital proficiency.”
To ensure an inclusive and secure environment, the team established ground rules and conducted training sessions to orientate staff on how MS Teams would be used for internal communications. Advocates were also on hand to guide staff through the process of downloading and using the Teams mobile app.
A glimpse into the NUS Libraries’ Internal Communications Channel
This channel acts as a repository for important library-wide documents, facilitating rapid dissemination of real-time information. Important announcements and university circulars are also amplified on the platform for questions and concerns to be surfaced and addressed. Monthly letters from University Librarian Dr Natalie Pang offers insights into new library initiatives, staff updates, and notable accomplishments. Additionally, the platform promotes community engagement by encouraging staff to share tips, best practices, global library news, and engage in light-hearted conversations such as favourite ice cream flavours.
Light-hearted conversations among NUS Libraries’ staff
“In my view, this dedicated platform is simply perfect,” says Rani, a Management Assistant Officer at NUS Libraries. “Having witnessed the shift from paper logs to digital tools, the real-time information sharing via Microsoft Teams is invaluable for operations staff like me.”
As this internal communications channel grows, the NUS Libraries team recognises that there are still room for improvement and are open to feedback from staff members to make further improvements. As the team aptly puts it, "We weren't looking for perfection, but we wanted a working and effective product."
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