Challenge

As part of broader initiatives to support its overarching strategy, Griffith University engaged Glentworth to undertake a study that identifies and quantifies benefits in productivity, efficiency and sustainability through enhanced collaboration approaches, behaviours and tools. Griffith's value statement enshrines the University's contribution to a robust, equitable and environmentally sustainable society. The current strategic plan continues a commitment that "environmental sustainability" will be reflected in its building design, as well as its energy, water and waste management practices. The key challenge to achieving "sustainable" collaboration at Griffith University is the fact it's spread across five campuses. These campuses span three cities between Brisbane and the Gold Coast, each with distinct areas of teaching and research strength.

While collaboration may incur costs, particularly where intercampus travel is required, it brings value to the University, not just as a leading teaching university, but also as a research university. In a move to reduce the need for intercampus travel, Griffith University engaged Cisco to pilot a Video and Collaboration system with its management and executive staff. The goal was to improve its operational and capital expenditure, productivity, efficiency and carbon footprint. Before implementing the video conferencing technology, Glentworth was called upon to uncover the potential financial and non-financial benefits of using this method in the place of face-to-face collaboration. In support of this initiative, Glentworth provided an independent overview of the University's current and potential information collaborative environment.

Solution

To determine high-level themes in collaboration tools, practice, behaviours and needs, Glentworth surveyed key participants at the University. Glentworth then carried out a series of interviews with stakeholders from across the University. The Glentworth team conducted an extensive 'information analysis' initiative in order to draw together the domains of knowledge to identify the opportunity costs of collaboration. Glentworth also developed commissioned information models to identify the time spent, distance travelled, vehicle cost and carbon emissions resulting from return trips between each of the campuses. These were utilised in the formulation of a number of realistic scenarios outlining the current financial and non-financial impacts to the University along with the opportunity costs of reducing the need for intercampus travel.

Result

As a result from this work, Glentworth in partnership with Cisco, developed a compelling case to reduce the need for intercampus travel. The successful implementation of video communication technology means that staff can collaborate with colleagues from different geographical locations without the negative impacts associated with intercampus travel. From a sustainability point of view, this new approach has made stronger business sense on a number of levels. The revelations have created the impetus for an effective change management plan that can be extended throughout the entire culture of the University.