MindHive™

Implementation session agenda

The goals of the implementation workshop are:

1)Providing the new license holders with the effective setup and coaching to ensure the best start with the MindHive platform and community.

2)Enhancing the quality and extent of the expert community by integrating new organisations for the mutual benefit of the community and the new member.

Duration / Item / Who should attend / Notes / Outcome of the session
20 - 30 min / User integration and system implementation /
  • HR Manager and/or Advisor
  • Project manager/ coordinator
  • IT Manager and/or Advisor
/ Please refer to the implementation procedure overview on the next page. /
  • CSV/Excel file with profile information is transferred for upload
  • Date of internal announcement agreed
  • API codes agreed

30 - 45 min / MindHive demonstration and coaching /
  • Project coordinators - Identified employees within the organisation who will be the primary administrators and coordinators of public activity.
/ There is no cap on number of attendees for this session. Everyone is welcome. However, the users who will be administering and publishing topics for public consultation will most benefit from this session. It is recommended that at least 10 people are trained in using the platform during this session, to build in-house capability and ‘power users’ who could then coach new arrivals, if required. / Users are signed up to the platform and are comfortable with using it independently.
15 - 30 min / Content and user engagement coaching /
  • Policy and strategy analysts who are likely to be in charge of drafting the content of the issues that will be crowd-sourced.
/ This session will focus on the priority issues and topics the department would like to explore using MindHive, the required pool of experts and contributors for each topic, publishing schedules, available support and content framing suggestions. / One Public Challenge has been workshopped and is in shape to be launched within a week.
10 – 20 min / Q&A and any other business

MindHive™ | Implementation workshop

MindHive implementation procedure

For greater efficiency and derived value, it is recommended that MindHive is implemented on the opt out basis. Standard procedure includes the following steps:

  1. Intradepartmental communication/newsletter issued to employees, alerting them about the organisation’s use of MindHive and its functionalities. Employees are informed about the possibilities of internal and external crowdsourcing and innovative collaboration options open to them as members of license-holding organisation. Employees can also opt out at any moment.
  1. HR department to provide MindHive communications team with the list of users to be uploaded into the system. Generally, the list includes the whole of organisation and only requires the following, publicly available information: First Name, Last Name, email address.
  2. The list is uploaded onto the system and MindHive profiles are automatically generated for all users. An automatic email will then be sent to each user individually, prompting them to set up a password and fill out the rest of their profile. Users who chose not to complete the profile set up are considered to have opted out.The mass upload is recommended at the beginning of MindHive license utilisation, with any new employees creating their own profiles. However, the process can be repeated on request.
  1. Employees who complete their profile will have access to support services and documentation via the MindHive portal directly. However, should the organisation decide that a training sessions should be arranged for a large group of users, MindHive’s communication team conducts one hour inductions and product demonstrations, as well as monthly master classes for any new employees who wish to learn more about the platform and best practices in crowdsourcing ideas.
  1. API: This is a brief conversation with the relevant IT representative and our development contact to share our API codes and confirm all logistics, allowing you to pull targeted information out of MindHive into your internal systems.

We know your employees are busy. This process ensures that your organisation is set up and ready to go from day one, and aims at making the sign up process as simple and quick as possible. Please contact Ryan Menner at if you would like to discuss the process in more details or adapt it to your organisation.

MindHive™ | Implementationworkshop