An autumnal HackIT update

This is the second of our quarterly progress updates that we’re posting in the open (the first is here: https://blogs.hackney.gov.uk/hackit/committing-to-work-in-the-open). I find it extremely useful to take a moment to pause and reflect on the work that we’re delivering and supporting across our team. This highlights the breadth of work we’re covering, shows many very positive signs of progress and also identifies a number of areas where we need to give more focus.

We’re continuing our commitment to the Local Digital Declaration through publishing our roadmap on Pipeline and are now also sharing our user insights through the User Research Library which we have recently launched as part of the shared Local Gov Digital platform. Publishing our API standards and playbook are other important steps forward in delivering on this commitment. We are now working with a number of other councils in joint bids to the MHCLG Local Digital Fund for shared projects.

Within Hackney we are seeing exciting progress across a really varied range of projects. These include supporting the design and delivery of user centric services across the whole range of Council services, including adults social care, housing and public realm.

Underpinning the changes we’re delivering, we are continuing our focus on data – covering data quality; use of analytics to help us design and assess services; developing our ethics framework to make sure that we are always using data responsibly; modelling how we use data across our systems; and training all of our users in their data protection responsibilities.

Internally, we are making strong progress with the introduction of improved technology to help teams across the Council adopt mobile, flexible and collaborative working styles. And we are also continuing our work to update our overall architecture approach to adopt a modern, web-based model.

Our HackIT blog includes regular posts from our teams sharing updates on their work.

This quarter’s report includes analysis of our annual user survey. We’ve been pleased to see continued year-on-year improvement in user satisfaction, but equally important to us are the areas where our users have highlighted areas that we still need to improve. These range from the responsiveness and accessibility of our support services to greater focus on training and advice to help users get the most from the tools we provide. We are building these into our work and the survey results provide a useful yardstick that we can use to make sure that we are continuing to head in the right direction.

Finally, one of the most exciting developments this quarter has been our 21 Digital Apprentices starting their roles with our team. The apprentice posts cover all areas of our service across applications, data, delivery, digital service design, infrastructure, software development and support. I’m really pleased to see the programme launch and am looking forward to seeing what our apprentices achieve during their time with us.

You can read the full report here: http://bit.ly/2PZCYMG.

A Novel Approach to the Service Assessment

In the spirit of transparency and openness, we approached our Service Assessment with the intention of sharing it widely with Hackney and beyond. To this end, we applied a different approach from the document-led method so far employed at HackIT for our Digitising Neighbourhood Contact Centre project.

Instead, we created a website that describes fully our service and process; and an associated Trello board that maps each of the 15 standards to the relevant evidence on the website. Our assessors could prepare for the Big Day in advance by referencing both of these tools. And, during the event, notes and recommendations could be added to each standard on the Trello board directly and contemporaneously.

We also wanted our assessors to have a view of the entire service and not just their specific area of expertise. So we ran the event in-the-round and all the assessors could then learn about all the standards rather than dispersing in clusters to discuss their area of expertise with one member of the team.

We’re aiming to have five service assessments completed by December at HackIT and will be holding a retro to see what works and doesn’t from the different methods we’ve applied so far. One size does not fit all and, even if it does, it’s sometimes good to mix it up a little.

Embedding an ethical approach to underpin our data science projects

We’re lucky in Hackney – in 2018, our Data & Insight function has grown in both number and scope, and we’re one of only a few local authorities to employ a permanent data science resource. Our data scientist works closely with the rest of the team, whose overall focus is on joining and analysing the huge range of data we hold, to help services better meet the needs of our residents. The talent and skills of the team, combined with the vision of our ICT leadership, which challenges us to look at the same problems in radically different ways, offers no small opportunity.

The private sector has led the way in practically employing data science techniques, harnessing vast swathes of information on customers and their spending habits to maximise revenues. For example, we’ve seen companies like Amazon use machine learning to persuade shoppers to part with extra cash at the online checkout by showcasing related products. The public sector has lagged behind, in part because of a lack of investment in the necessary skills but also due to the longstanding central government focus on data being used primarily for retrospective reporting. This has limited our ability to use our knowledge  – about our residents and how they interact with services – more creatively. Shifting the focus to predictive analysis could help us change the way we support people in future, to help us deliver better services at lower cost.

We want to replicate the success of the private sector in leveraging the vast volumes of data we hold as an asset to improve our service provision. These include the opportunity to prevent homelessness; better targeting of resources to assess social care cases that require most urgent attention; improved customer service by channeling users to other services they may interested in as they transact with us; or tackling fraud, to name a few.

While opportunity abounds, we face a unique challenge in meeting the expectations of our residents who hold us to a much higher standard than private companies, when it comes to handling their data. Many local government data teams are starting to work on predictive models but we know system bias is a concern to the public. How can we trust the results of predictive algorithms that have been built on data which may be limited, or only reflect how a long established service has traditionally engaged with specific sections of our community?

If we are to successfully implement forward-looking predictive analytics models, we have to build trust with our citizens: to ensure that they understand our motivations, and can transparently assess how we work with data.

The approach we’re taking:

From the outset, we’ve been alert to the need to test and build an ethical approach to our data science work, which is still in its infancy.

Building on examples we’ve seen elsewhere, we’ve developed a Data Ethics Framework which nestles alongside our Privacy Impact Assessment (PIA) process in Hackney, to make sure that for every project we undertake, we’re able to clearly articulate that we’re using a proportionate amount of data to enable us to draw robust conclusions.

At each stage of our 5 step project cycle, we stop to consider:

– Is our data usage proportionate and sufficient to meet user need?

– Are we using data legally, securely and anonymously?

– Are we using data in a robust, transparent and accountable way?

– Are we embedding and communicating responsible data usage?

One of the most important checks and balances on our work will come from an increasing focus on how we embed responsible use of our findings. Applying data science methods to our large volumes of data offers huge opportunities to provide a positive impact for residents, but we know there are risks if outputs are misinterpreted. We’re trying to mitigate against this by developing our team’s skills to communicate our findings in the simplest way possible so that local government officers don’t need to become expert data analysts to responsibly make use of this work. Democratising access to data and providing everyone with the skills or tools they need to make sense of information has to be the right approach.

We’re taking small steps every day to improve our skills and maximise the benefit of the opportunity we have in Hackney. We’re learning from others – notably the gov.uk Data Ethics Workbook which inspired our approach and trying to embed in a simple and proportionate way. The key for us is balance; we’ve tried to streamline this into a simple process with sufficient rigour to build confidence in the ethics of our work without unnecessarily slowing down our ability to experiment. We’re keen to open out the conversation and hear from other public sector organisations who are beginning to unpick this sticky issue.

We also recognise that to truly build trust with our citizens on how and when we use their data, we need to openly engage with people. We’re thinking about how best to start a conversation with residents so we can hear their concerns, discuss the risks and opportunities and agree a way forward, together.

Raising awareness of how well designed technology can help overcome barriers for people with impairments

As part of Hackney Council’s User Research Week, we set up a mini ‘empathy lab’ in the Hackney Service Centre. Our aim was to raise awareness of how certain visual and physical impairments can impact people’s lives. We also wanted to demonstrate how technology built with good accessibility standards can help break down barriers for people with impairments, whether permanent or temporary.

What we did

We had two computer stations, one focussed on simulating partially sighted and reduced manual dexterity. The other focussed on severe visual impairment. Staff members passing by were encouraged to give one or both a try. We also promoted the event to colleagues across the Council by email and with Google+ community posts.

We displayed three personas, adapted from GDS digital inclusion and accessibility user profiles, to help illustrate how the types of impairments we were simulating affect people using technology in real life situations.

Partially sighted and reduced dexterity

At the partially sighted and reduced manual dexterity station, people were able to experience what it might be like if someone finds it difficult to use a mouse and can only use a keyboard. The persona ‘Christopher’ prefers to use a keyboard as he has arthritis in his hands.

To simulate this impairment, buttons were taped tightly over the main knuckles on the back of fingers and latex gloves worn. This restricted the ability to be able to bend fingers and reduced sensation in finger tips.

At this station participants were asked to fill in a form online by using only the keyboard and also its paper equivalent. Once participants had become familiar with navigating using only the keyboard, apart from experiencing reduced dexterity in their hands, they were able to select radio buttons, check boxes, drop downs and enter text. As Google forms are coded by default to meet good accessibility standards, participants found the online form easier than writing on the paper version, where writing with a pen was difficult.

In addition, to demonstrate being partially sighted, safety glasses with a light smearing of vaseline could also be worn. Because of her glaucoma, the persona ‘Claudia’ needs to be able to increase text size to be able to read what’s on a screen. We used built-in functionality in the Chrome browser to do this.

When using the vaseline smeared safety glasses, the participants were able to experience how, for example, a website that allows for text to be resized, can assist people who are partially sighted to interact with an online service. This can benefit people with impairments, such as, cataracts or more generally a deterioration in vision associated with ageing, something likely to affect everyone.

After trying out the activities, a participant commented: “Was really interesting and gave me an appreciation of how difficult it can be for some people accessing digital services. Everyone should go and see what it’s like.”

Severe visual impairment

Our second station covered severe visual impairment. The persona ‘Ashleigh’ uses a screen reader and for this activity we used the Safari browser and VoiceOver, Apple Mac’s built-in screen reader. Participants were able to experience how people can have a web page read out to them. Again, depending on how well the web page meets accessibility standards, the better the screen reader is able to make sense of the page.

Some basic accessibility considerations can make a big difference on a simple web page. For example, having a ‘skip to content’ link enables the screen reader user to avoid having to navigate through repetitive navigation links in headers. Correctly nesting heading styles on a web page also helps screen reader users to understand the structure of a page.

What next?

We’re considering how we can take our empathy lab forward and find a location in the office where we can have a more permanent space for it. This will give the team a chance  to understand what it is like for people with accessibility needs when they use the new services they are building, helping us to become the most user centred team in the country.

Making digital more inclusive

Recently, the digital design team hosted a workshop at the service design fringe festival 18

Hackney is one of London’s most diverse and dynamic borough and the Council services roughly 275,900 people who are from diverse backgrounds.

Therefore, as Hackney Council staff we have to make sure that we consider the needs of the diverse users and that we deliver services that are inclusive.

Also, because the digital design teams aim is to develop digital services so good that people prefer to use it, we need to make sure that we are putting people at the heart of service delivery.

We are making some progress in becoming more diverse and inclusive by:

  • Promoting equality and diversity through apprenticeship programmes
  • Making efforts to increase underrepresented people into the technology profession
  • Having a range of flexible working options
  • Putting together accessibility lab to make sure that there is no barriers preventing someone from using something
  • Collecting equality data from people signing up to online accounts so that we can better plan and deliver services that our users needs

However, we acknowledge that there is a lot more work to be done. Our aspiration is to not only do better for our users, but to also help the digital profession become more inclusive.

Hosting an event at the service design fringe festival 2018

Recently, we had the opportunity to do this at the The Service Design Fringe Festival 18, which brought attention to issues around diversity and inclusivity in the service design industry.

Part of the event, we designed a workshop that enabled us to have an interdisciplinary discussion about the issue of inclusivity within the service design industry and to collaboratively work out how to make digital and our work more inclusive.

The workshop was made up of 3 parts:

  1. Each table, attendees discussed how diverse they were, as a group
  2. Each table discussed their experiences of diversity and inclusion in their work, focusing on the teams they work in and projects they work on. In relation to the six areas of diversity aligned to those protected by UK equality legislation: age, disability, ethnicity or race, gender, religion or belief, sexual identity
  3. Each table worked out what changes they could make to become more inclusive in the next 5 minutes, 5 days and 5 months

In terms of how diverse the attendees were, we learnt that:

  • Out of the 17 people who attended, 12 identified themselves as female and 5 as male
  • They were from different background and industries, some from digital industries others were students
  • They were in the age range of  28-43 years
  • The had 0-20 years experience working in the digital field

As for the experience our attendees had with diversity and inclusivity when working in team and on projects, we learnt that:

  • Some of the attendees didn’t necessarily know how to discuss the topics. They had difficulties understanding the terminologies used in the discussions, for example sexual identity got mixed with gender equality
  • They generally feel that age isn’t as big a problem when it comes to work, sector dependent
  • They stated that it was difficult to talk about religion/belief unless it was brought up by the other person. They felt that festivities and events allowed for a more organic discussion to be had around religion/belief
  • They felt that there were lots of ethnicity and race diversity at student level but drops off when in a professional environment, particularly in senior leadership
  • They thought that there were mostly men in the senior management roles with pockets of heavily female-weighted leadership across the industry
  • That more technical roles tend to have a high male demographic
  • They thought that sexual identity is something that is not generally considered. This could be seen as a positive as people aren’t discriminating, but could also be seen as a negative as people aren’t able to talk about problems

Finally, the attendees were committed to promoting diversity and inclusivity by setting some actionable goals.  

The attendees said that they will do the following in the next:

5 minutes:

  • Sit at a table of people wouldn’t normally sit with
  • On a project, think about a level of stakeholder wider that they currently do
  • Reflect on the observations from this session
  • Use ‘shock’ facts to raise awareness of lack of diversity in their team, to their team
  • Start conversation with someone outside of their usual relationship demographic
  • Read up on inherent and perceived privileges around diversity

5 days:

  • Create educational campaigns for designers on how to consider sexual identity on projects
  • Set up face-to-face session with different people in the org
  • Within their own teams, run a session similar to ours
  • Open the conversation in a safe environment
  • Build a standard for age ranges in research on projects

5 Months:

  • Be a part of intergenerational mentorship
  • Widen team conversation to wider IT department
  • Raise profile of issue
  • Raise understanding and communicate negative impact of the issue
  • Challenge stereotypical thinking when encountered
  • Proactively approaching diversity of communities: raising awareness of the work that is done and spoken in shared language

What we are doing next?

We will continue to promote diversity and inclusion in Hackney.

We are committed to being a part of this conversation, so we are hosting a cross-government meetup about diversity and inclusion with Government Digital Services in early December.

If you are interested in replicating this workshop with your team, here is a link to the workshop and the script.

GIS, supporting the delivery of more digital projects in Hackney

Hackney’s corporate GIS team sits within our Data and Insight team within ICT. Our mission is to support projects, colleagues and residents to make the most of Hackney’s spatial information. However, we have a blocker: most of the work we do comes to us via colleagues who already use GIS, or know someone who uses GIS, or at least have an idea about how spatial information can help them in their jobs. This represents a fair amount of people, and their number has increased a lot since we launched our new Intranet GIS (Statmap Earthlight) 12 months ago. However we think we could do better and we want to find new ways of supporting our digital delivery teams with spatial analysis, particularly those who don’t yet know the power of it as a tool.

So last week we gathered our colleagues from across our Digital and Delivery teams, and explained to them how we are delivering our mission across Hackney service areas. A possibility for our colleagues to mentally match our offer with the various situations they encounter when they are out. A chance for us to discover use cases and ‘GIS gaps’ we wouldn’t have suspected otherwise.

We detailed the 3 work streams we are following to realise our mission, as follows (every local authority’s GIS team will probably recognise itself).

Infrastructure and data governance: we administer and develop the corporate spatial data warehouse, which has been providing a single view of Hackney’s spatial information since 2008 and integrates with other council systems through web services and APIs. Most importantly, we’re supporting our community of GIS users, and working with our data owners to introduce new ways of managing data quality. The first step of this journey was the creation of our metadata model and data catalogue.

Data Analysis and Insight: we are using spatial analysis to answer questions and support decision making. We use different supports to develop and share results, like Qlik Business Intelligence dashboards and Jupyter notebooks.

Data sharing and web mapping: we are providing technical support for service areas to share their data when they have to. We developed and maintain Hackney’s open mapping portal. We are, however, trying to move away from the monolithic portal approach and are practising our ‘Agile delivery’ of web maps focusing on a specific sharing need, using Leaflet.

Our presentation had two immediate benefits: firstly, our user research team requested access to the Intranet GIS with the view that it could help in discovery work that they do with services to understand user needs. Secondly, a colleague from Delivery asked how non GIS-users can realise the richness of our spatial data repository if the only way to browse this repository is… to be a GIS user. Do we need a channel for non-GIS users to discover GIS? What should it look like? This will guide our thinking for the preparation of the ‘Annual GIS day’ in November. Any suggestions welcome.

You can see a subset of the examples we showcased in this slide deck. We are keen to hear about how our approach compares to how other GIS teams are operating and think of ways we can learn from others to improve our offer in Hackney.

Working with Pipeline to share our digital efforts

Pipeline is a digital service that is designed to help us all work together to deliver digital services, so good that people prefer to use them:  https://pipeline.localgov.digital/.

Adopting Agile at Hackney

Over the last two years we have been working hard to change our approach here at Hackney, adopting Agile delivery and user-centred service design. This has meant lots of big changes in our team, how we work and the way that we manage our portfolio of projects.

With the move to Agile delivery comes a dramatic acceleration of pace and our shift from large projects to quicker, sprint based delivery has meant that our portfolio has become much more complex than before. As Lead Delivery Manager responsible for coordinating that I’ve been working with colleagues to look hard at how we can make that as easy as possible.

Hackney has devised its own Agile lifecycle, based on the Agile delivery principles set out in the GOV.UK service manual, and although we know that we need effective governance in place, it’s essential that this doesn’t slow down delivery. One of the key pieces of governance we need for delivering projects is an easy way to see what projects we are delivering and keep track of status and updates.

We are working as part of the wider local digital community

Hackney have committed our support to the Local Digital Declaration and want to help support collaboration in digital local public services. You can read more about why we think that’s important on our blog: https://blogs.hackney.gov.uk/hackit/in-support-of-the-local-digital-declaration. As well as managing our own portfolio of delivery, we also wanted to make sure that we could be open about the work we’re doing, share learning that others can use and identify opportunities to work collaboratively with other councils who are looking at similar challenges.

We started with user needs

We identified the following user needs:

  • As a delivery manager I need to report once on the status of my project so that it’s easy to update stakeholders
  • As a portfolio manager I need to see an overview of all my projects so that I can communicate our projects
  • As a manager I want to see other authorities’ pipelines so that I can identify opportunities for collaboration

We looked to see what tools might meet those needs

We did an initial pre-discovery exercise to see what tools might best meet our needs. Agile isn’t new and there are a wealth of tools that are being used by Agile teams across the globe. But we didn’t find anything that felt like it quite fitted the bill.

We felt that the best match of the tools we looked at was Pipeline, which had been built as an alpha in 2014 by LocalGov Digital. This was a good fit with our aim of working collaboratively, but would need some tweaking to give us the portfolio tracking capabilities that we needed.

We decided that rather than buying a thing or making a thing ourselves, it would be best to contribute to a community tool and see how we might ‘stand on the shoulders of giants’. We got in touch with the LocalGov Digital team and were delighted that they were up for that.

So, what did we do?

Acknowledging that we needed something quickly and with our internal developers all at capacity we devised a brief and posted it onto the Digital Marketplace. We got strong bids and chose Rainmaker Solutions to help us to build on and iterate the great work that had already been started in 2014.

We held a workshop with key users to tease out what else was required to make the Pipeline service a tool that would add real value to Hackney and other public organisations. The previous iteration of Pipeline had a promising start but its use had declined, so we needed to create a tool that would add enough value that people feel compelled to use it. A quick discovery exercise delivered lots of feedback which was captured as user stories and prioritised in a backlog for an intense 3 sprint project.

As the Product Owner for the project I ran a session at the recent LocalGovCamp event in Birmingham to demonstrate the updated service and get feedback from peers. I presented these slides and ran two quick workshops. The first was to gather ideas of the functionality that people would like to see in Pipeline and the second was to discuss why people hadn’t used the first iteration of Pipeline and consider why they might not use the updated version. The functionality discussion threw up a few ‘Robocop’ items but the main thing we found was that Pipeline would meet the needs of the users in the workshop (you can see the feedback we captured here). The barriers gave us more to consider. We asked ‘why won’t people use Pipeline’ and found a range of concerns in response (the feedback from the discussion is here):

  • Fear of working in the open
  • Scared of failing in the open
  • Duplication of effort
  • Didn’t see what value it would add to their organisation
  • A gimmick that won’t be used
  • One size fits all won’t necessarily work for their organisation

Fear of working and failing in the open’ was a really interesting barrier. We were incredibly lucky to have Mike Bracken (one of the founders of GDS) visit Hackney this week. He spoke passionately about working in the open and failing fast and learning. I believe his comment was ‘it’s easier to deal with failing if you’ve been open about what you’re doing’. Fear of failure is a cultural issue in many organisations, including local government – my view is that working in the open enables us to focus on being clear about what we’re trying to deliver.  

Duplication of effort’ is a tough one and is something we’re mindful of. Currently our project updates are posted in a public Google+ community, HackIT Delivers. Our Delivery Managers will continue to post their updates in the G+ community and will link status updates in Pipeline to the G+ posts. It’s not ideal, but is minimum duplication to share our work with a much wider audience. Further iterations of Pipeline will hopefully include open APIs that we can connect other project status update tools to.

Adding value’ and ‘it’s a gimmick that won’t be used’ aren’t technical blockers that can be fixed. We’ll show through doing. It’s a case of hitting critical mass: when the product is used widely there will be value derived from the tool and a compelling reason to use it. We can make that happen if we all use Pipeline.

One size fits all’; this was a challenge for this next iteration of Pipeline. At Hackney we follow the GDS approach for many things, but our project life cycle (HAL) has project phases that use different naming, which fitted better with how our organisation manages projects. To stimulate collaboration it was decided that Pipeline would use the standards that have been developed by GDS as that’s a model that we all recognise. So, it is a one size fits all approach but that one size is award winning and widely recognised as a beacon of best practice. We think we can adapt to it without much difficulty.

What Happens Next?

We are starting to use Pipeline and we’re keen that you benefit from it, too.

We’re meeting LocalGovDigital colleagues and the MHCLG Local Digital Collaboration Unit shortly to discuss how Pipeline might be used to help publish all of the collaborative projects they’re looking to fund and deliver – including applications for the Local Digital Fund that has been launched to support the Local Digital Declaration.

This latest iteration of Pipeline was delivered in 3 sprints. There were lots of user stories and additional functionality delivered but there is still a big backlog of additional user stories that we identified through the discovery work (you can see these on this Trello board). We will be looking at how we might fund an additional development sprint in the next couple of months, maybe using Pipeline we might find another organisation that wants to work with us to deliver the next release!

Governance so good, people prefer to use it

Governance as a service

At HackIT we’ve been thinking about how we run ourselves, and our work. I’ve been looking at what we need to do next to iterate our approach to governance. Our HackIT manifesto already sets out our key principles — and there’s been lots of work done to remove some tortuous processes that weren’t working for us.

We’ve already opened up our work, use the local gov digital standards as a benchmark, have adopted the GDS tech code of practice to guide us, introduced pair programming and test driven development, and we’re using agile principles and rhythms to deliver value early, and increase pace of delivery.

But the team is changing and developing — new people are joining us from all sorts of different organisations (and we have 21 new apprentices starting). We need to be able to scale, develop and embed our approach effectively — recognising that we’ll learn along the way and we’ll want to adapt it as we go.

Why is governance important to us?

Governance helps us maximise the flow of valuable work. That’s basically its purpose — with three main functions:

  • Coordinate what we’re doing and stop doing stuff, so we can go faster
  • Focus our people and money, so we can deliver what matters
  • Answer the question “How’s it going?”

My hypothesis is that we don’t need more governance. But because we are scaling a new approach to working using agile we do need to be really clear about what we’re doing and why, communicate it well, and keep checking in with ourselves to make sure it’s effective.

Principles

We’ve got some governance principles to help us get this right:

  • Work in the open by default — because that enables us to reduce formal governance
  • Most decisions should be made at team level — that’s where the best information is
  • When a decision impacts more than one team — teams are responsible for discussing and agreeing what to do between them
  • Where a decision impacts us all — we need to discuss that more formally at a senior level
  • Clear protocols and guidance help us so we avoid overwriting each other’s decisions.

We’re still working on some of our protocols and guidance — for instance around our data strategy and our API strategy — and some, such as the GDS tech code of practice, and the local government service standard we’ve already adopted because we know they work.

What are we doing next?

We’re going to clearly delegate responsibility and decision making to team level wherever possible. To support our teams we’ll focus on growing key skills and behaviours around leadership, decision making, working in the open and use of evidence. As a senior team we’re committing to regularly and clearly communicating our approach including how we feel about risk.

These are big commitments and we know we can’t do everything at once. So over the next three months we’ve decided the focus will be on:

  • Using the updated Pipeline tool that went live this week to openly show the flow of our work
  • Running 5 service assessments, learning from doing these so that we know what our change process (production into live support) might look like in the future
  • Carrying out a discovery phase on a next iteration of our Hackney Agile Lifecycle to support our understanding of and narrative about our governance approach
  • Building a strategic procurement plan using data and insight from our contracts register

Standing on the shoulders of giants

Some really clever and thoughtful people have done great work on agile, governance and working at pace. Here’s my curation of some of the best blog posts/articles I’ve read, along with my thanks to all of them for sharing their work so openly:

HackIT Apprenticeship Programme – a managers view

Planning a successful induction for our first group of apprentices

I recently attended the manager’s induction session for the Hackney apprentice programme. This was a session run by the Hackney Works team for all managers that either are,  or will be, managing apprentices under the scheme.

At HackIT we’re investing in long term digital skills by hiring 21 digital apprentices. To be successful we know that we need to make sure our managers are equipped to support our new recruits. I’m one of those managers – and thought I’d share what I’ve learnt so far. I’m looking forward to welcoming our team’s three apprentices later this month, and working with Arch, their learning provider.

What is an apprentice?

Firstly – it’s important to know  what an apprenticeship is, and indeed what it isn’t.

It is all about learning and development, this may well be the apprentice’s first experience of the workplace. Where they will gain hands on experience, mentoring and nurturing to become, in our case, the future of ICT.

What it is not,  is a lesser option than going to uni. Although society seems to put more emphasis on academic success, we should not see an apprenticeship as any less important or valid than further education.

This may be the first time they have entered the workplace formally so during induction apprentices may need  more structured first days, weeks, or even months than other staff would. We need to explain where they fit in and what we hope they will be achieving. We’ll be asking ourselves, who are the key people that they need to meet on those first few days? We have to be careful not to overload or scare them by introducing everyone in a large office like a conveyor belt. Apart from this being a little overwhelming, it’s also very difficult to remember so many people all at once.

Learning on the job

During their apprenticeship 20% of their time will be spent on learning. This must be structured and regular. We must provide a quiet place for this in the office. This will be backed  up by creating a month by month work plan. Assigning a “buddy” from the team also helps as they may be more open with someone who isn’t a manager. The buddy will also help the apprentice with work on a day to day basis.

First day at work

We’re not assuming our apprentices will know about the workplace environment. Do you remember your first ever day at work? We had an interesting discussion around this at the training, where we shared our experiences and memories. Although it was a long time ago for some of us we could all still remember the details “It was raining” “the building was massive” “I didn’t know who anyone was, or what they did for the organisation”

I’m also mindful that that the apprentices will possibly be much younger than other members of our team. Or have different cultural barriers. So we’ll need to find ways to make them feel comfortable and welcome.

What happens at the end of the apprenticeship?

We want apprentices to move on to role in their chosen profession – this might be with us, but it might equally be in the wider industry -and that’s very much still a success story for the organisation. There isn’t a guaranteed job at the end – but we will help with next steps like updating CVs. Three months before the end of apprenticeship we’ll start having conversations to discuss their next steps. 

HackIT digital apprentices programme – delivering long term change

Our programme is taking shape

Since Rob Miller last blogged about our apprenticeship programme we’ve been working hard to get it off the ground. It’s a key part of our workforce strategy – we know that in a market where digital skills are at a premium we will need to work hard to attract the right candidates, and that growing our own talent is vital.

A successful recruitment campaign over the summer means that we have 21 new people joining us in September on a variety of level 3 and 4 apprenticeships. They come from a diverse range of backgrounds but they are all either Hackney residents or attended a Hackney school – part of the borough’s commitment to providing opportunities to residents.

In fact the standard of applicants we got was so good, and our managers are so engaged in wanting to develop the opportunity, that we’re hiring 3 more than we originally planned to. We’re confident we can support them all to develop over the next 2 years, in partnership with our 3 learning providers Ada, Arch and WKCIC.

Building a pipeline of talent is a team sport

We couldn’t have done this without the Hackney Works team who have given us fantastic support throughout. Their skills and experience have been invaluable in helping us through the process.

We’re also working with the wider digital community in Hackney to help us grow digital skills in the borough. Hackney has a thriving tech sector with world leading business (large and small) based here. In June we hosted an event for local employers and asked them for ideas.

They said:

  • Make sure apprentices are given specific projects to deliver so that they can build their own personal portfolios of experience
  • Support your managers with the skills they need to manage people who are at an early stage of their careers and have limited experience of the workplace
  • Work with us to share ideas and create opportunities to work together

And that’s what we’re doing.

We’re working with local employers to help the new recruits build their professional networks.  This includes working with MadeTech organising meetups with their trainee developers and our apprentices, Diva Apprentices to connect our apprentices to others in Hackney media companies and Amazon Web Services, developing mentoring relationships between Amazon’s graduate trainees and our apprentices.

We’d love to work with other local employers as well – if you’re interested please get in touch with us.

Looking ahead – women in tech

We’re also thinking now about the next time we recruit to our programme – in 2020. We will be working with people from different backgrounds, life experiences and heritages – an important enabler of building empathic digital services people prefer to use. We have 5 women and 16 men joining us in this first cohort. As a reflection of the IT industry as a whole this isn’t bad, but we are ambitious about improving it in the future and we think there is a lot we can do over the next two years to make that happen.