By Lea Laursen Pasgaard og Marianne Fuglsang Welling Farsinsen. Photos: Lasse Møller Badstue, AAU Communication and Public Affairs

"We must work even more and even better together in Shared Services (FS) for the benefit of the entire university. It is my experience that FS consists of a number of strong, independent units characterized by a high level of professionalism. The critics will probably use the term silos, but I do not agree with that criticism, and today is intended as another step on the road to a more unified and coordinated Common Service."

These were the words of University Director Søren Lind Christiansen when he welcomed around 600 employees of FS to a joint theme day at Aalborg Congress & Culture Centre on Tuesday morning under the title 'More Shared in Shared Service'.

Collaboration between departments is crucial

The university director emphasised that the many different disciplines in FS are all crucial for supporting the core task – the research, education and innovation that takes place on site.

"The better we do our job, the better they can do theirs," was the argument from the university director.

One of the recurring points from the day's presentations and exercises was that the joint collaboration across the departments in FS is crucial to succeed with the core task.

Carsten Hornstrup, who is a researcher and advisor in leadership and organizational development, gave a presentation on how best to support culture and collaboration across disciplines. He emphasized that what goes on between teams, departments and professional groups is crucial if you want to increase efficiency and quality in an organization. According to Carsten Hornstrup, in organizations characterized by constant change, it is the departments that manage to maintain focus on collaboration that 'get through an organizational change the fastest' and land softest in the new reality.

"We have passed the point where success is created together with the very closest colleagues we sit with. The huge potential exists between the departments," said Carsten Hornstrup.

He encouraged the employees to see themselves as part of a larger whole. The stonemason does not just cut stone – he helps build a cathedral, and respect for other contributions to the core task is central to the success of the construction project.

The core task in focus

Another speaker, business psychologist Maja Haslebo, really poked the crowd when she very bluntly argued that the most important thing in the professional work community is to focus on the core task. Personal relationships are less important and must never stand in the way of solving the common core task, he said. This gave rise to several critical questions from participants in the hall, who believe that you go to work as whole people, and that a good working community does not only focus on the core task.

In his concluding remarks in the hall, the university director made no secret of the fact that he had expected that 'some friction would arise' after Maja Haslebo's presentation.

"The idea of the presentation was that it could get some reflections started. This is not the same as the points we were presented with in the presentation being the way we will live tomorrow. But I think it is important that we all think about how we contribute to the core task in our task. That is what we are assessed on by the rest of the organization in the end," said Søren Lind Christiansen.

More cross-disciplinary events ahead

This is the first time in the university's 50-year history that all employees in Shared Services have gathered for a joint theme day, and everyone had the opportunity to talk to colleagues from other departments during the day through various exercises. Among other things, about the good cooperation and changes that have strengthened and challenged the individual and the community. And it was precisely the physical meeting with colleagues you are not with on a daily basis that was one of the things that several participants highlighted as particularly positive about the day.

The theme day is one of several activities that, in line with AAU's strategy, aim to strengthen the administration – including collaboration across FS departments. In the autumn, Aalborg University Library will host the first of several expected 'open house' events in the FS departments, which seek to create space for the meeting between FS colleagues across the departments.

Cecilie: It was exciting to gather across the board. There are many people I don't know at all. It was great to talk to someone I haven't met before, because it gave me a better picture of what others in the organization are working on. I wish there had been more of that. The presentations were a rather mixed experience. The last presentation in particular made an impression and gave rise to wonder, and I wish there had been more time to discuss her perspectives.

Vibeke: In general, I think the presentations were really good and complemented each other nicely. I think I go home with some points I can really use. Both the point of 'looking out the window' and being curious about the close collaborators from other departments. But also the point of the second presentation that we must remember to focus on the core task. It was a brave statement, I think. And then it just gives something to the sense of community to meet physically for a day like this. We are dependent on each other in the solution of our tasks.

Rainer: I recognize some of the points that have been made today. Of course, we must try to reduce silo building – you naturally have a professional community with someone from the organization you often collaborate with. It can be difficult to remember to "look out the windows" and into other departments, even though it could be beneficial. On a day like today, it's good to give input to remember that.

See more pictures from the event: