Co-location within the Ministry of Foreign Affairs

Abstract

Problem definition: There is a gap in the literature on co-location: no literature is found on the use of co-location between third parties and governmental organizations (external co-location). Co-location is already being implemented within the Ministry of Foreign Affairs (MFA). However, co-location has remained as a vague concept within MFA ever since its introduction. There is no strategy backing the concept; only some guidelines have been developed for more clarity from an operational perspective. Besides, the policy takes an opposing stance: a no, unless.. policy. Due to this concept's vagueness, co-location adds limited value to MFA. On the other hand, the number of co-locations indicates there is a clear need for the concept. Research objective: The objective of this thesis is to help the primary process of MFA achieve their goals and add more value with a better implementation of co-location by using the step-by-step plan developed in this research. The step-by-step plan with best actions/practices can be used to select the most suitable co-location alternative (with the decision tree and SWOT analysis) and improve the implementation of co-location as a CRE intervention (with the success formula); Consequently, more value is added to the organization. The main research question central in this thesis is: How can co-location be used as a tool within the CRE strategy and as part of the CRE portfolio that adds more value to the organization, specifically in the Ministry of Foreign Affairs? Research method: With the use of a hybrid research method, in which elements of operational, theoretical, and empirical research are incorporated, the answer to the main research question was obtained. The first part of the research method used was establishing the theoretical background on co-location and adding value. This knowledge establishment formed the basis of the following parts of the thesis. For the second part, an analysis of the current situation within the Ministry of Foreign affairs completed: strategic analysis of the general situation (stakeholder demands, corporate strategy, CRE strategy, Etc.) and an assessment of the current co-location cases (incorporates the empirical elements of the research). This assessment was completed using surveys (to assess the performance and perception) and interviews to develop an anecdotal success formula. The final part of this thesis incorporates the operational elements of the hybrid research method. The obtained information from the previous parts was combined for the development of a step-by-step plan to improve the current situation of co-location within MFA. Findings and conclusion: The developed step-by-step plan consists of the following products: a decision tree and SWOT analysis that both can be used to select the best co-location alternatives of a particular co-location embassy/consulate, based on the demands and objectives of MFA and the embassy/consulate. After selecting an alternative, the step-by-step plan's success formula can then be used as a tool to manage the implementation process. The last part of the step-by-step plan is needed to assess and, if needed, readjust the co-location after the implementation: the check and act phase. For assessing the co-location cases, a recommendation list of possible KPI's per demand (including the objectives) and the related adding value parameters are provided.