Grants:Programs/Wikimedia Community Fund/Wikimedia User Group of Aotearoa New Zealand’s 2022 General Support/Final Report

Final Learning Report

Report Status: Accepted

Due date: 2023-07-31T00:00:00Z

Funding program: Wikimedia Community Fund

Report type: Final

Application Midpoint Learning Report

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General information edit

This form is for organizations, groups, or individuals receiving Wikimedia Community Funds or Wikimedia Alliances Funds to report on their final results.

  • Name of Organization: Wikimedia Aotearoa New Zealand Incorporated
  • Title of Proposal: Wikimedia User Group of Aotearoa New Zealand’s 2022 General Support
  • Amount awarded: 29479 USD, 45754.35 NZD
  • Amount spent: 30296.36 NZD

Part 1 Understanding your work edit

1. Briefly describe how your proposed activities and strategies were implemented.

In this first year of General Support Funding we learnt That what we anticipated would be required as activities wasn’t always was needed That we overestimated the organising depth of the membership given the amount of organising time that was absorbed by the newly incorporated society (WANZ) with key organisers serving as committee members That the overestimation of organising depth led to budget underspend as we lacked capacity to assign organisers to deliver on budgeted activities That having an in-person strategy weekend for the organising committee for WANZ facilitated by a professional facilitator experienced in building teams was a “killer app”, creating teamwork and momentum. We developed trust in each other, agreed our strategic goals https://meta.wikimedia.org/wiki/Wikimedia_Aotearoa_New_Zealand#The_Strategy_of_the_Wikimedia_Aotearoa_New_Zealand_Incorporated_2022_-_2025 & agreed on a way of working see https://docs.google.com/document/d/1Vmo0LHJdiqAMYjf9jLJjq4x2hxJjD-B1gv-9KHDdoOA/edit?usp=sharing, including agreeing channels for communication, response time, tools we are working in and tracking our progress. We also agreed a task list for the year. The weekend created an effective team of the committee that moved us through the team development cycle and reduced the time spent “forming” and “storming” and moved us into the “Norming” stage. See https://teamhood.com/team-performance-resources/team-development-cycle/ The success of this weekend is such that we are committed to running this annually for the committee. The next weekend is timetabled for the weekend of 22/23 July 2023. The committee also has an agreed approach of iteration. We are building the aeroplane while we are flying it and we accept we might not get it quite right but best efforts and being bold mean faster, efficient, and effective progress as a group. While there are times when each of the committee can find this challenging for certain areas of work, everyone respects the approach.

2. Were there any strategies or approaches that you felt were effective in achieving your goals?

Do have an annual in-person, well facilitated, strategy weekend for the governance group of the affiliate. Do activities to get to know each member of the governance group well - in addition to the governance meeting cycle. We’ve found that people that regularly meet (either online or in person meetups) build better working relationships Do agree that perfect is the enemy of good. Apply the editing approach of Wikipedia to your way of working - collaborate, be okay with others building on your work and taking a leadership role in that stream of work, be bold but not reckless. Don’t be a gatekeeper Don’t forget you are representing a community of editors and Do check in with them regularly. A Lean Coffee https://www.agile42.com/en/blog/lean-coffee session at the annual WikiCon worked really well to identify ideas that the community wanted the governance group to deliver. Voting on the ideas provided a priority ranking. See the photos

Do remember that, done well, governance is work that’s not generally acknowledged, but it really helps the affiliate. Find ways of acknowledging the good work of your fellow governance group members Do make sure that your governance group can accommodate contributors from all over your geographic region. Use online tools to organise well and communicate in an asynchronistic manner so everyone in the group can keep up to date and contribute no matter the timing of their contribution. The tools we use are Miro for the strategy weekend planning and note taking, BoardPro for governance meeting agendas, minutes, and documentation, Zoom for online meetings, Slack for messaging and communicating, and Trello for activity progress management Communicate your progress and barriers with your community regularly. We have a monthly national online meetup. The first 15 minutes is the progress of the governance group. Non-governance group organisers including new ones have put themselves forward to deliver on activities

3. Would you say that your project had any innovations? Are there things that you did very differently than you have seen them done by others?

Membership editing an annual reporting of activities across the affiliate (separate from any formal WMF reporting) has been maintained. We started a Meta page per year that anyone could edit to report on activities across the affiliate for the first three years. In this fourth year and now we’ve received general grant funding we’ve maintained this report and are in the process of changing its timing to match the financial / formal reporting cycle of the general grant. This “all for one and one for all” report that anyone can edit is not only a great reflection of the work of the Aotearoa New Zealand editing community that makes up our affiliate but is also a tool towards encouraging participation in the affiliate by editors that are sometimes hesitant to join in. Conducting retrospectives on activities. While we’ve only done this occasionally when we’ve done this it has proven to provide significant information. The organiser of the Wellington WikiCon 2023 conducted a retro with Pasifika attendees to the conference and the information received was enlightening and provided the governance group with guidance on how to better attract and motivate these new editors. The professionally facilitated strategy weekend for the committee. This two day face to face session has now been run twice and organises the committee for the year. The streams of work needed to fulfill or move our strategic goals are agreed. The work we do at keeping ourselves a well performing group is important. It's work on the affiliate committee and its ways of working rather than for the affiliate committee.

4. Please describe how different communities participated and/or were informed about your work.

See the annual activity report for 2022 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022 and the activity report for the first six months of 2023 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023 Editing community in Aotearoa New Zealand: The activity reports linked above show how we are engaging and communicating with the editing community nationally. Mostly through the normal activities of regular meetups including a regular national online meetup, editathons, and an annual national WikiCon. We also communicate through meetup notes recorded in Wikipedia, posting notices and information on the WANZ private facebook group, in the New Zealand Project space on Wikipedia, and on Twitter. Plans for a newsletter are on hold until we can establish the WANZ website. GLAM partners In addition to supporting GLAM project plans, funding applications, and project goals, committee members have regularly scheduled catch ups with staff from each of the three targeted GLAM orgs. We engaged with the wider GLAM sector in New Zealand through a zui (zoom hui / discussion) organised by National Services Te Paerangi, attendance & presentations at the national digital conference for the GLAM sector (NDF) and the Libraries and Archives biannual conference (LIANZA). We anticipate we’ll be asked to support other Wiki projects. Pasifika community Building on and supporting this small editing community has remained a focus for the committee. The group is active and supports one another. Natural Environment / Science community This group is actively being courted by a particular editor with strong support from the committee. Engagement occurs through presentations and direct contact as natural environment community members continue with their own science communication / outreach activities. Demonstrating how using WMF platforms to increase the impact of science communication has proved very effective.

5. Documentation of your impact. Please use the two spaces below to share files and links that help tell your story and impact. This can be documentation that shows your results through testimonies, videos, sound files, images (photos and infographics, etc.) social media posts, dashboards, etc.

  • Upload Documents and Files
  • Here is an additional field to type in URLs.
https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022

https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

6. To what extent do you agree with the following statements regarding the work carried out with the support of this Fund? You can choose “not applicable” if your work does not relate to these goals.

Our efforts during the Fund period have helped to...
A. Bring in participants from underrepresented groups Agree
B. Create a more inclusive and connected culture in our community Agree
C. Develop content about underrepresented topics/groups Agree
D. Develop content from underrepresented perspectives Agree
E. Encourage the retention of editors Strongly agree
F. Encourage the retention of organizers Agree
G. Increased participants' feelings of belonging and connection to the movement. Agree

7. Is there anything else you would like to share about how your efforts helped to bring in participants and/or build out content, particularly for underrepresented groups?

A key insight is that it’s hard. The “if you build it, they will come” approach only takes you so far. Actively considering how to serve underrepresented groups in ways that meet their needs is mandatory and one of the best ways to do this is to ask them what they need / want. Ask them in a way that they feel comfortable telling you hard truths. The organiser of the latest National WikiCon asked the Pasifika editor group - a demographically young group as well - to meet to discuss what they thought worked well and didn’t work well at the latest WikiCon. They were truthful and honest. Taking this valuable feedback positively and thinking about ways to improve the next time round means we’re now considering:

  • better icebreaking events / activities / introductions at the start of the conference and online spaces
  • better acknowledgements of people attending and contributing “showing the love”
  • even more support for people attending - targeting young editors with young editors, acknowledging the elephant in the room - that those more experienced editors don’t always know what the newbies need but are there to help if needed

Part 2: Your main learning edit

8. In your application, you outlined your learning priorities. What did you learn about these areas during this period?

Effective governance Learnt that we’re good at this when we get professional guidance and help. We actively work on improving our performance and efficiency as a governance group to deliver the most for our community. Identify activities that connect with the current editors & organisers We learnt what activities the WANZ membership want to experience because we asked them. We need more information from those editors that do not connect with or organise for WANZ. While some may not want to engage with our organisation or get involved with the community, we suspect there are others around the country that just don’t yet know we exist. To identify activities that increase the number of volunteers Building committed editors is hard work. They need a reason to join and contribute. Certain organisers / supporters are focussing on recruiting natural environment scientists who have an ongoing science communication focus, others are theming projects that are of broad and high interest to new editor groups. To identify activities & develop supportive relationships with like-organisations Learnt this is easier than anticipated. Good working relationships with identified staff belonging to like-organisations makes this type of activity collaboration easy to agree on. Effective review of activities to learn from mistakes Still building a culture of this. It’s not something that comes naturally and will need time to embed as a normal practice following all activities.

9. Did anything unexpected or surprising happen when implementing your activities?

We’re surprised at how much we accomplished as a group but also recognise we struggled to spend all of the grant as per our budget. We were so used to accomplishing activities with no money to spend that there were times when it felt frivolous or irresponsible to pay people for their professional time instead of requesting it for free and making do if that was unaffordable. It was a drastic change from being in a state of pauperism to having money to spend. We needed to learn to change our approach, develop our professionalism, and pay people for the professional services we need to support our activities.

10. How do you hope to use this learning? For instance, do you have any new priorities, ideas for activities, or goals for the future?

We’re still working on this issue as the committee. We recognise that we encourage diversity of organisers if we support people’s projects and that we can’t (and shouldn’t) run every Wikipedia / Wikidata / WikiCommons event in Aotearoa New Zealand. Our job is to make it easy for organisers to organise effectively. How much financial oversight is required and at what level of funding this oversight escalates to is actively being discussed as a priority. Our overarching goal is to further deliver on our strategic priorities.

11. If you were sitting with a friend to tell them one thing about your work during this fund, what would it be (think of inspiring or fascinating moments, tough challenges, interesting anecdotes, or anything that feels important to you)?

The organising time of our group is huge given our membership size. We also actively try to learn to do better and this is challenging. Remaining open to feedback is very important to our group. e.g. the WikiCon organiser requested the Pasifika community members who attended to provide feedback on how they felt the event could be improved next time. The information received was very useful. While there was a staffed welcome / registration table and an icebreaking activity, more welcoming and more active introductions and icebreaking was requested. The fact that a lot of attendees already knew one another seemed to emphasise the newness and feeling of uncertainty for those that didn’t know many people. A better culture of acknowledgement was also requested.

12. Please share resources that would be useful to share with other Wikimedia organizations so that they can learn from, adapt or build upon your work. For instance, guides, training material, presentations, work processes, or any other material the team has created to document and transfer knowledge about your work and can be useful for others. Please share any specific resources that you are creating, adapting/contextualizing in ways that are unique to your context (i.e. training material).

  • Upload Documents and Files
  • Here is an additional field to type in URLs.
Lean Coffee Meeting to identify and vote to get the popular activities for the future https://www.bobstanke.com/blog/lean-coffee-overview

A presentation on tools and tricks of various WMF projects is available for editors to work through See https://docs.google.com/presentation/d/1yWgizayVe_ThxS1xWCxAeSx0aLXPiAGrjSOqEX9PPPg/edit?usp=sharing this link for google slides or slides in Wikicommons at https://commons.wikimedia.org/wiki/File:Gadgets_and_Tools_for_Wikipedia_and_Wikicommons_-_Wellington_WikiCon_2023.pdf

Part 3: Metrics edit

13a. Open and additional metrics data

Open Metrics
Open Metrics Description Target Results Comments Methodology
# of volunteer hours organising Committee meetings, grant application hours, organising and facilitating events 500 1609.2 This is a huge number considering the size of our group. Learning: Measuring this is hard. The number reported is less than the actual time invested in organising during the 1 July - 30 June reporting period. This number is an estimate based on the experience of the report writer and requests to estimate time committment by other organisers. It’s difficult to establish an accurate baseline of organiser hours contributed where the report writer hasn’t been present during the organising. One mitigation and a step towards more accurate reporting would be to add organising time measures into reporting templates and expectations of reporting the same to funding applications provided to Wikimedia Aotearoa New Zealand members. There is organising time that is known to have not been included to date, due to a lack of an accurate estimate of or actual results / measurement, and there is likely other organising occurring that is both unknown and unmeasured. Organiser definition: Wikimedians that organize events and funding, build contributor skills, facilitate and coach, build the community identity including identifying new people, set movement and affiliate strategy, develop partnerships and build networks, keep projects on track, propel campaigns producing quality content or communicate and publicize. https://upload.wikimedia.org/wikipedia/commons/8/8b/Wikimedia_Movement_Organizers_Study.pdf

User:Einebillion Diary / Recording of hours organsing or contributing to organising (minus meetup facilitation and committee attendance) 1 July - 30 June 211.5 hours

Other WANZ committee members contributions to policy and administration of the WANZ affiliate estimated at 4/5ths of the report writer (the President). 6 committee members estimated @ ⅘ of President = 1015.2 hours

Meetups 1 July - 31 December: 15 meeting. Facilitation 1 person x 2 hours, Documentation 1 person x 2 hours. 60 hours 1 January to 30 June: 16 meetings Facilitation 1 person x 2 hours, Documentation 1 person x 2 hours. 64 hours = 124 hours

Committee meeting time 1 hour x 15 x 7 participants, organisation of agenda and minutes 2 hours x 15. Estimated hours 135 hours

Wikiblitz between 1 July - 31 December: Facilitation for events hours total of 19.5 hours, organisation per Wikiblitz 2 x 4 hours per event. Estimated. 27.5 hours Total 60 hours

Editathons between 1 July - 31 December = 1: https://en.wikipedia.org/wiki/Wikipedia:Meetup/Wellington/Women_in_STEAM_Edit-a-thon_2022#Hours_spent_by_editors_organising_the_event 17 hours, facilitation 3.5 hours. Total 20.5 hours https://en.wikipedia.org/w/index.php?title=Wikipedia:WikiProject_New_Zealand/New_Zealand_Women_in_Architecture_WikiProject Hours spent organising Auckland venue, Dunedin venue, online. Total hours ? No information received from organisers

Wellington WikiCon organisation. Estimated a total of ? hours No information received from organisers

ESEAP/WOW conference presentations: delivery time 4 x 1 hour + 8 hours per presentation prep time Total: 36 hours

Comms and publicity contributions including report writing: 7 hours

Not counted were contributions of other organisers such as User:Ambrosia10 in network building with international natural environment scientific community in particular the SPNCH 2023 presentations and conference attendance, User:DrThneed in organising and presenting on the New Zealand Thesis project or User:Giantflightlessbirds in organising the West Coast Task Force and Critter of the Week Project. Other investment of time in communication and publicity.

Participant satisfaction % of participants satisfied or very satisfied with events (meetups, edit-a-thons, WikiCons) organised by Wikimedia User Group of Aotearoa New Zealand 75 N/A Not delivered.

No survey conducted. The quantity of work required to deliver the programme of activities and the administration of incorporated society set up meant that planning and conducting a survey to establish this metric did not occur.

Survey
# NZ GLAM partnerships sustained # of NZ GLAMs contributing to WMF projects and actively engaging with NZ User group community 4 4 High engagement with:

Auckland War Memorial Museum (https://en.wikipedia.org/wiki/Wikipedia:GLAM/Auckland_Museum) Museum of New Zealand Te Papa Tongarewa (https://en.wikipedia.org/wiki/Wikipedia:GLAM/Museum_of_New_Zealand_Te_Papa_Tongarewa) Grey District Library (WestCoast Wikisource Project https://en.wikisource.org/wiki/Wikisource:West_Coast_Task_Force) Communication maintained with: New Zealand Parliamentary Library staff

Significant engagement with and investment by the WANZ committee requires the institution investing in rights assessment and open licensing of the content they hold. This remains a hurdle for GLAM institutions. The User Group has targeted institutions in NZ who have an open licensing practice and see the User Group and user group members as partners rather than volunteers. These relationships rely on committed staff members within each institution.

Review of minutes of Wikimedia Aotearoa New Zealand committee and User Group annual reports https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022

https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

Second month new editor retention percentage of editors who, having made at least 1 edit in the first 30 days after registration made at least 1 edit during the second 30 days 10 N/A Not delivered

Not reported on due to time required to assemble data. Interrogation of the data to report on this measure requires manual investigation of user accounts and editing history. The time commitment needed to report on this measure is not available from the report writer.

N/A
N/A N/A N/A N/A N/A N/A
Additional Metrics
Additional Metrics Description Target Results Comments Methodology
Number of editors that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of organizers that continue to participate/retained after activities Organisers that organise/contribute to organising more than 1 event / programme during the grant period 10 16 Meetup organisers:

User:Einebillion User:Ambrosia10 User:Susan Tol (new) (4 meetups delivered this reporting period) User:Jetaynz (new) User:Dactylantha (new) User:MurielMary

Other organisers of events / programmes not previously mentioned User:Giantflightlessbirds User:Pakoire User:DrThneed User:AtticEdit (new) (1 event delivered) User: Avocadobabygirl (new)

Conference presenters and not previously listed: User:Beeswaxcandle User:Kowhaiarewhana (New) (1 event delivered, 1 in planning)

User Group Committee and not previously listed: User:Marshelec User:Noracrentiss User:Schwede66

User Group Annual Report - events from July

https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

My Dashboard Campaign: Projects dating from July 2022 https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/overview

Meetups https://en.wikipedia.org/wiki/Wikipedia:Meetup/New_Zealand

Number of strategic partnerships that contribute to longer term growth, diversity and sustainability N/A N/A N/A N/A N/A
Feedback from participants on effective strategies for attracting and retaining contributors N/A N/A N/A N/A N/A
Diversity of participants brought in by grantees N/A N/A N/A N/A N/A
Number of people reached through social media publications N/A N/A 731 N/A From January 2023

Facebook private User group: group is used to assist editors and promote Wikipedia events and meet-ups. 199 members as at 30 June 2023.

  • Facebook public page: this was created with the goals of raising awareness of Wikipedia and other Wikimedia projects in New Zealand, showcasing New Zealand content and highlighting opportunities for people to get involved. 237 likes and 264 Followers at 30 June 2023.
  • Twitter. The Wikimedia Aotearoa twitter handle has 268 (+23) followers and continues to actively post and share information.
Number of activities developed # activities and programs developed and delivered by User Group and user base. 27 activities detailed in grant application + 3 additional programs/activities developed by users 30 22 Of the 27 activities outlined in the business plan for 2022/23

22 Completed 4 Progressing 1 No progress to date

The 3 additional activites were West Coast Task Force (output of West Coast Wikipedian at Large) Completed Critter of the Week Progressing West Coast Wikisource Project Progressing

Committee Trello Board recording progress on grant activities A1 - A27

My Dashboard Campaign: Projects from July 2022 https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

User Group Annual Report for 2022 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022

My Dashboard Campaign: Projects from January 2023 https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs

User Group Activity report for first six months of 2023 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

Number of volunteer hours N/A N/A N/A N/A N/A

13b. Additional core metrics data.

Core Metrics Summary
Core metrics Description Target Results Comments Methodology
Number of participants The number of participants in all activities is 75.

New participants: 15 Returning participants: 60 Measurement technique: The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview and manual attendence numbers tracking for in person events, liaison, contacts.

75 Not reported on as too time consuming to manually assemble data from the sources available. Checking individual User accounts to prevent double counting would be required and takes too much time.

In addition to the Dashboard information detailing participants to editathons and projects there were also meetups held during the year, both online and in person, around New Zealand. These included: https://en.wikipedia.org/wiki/Wikipedia:Meetup/Aotearoa%20New%20Zealand%20Online Aotearoa New Zealand Online Meetup. 12 meetings held, 139 total attendances https://en.wikipedia.org/wiki/Wikipedia:Meetup/Wellington Wellington Meetup 12 meetings held, 75 total attendances https://en.wikipedia.org/wiki/Wikipedia:Meetup/Auckland Auckland Meetup: 3 meetings held, 12 total attendances https://en.wikipedia.org/wiki/Wikipedia:Meetup/Christchurch/Ara_Institute_of_Canterbury#June_topic:_Plan_for_these_sessions_in_2022 Christchurch Meetup: 3 meetings held, 11 total attendances https://en.wikipedia.org/wiki/Wikipedia:WikiProject_New_Zealand/West_Coast_task_force West Coast Meetup: 3 meetings held, 11 total attendances

The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview and manual attendence numbers tracking for in person events, liaison, contacts.

https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs

And first six months of 2023 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

Number of editors The number of people who edit Wikimedia projects as a result of grantee activities is 50.

New editor: 5 Inexperienced editors < year: 10 Established and active editors: 35 Measurement technique: The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview and manual attendence numbers tracking for in person events.

50 70 This number reflects the signups to Dashboard downloaded to spreadsheet with duplicates removed

Campaign setting of dashboard lists editors against projects so editors are counted multiple times depending on project contribution. Also shows editors that join projects but don’t continue to edit or don’t edit at all. This requires extraction of data and spreadsheet manipulation to identify contributors. Some events have an online component. Contributors to some of these online events are not from New Zealand but are joining from Australia and possibly other countries. Breaking contributions down to new, inexperienced, and established requires manual investigation and is too time consuming and onerous on the report writer.

My Dashboard Campaign: Projects for all of 2022 as it was too much of a manual burden to separate out to only those projects starting from July 2022 https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview 72 editors

My Dashboard Campaign: Projects for first half of 2023 https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs 44 editors

Number of organizers The number of organisers (Implementors, Connectors, Supporters) in all activities is 12. Of these, our target is that 2 will be new organisers that begin to contribute.

Measure: Manually list per activity / event in the User Group annual report https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022

12 16 Meetup organisers:

User:Einebillion User:Ambrosia10 User:Susan Tol (new) User:MurielMary User:Dactylantha (new) User:Jetaynz

Organisers leading or co-leading projects including wikiblitz, dashboard projects, wikicons, and editathons and not previously listed: User:Giantflightlessbirds User:Pakoire User:DrThneed User:AtticEdit (new)

Conference presenters and not previously listed: User:Beeswaxcandle User:Kowhaiarewhana (new)

User Group Committee and not previously listed: User:Marshelec User:Noracrentiss User:Schwede66

GLAM organisers not previously listed: User: Avocadobabygirl (new)

Manually list per activity / event in the User Group annual report https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2022

https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs And first six months of 2023 https://meta.wikimedia.org/wiki/Wikimedia_User_Group_of_Aotearoa_New_Zealand/Annual_Report_2023

Number of new content contributions per Wikimedia project
Wikimedia Project Description Target Results Comments Methodology
Wikipedia EN-Wikipedia

Number of articles created: 100 Number of articles improved: 400 Measure: The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

500 1079 184 new

890 improved

West Coast Wikipedian at Large 26 new articles 195 improved articles

Women in Steam Ada Lovelace Day Editathon 100 new articles 296 improved articles

Women in Architecture Edit-a-thon 41 new articles 130 improved articles

Te Papa 1Lib1Ref Session 17 new articles 269 improved articles

Dashboard does not provide a numbered list of articles after filtering making it difficult to establish exact figures without counting line by line. Analysis shows that dashboard projects / editathons may not be as productive as individual editors with themed workflows. E.g. new editor User:Stitchbird2 has logged 28 new articles since 1 July 2022. The results do not include the work of individuals outside of the Campaign projects.

he overarching dashboards https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs

Wikidata EN-Wikidata

Number of items created: 66,000 Number of revisions created: 250,000 Measure: The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

316000 807181 71,192 (new items created)

735,989 (Total revisions)

Women in Architecture 23 new items created 545 total revisions

Te Papa 1Lib1Ref 16 new items created 805 total revisions

Wikidata NZ women in architecture 156 new items created 2050 total revisions

NZ thesis Wikidata 70,900 new items 732,000 total revisions

Women in STEAM editathon 97 items created 589 total revisions.

Majority of Wikidata new items and revisions were the result of the New Zealand Thesis Wikidata project and the work of the data wrangler associated with the project see: https://www.wikidata.org/wiki/Wikidata:WikiProject_NZThesisProject

The overarching dashboards https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs

Wikimedia Commons Number of commons uploads: 2000

Measure: The overarching dashboard https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

2000 8724 Women in Architecture

17 uploads

Te Papa 1Lib1Ref 6 uploads

Wikidata NZ Women in Architecture 1013 uploads

Wikidata NZ Thesis 5376 uploads

WestCoast Wikipedian at Large 2311 uploads

Women in Steam 1 upload

Image uploads reflect the typical “long tail” of content creation. The majority of uploads from a variety of sources completed by 4 editors with a number of fewer contributions by around 20 others. My Dashboard only allows manual counting of editors contributing to Wikimedia Commons per project. This is a disincentive to completing a deep dive on numbers and patterns of contributions. The majority of contributions come from external sources rather than “own work”. The members of the user group have encouraged each other to approach government organisations, knowledge institutions, and individuals to request images be openly licensed on Flickr, iNaturalist, and government websites to enable contributions.

The overarching dashboards https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2022/overview

https://outreachdashboard.wmflabs.org/campaigns/wikimedia_aotearoa_new_zealand_2023_jan_to_june/programs

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14. Were there any metrics in your proposal that you could not collect or that you had to change?

Yes

15. If you have any difficulties collecting data to measure your results, please describe and add any recommendations on how to address them in the future.

We recommend more investment in the dashboard. This is an excellent gatherer of numbers and could be developed further to provide more analysis for the overarching programme of events rather than individual events.

16. Use this space to link or upload any additional documents that would be useful to understand your data collection (e.g., dashboards, surveys you have carried out, communications material, training material, etc).

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Part 4: Organizational capacities & partnerships edit

17. Organizational Capacity

Organizational capacity dimension
A. Financial capacity and management This has grown over the last year, the capacity is high
B. Conflict management or transformation This capacity has grown but it should be further developed
C. Leadership (i.e growing in potential leaders, leadership that fit organizational needs and values) This has grown over the last year, the capacity is high
D. Partnership building This capacity has grown but it should be further developed
E. Strategic planning This has grown over the last year, the capacity is high
F. Program design, implementation, and management This capacity has grown but it should be further developed
G. Scoping and testing new approaches, innovation This capacity has grown but it should be further developed
H. Recruiting new contributors (volunteer) This capacity is low, and we should prioritise developing it
I. Support and growth path for different types of contributors (volunteers) This capacity is low, and we should prioritise developing it
J. Governance This has grown over the last year, the capacity is high
K. Communications, marketing, and social media This capacity is low, and we should prioritise developing it
L. Staffing - hiring, monitoring, supporting in the areas needed for program implementation and sustainability This capacity is low, and we should prioritise developing it
M. On-wiki technical skills This capacity has grown but it should be further developed
N. Accessing and using data This capacity is low, and we should prioritise developing it
O. Evaluating and learning from our work This capacity is low, and we should prioritise developing it
P. Communicating and sharing what we learn with our peers and other stakeholders This capacity is low, and we should prioritise developing it
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17a. Which of the following factors most helped you to build capacities? Please pick a MAXIMUM of the three most relevant factors.

Formal training provided from outside the Wikimedia Movement, Peer to peer learning with other community members in conferences/events, Other

17b. Which of the following factors hindered your ability to build capacities? Please pick a MAXIMUM of the three most relevant factors.

Lack of awareness of capacity building needs, Lack of staff time to participate in capacity building/training, Lack of volunteer time to participate in capacity building/training

18. Is there anything else you would like to share about how your organizational capacity has grown, and areas where you require support?

Support from WMF is hindered by the Aotearoa NZ timezone. Participation is difficult when support is programmed in the early morning or very late in the evening, New Zealand time. The set up of the legal entity WANZ Inc Society absorbed organisational time from key organisers in the Aotearoa NZ community. We have grown capabilities, tool familiarity, and organisational capacity. Both the committee and community of organisers are learning how much capacity each person can contribute. The first year of general grant funding enabled us to obtain external support with both paid organisation and facilitation to have a more professional approach. Expectations of contribution on a regional and global level can be challenging and we are responding by focussing on key national priorities.

19. Partnerships over the funding period.

Over the fund period...
A. We built strategic partnerships with other institutions or groups that will help us grow in the medium term (3 year time frame) Strongly agree
B. The partnerships we built with other institutions or groups helped to bring in more contributors from underrepresented groups Neither agree nor disagree
C. The partnerships we built with other institutions or groups helped to build out more content on underrepresented topics/groups Agree

19a. Which of the following factors most helped you to build partnerships? Please pick a MAXIMUM of the three most relevant factors.

Board members’ outreach, Institutional support from the Wikimedia Foundation, Partners proactive interest

19b. Which of the following factors hindered your ability to build partnerships? Please pick a MAXIMUM of the three most relevant factors.

Lack of staff to conduct outreach to new strategic partners

20. Please share your learning about strategies to build partnerships with other institutions and groups and any other learning about working with partners?

Strategies included building on previously existing relationships, taking advantage to promote partnership activities where staff at the institutions were also key members of the affiliate, reactively responding to approaches for support from institutions. Recommend regular catch-ups (3 monthly) and reliable communication between the affiliate / membership and the staff at the partner institutions. Having affiliate organisers/editors/members employed by the partner institution is very helpful. Connecting and supporting and building on the Wikimedia goals of the partner organisation.

Part 5: Sense of belonging and collaboration edit

21. What would it mean for your organization to feel a sense of belonging to the Wikimedia or free knowledge movement?

This first instance of general grant funding made members of our affiliate feel “seen” by WMF and gave a tangible sense of acknowledgement to the core group of organisers and editors invested in formalising the organisation of the Wikimedia User Group of Aotearoa New Zealand and contributing to improving Aotearoa New Zealand content. The funding provided for in person and online activities for emerging and established members of the affiliate provided opportunities for collaboration - Editathons and the annual national Wikicon were successfully held. The funding enabled the national WikiCon, this directly impacted a sense of belonging as one of the sessions was the President explaining the WMF/ESEAP/Affiliate structure - something a number of attendees were previously unaware of.

22. How has your (for individual grantees) or your group/organization’s (for organizational grantees) sense of belonging to the Wikimedia or free knowledge movement changed over the fund period?

Increased significantly

23. If you would like to, please share why it has changed in this way.

One of the strategic aims of the organising committee for our affiliate for this financial year was to attend and contribute more to the ESEAP meetings. Aotearoa New Zealand sent its first multi-person contingent to the ESEAP Conference and this had a significant impact on the Aotearoa New Zealand attendees. The discussions on the wide range of activities by other ESEAP editors and affiliates was inspiring and provided us with a better sense of belonging to the ESEAP hub. Meeting people in online meetings whom we had previously only seen as user names created a strong sense of community.

24. How has your group/organization’s sense of personal investment in the Wikimedia or free knowledge movement changed over the fund period?

Increased significantly

25. If you would like to, please share why it has changed in this way.

The personal investment in the Wikimedia movement has increased significantly. More people from the Aotearoa NZ affiliate are present during movement online calls and gatherings. We have increased our contribution towards organisation within Aotearoa NZ over the last 12 months as we’ve incorporated and moved towards increasing the professionalism of our affiliate. Separate from organising the affiliate, the editors that make up the membership of the affiliate have significantly improved the open content available on WMF platforms.

26. Are there other movements besides the Wikimedia or free knowledge movement that play a central role in your motivation to contribute to Wikimedia projects? (for example, Black Lives Matter, Feminist movement, Climate Justice, or other activism spaces) If so, please describe it below.

The main movements that resonate with editors from Aotearoa New Zealand other than WikiProject New Zealand are focussed around the Women in Red project, improving knowledge on Aotearoa New Zealand’s natural environment (as New Zealand has unique indigenous biodiversity), and the Arts. We are also focussed on developing Pasifika editors who are focused on improving the information related to Pacific performers, artists, and art practices.

Supporting Peer Learning and Collaboration edit

We are interested in better supporting peer learning and collaboration in the movement.

27. Have you shared these results with Wikimedia affiliates or community members?

Partially

27a. Please describe how you have already shared them. Would you like to do more sharing, and if so how?

We shared our activities in the Pasifika Arts Project https://en.wikipedia.org/wiki/Wikipedia:WikiProject_New_Zealand/Pasifika_Arts_Aotearoa at the WOW conference in Sydney and the work on Wikisource at ESEAP conference..

We would like to do more sharing but it relies on the availability and openness to communication by those who are leading the projects.

28. How often do you currently share what you have learned with other Wikimedia Foundation grantees, and learn from them?

We do this rarely (less than twice a year)

29. How does your organization currently share mutual learning with other grantees?

This year we have shared via our national WikiCon. A member of Wikimedia Australia attended our WikiCon. The Pasifika Arts Project organiser and contributor shared at the WOW conference in Sydney and we shared more informally at the ESEAP conference. The ESEAP conference was an excellent networking opportunity, building participation and confidence in contributing for Aotearoa New Zealand attendees. We've also shared via diff blog posts and GLAM Wiki newsletters.

Part 6: Financial reporting and compliance edit

30. Please state the total amount spent in your local currency.

30296.36

31. Local currency type

NZD

32. Please report the funds received and spending in the currency of your fund.

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https://docs.google.com/spreadsheets/d/1zgWrRUOC0iqa20czbIUB4uQ1MG93h8Nt/edit#gid=1317624397

33. If you have not already done so in your budget report, please provide information on changes in the budget in relation to your original proposal.

see financial report for details New activities included supporting Women in Architecture Editathon and expanding the budget for the annual Aotearoa New Zealand WikiCon to ensure enough resources to run the event well.

34. Do you have any unspent funds from the Fund?


34a. Please list the amount and currency you did not use and explain why.

$NZ15,457.99 The underspend resulted from capacity issues in the committee. We were too ambitious in our programme of work for the year and some activities were not able to be completed. Examples: Governance training for the committee was covered during the first strategy weekend prior to this grant so funding allocation partially assigned to NZ Wikicon (discussed with Program Officer) Advanced Treaty of Waitangi training for the committee was not taken during time constraints on committee. (discussed with Program Officer) Website development is underway but work not completed and therefore invoices not received in the financial window. Accounting package upgrade underway but not yet completed and therefore invoices not received in the financial window Online WikiCon not delivered (discussed with Program Officer) Competitions not delivered

34b. What are you planning to do with the underspent funds?

B. Propose to use them to partially or fully fund a new/future grant request with PO approval

34c. Please provide details of hope to spend these funds.

We propose adding these unspent funds to the 2023/24 activity of providing funding for a Wikimedia at Large project. We’re currently advertising for expressions of interest in this activity and it would be useful to have more flexibility in the budget should a more complex proposal be received. We anticipate the current budget is too light given the recent cost of living increases in New Zealand for accommodation, food, and travel.

35. Are you in compliance with the terms outlined in the fund agreement?


As required in the fund agreement, please report any deviations from your fund proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

36. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?

Yes

37. Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement? In summary, this is to confirm that the funds were used in alignment with the WMF mission and for charitable/nonprofit/educational purposes.

Yes

38. If you have additional recommendations or reflections that don’t fit into the above sections, please write them here.

We’ve learnt that what we anticipated we wanted to achieve at the start of the year changed during the year. This is our first year of funding and the committee hopes that with more practice we’ll be able to anticipate our activities better. We also overestimated what we would be able to deliver / achieve for the year. There were a two key projects that ran late and the invoices have yet to be received.