Strategy/Wikimedia movement/2017/Process/Design/Track A

In order to build an inclusive process for community discussions, a Steering Committee has been convened to give input into the design considerations and then to rapidly prototype the design over the course of 4 weeks (to be finalized by 10 Feb, 2017). This page is focused on Track A, organized groups.

Design considerations and objectives

Design considerations

Multiple discussion options, so that all voices – especially the quiet, unheard majority – have the opportunity to give voice to their opinions. These might include in-person and virtual discussions, anonymous survey, on-wiki discussions, etc.
Translation support so that individuals and groups can have conversations in their native languages.
Two rounds of "feedback loops" (updates on all track discussion/research content): one at Wikimedia Conference (April) and one before Wikimania (May/June). Final discussion on theme before it’s shared at Wikimania.
Meta will be used as the central coordination and documentation space for all phases and tracks.

Track objectives

Guide community through legitimate and open process to create one cohesive theme that will align and inspire all of us in the same direction over the next 15 years.
Build trust, goodwill, and alignment within the movement.
Through participatory process, build shared ownership into the final outcome to drive individual groups’ strategic planning. This will include the theme and a clear definition of its meaning and implications.

Track A, Prototype #3

Phase 1

Cycle 1 (20 Feb - 10 April)

Facilitated Discussions (Beta: 20 Feb - 28 Feb; Launch: 1 March - 10 April)

Focus: Within each group, discuss the overall direction of the movement and generate an initial list of major themes and their meanings.
Toolkit: All organized groups are invited to host a discussion using the Toolkit (recommending a 2-hr session for live discussions).
Beta (20−28 February) will run with pre-selected affiliates, so that we can test the Toolkit and make adjustments before the full rollout.
Full rollout (1 March - 10 April): The full rollout will run before and after WMCON. This will give groups the flexibility to decide when they convene and give more time to organize in-person discussions.
Outputs/Feedback Loops: To ensure we share discussions effectively across groups and languages, we are inviting groups to do the following:
- Submit a summary of the main discussion points in English with the help of the 17 language specialists or volunteers (possibly through a form and in any case also on Meta). This would include a short descriptive sentence per theme, as well as 1-3 “keywords” categorizing that theme statement.
- Post the summary in their native language to Meta.
- Post the summaries and meeting notes in their own languages to their local projects.
- NOTE: All summaries posted by March 20 will be included in the synthesis at Berlin. Those arriving between 21 March and 10 April will be included in the final synthesis of all cycle 1 summaries.
Preliminary synthesis: As theme statements from discussions are shared on Meta, like themes will be clustered and posted on Meta

WMCON Berlin (31 March - 2 April)

Focus: Across groups, discuss the overall direction of the movement and generate an initial list of major themes and their meanings.
Inputs:
- Registrant answers to the 3 strategy questions
- Framing of the critical considerations for the discussion (sent beforehand)
- Preliminary synthesis of themes submitted by 20 March through Tracks A and B (sent beforehand)
- All preliminary research findings from Tracks C and D (sent beforehand)
Outputs/Feedback Loops: A synthesis of this work will be summarized and posted to Meta in English and then translated into 17 additional languages for posting on those projects.

Cycle 1 synthesis & sense-making (15 April - 7 May)

Inputs:
- All preliminary syntheses from cycle 1 from Tracks A and B and WMCON
- All summaries from cycle 1 that have not been synthesized yet will be synthesized
- Research findings from Tracks C & D will be used to inform this synthesis. Summaries of these key findings will be translated into 17 additional languages for posting on those projects.
Synthesis (first half): Core team, Track Leads, and volunteers will synthesize in 3 main parts using the English summaries:
- Clustering similar theme statements together using the keywords
- Identifying the main thematic clusters and common threads
- Posting these clusters on Meta and local projects (in English and the 17 languages) for initial feedback and clarification
  - How to bring in Track C and D info so that community can help frame and reduce based on this new info?
Sensemaking (second half): During this period, the extended strategy team (core team and leads) as well as volunteers will review the theme clusters and feedback to recommend a more limited number of themes for cycle 2 discussions. Data across regions will be analyzed to better understand regional trends. Once prepared, this will be posted on Meta and in the 17 languages to help people better understand the themes.
- NOTE: If there are 100+ themes, we will ask the community to help prioritize using an online survey tool to help reduce this to the top 20? themes. Question - what do you feel is the right number to start with for cycle 2? 30-40 themes to reduce to 3-5 themes? How many is manageable?
  - AM MEETING (Sandra) - recommended max 10 for the start of Cycle 2

Cycle 2 (8 May - 8 June)

Focus: Within each group, review the top 20? themes and prioritize the main themes. Then, further develop the group’s top 3-5 themes, including further defining the themes and exploring their future implications (“If we do this theme, what does the future look like in 10-15 years? How are things different?”)
Toolkit: All organized groups are invited to host a discussion using the Toolkit (recommending a 2-hr session).
Outputs/Feedback Loops: To ensure we share discussions effectively across groups and languages, we are inviting groups to do the following:
- Submit a summary of the main discussion points in English with the help of the 17 language specialists or volunteers (possibly through a form and in any case also on Meta),
- Post the summary in their native language to Meta.
- Post the Summaries and meeting notes in their own languages to their local projects.
Preliminary synthesis: As top themes from discussions are shared on Meta, like themes will be clustered and posted on Meta, along with a summary of the definitions and implications

Cycle 2 synthesis & sense-making (9 June - 10 July)

See diagram of this stage here or in slideshow at top of "Prototype 3" section

Inputs:
- All preliminary syntheses from cycle 2 from Tracks A and B
- All summaries from cycle 2 that have not been synthesized yet will be synthesized
- Research findings from Tracks C & D will be used to inform this synthesis. Summaries of these key findings will be translated into 20 additional languages for posting on those projects.
Synthesis (first half): The synthesis will focus on 3 main parts using the English summaries:
- Analyzing the Summary submissions to understand consensus of top themes emerging overall
- Prioritizing the themes based on this analysis
- Posting these top 3-5 themes on Meta and local projects (in English and the 20 languages) for initial feedback
Sensemaking (second half): During this period, the emerging themes will be reviewed and clarified. Data across regions will be analyzed to better understand regional trends. Once prepared, this will be posted on Meta and in the 20 languages to help people better understand the top 3-5 themes.

Finalize theme (15 July - 5 August)

Focus: Share the final theme on Meta in English and in 20 additional languages to review and general comment.

Wikimania (11 August)

Focus: Share and discuss the thematic direction with attendees.
- Keynote presentation of theme, its meaning, potential implications
- Workshops to discuss ramifications to the workflows and prioritization of work efforts

Phase 2 - Strategic Planning

Post-Wikimania (15 August - 15 October)

Focus: Define the roles, responsibilities, and focus areas
Potentials:
- Affiliate representatives, Foundation staff, and Wikimedia Board meet and discuss roles and responsibilities of Foundation and Affiliates, potential governance structure, and best ways to work together

Organizational Strategic Planning (16 October - early 2018 and beyond)

Focus: Each organization (Affiliates, Foundation) builds their own strategic plans

Track A, Prototype #2

Extended content

Cycle 1 (20 Feb - 10 April)

Facilitated Discussions (Beta: 20 Feb - 28 Feb; Launch: 1 March - 10 April)

The focus is on discussing the overall direction of the movement and generating an initial list of major themes, their meanings, and their implications.
Beta will run 20−28 February with specific affiliates, so that we can test the Toolkit and make adjustments before the full rollout on 1 March. The full rollout will run before and after WMCON.
All organized groups are invited to host a discussion using the Toolkit (recommending a 2-hr session for live discussions).
Each group will submit a summary of the main discussion points in English (possibly through a form and in any case also on Meta). Summaries posted by March 20 will be included in the discussions at Berlin. Those arriving between 21 March and 10 April will be synthesized after the Berlin conversations.

WMCON BERLIN (31 March - 2 April)

The conference strategy track will review the overall themes submitted by 20 March to discuss, add additional themes, and further define.
A synthesis of this work will be summarized and posted to Meta.

Preparation for Cycle 2 (April)

The outputs from cycle 1 will be synthesized along with outputs from Track B as the basis for the discussions in Cycle 2 (identification of main themes and development of those themes)
The core strategy team (with opt-in input from organized groups at Berlin) will prepare an updated toolkit for cycle 2.

Cycle 2 (1 May - 1 June)

The focus is on reviewing all emerging themes, identifying the common threads and prioritizing the main themes, and then further developing the main themes.
All organized groups are invited to host another discussion using the Toolkit (recommending a 2-hr session).
Each group will submit a summary of the main discussion points in English by 5 June, in order to be synthesized.

Cycle 3 (15 June - 15 July)

The final synthesis and recommendations are finalized on Meta in English.
NOTE - need to add in translation resources for closing the loop with local projects.

Challenge	Remedies
Challenge 1: Cycle 1 - dependency on multiple facilitators hosting discussions How do we make this job easier to do and better supported, given over 110 affiliates and 20-30 other organized groups?	Add additional support for Track A. Combination of community lead and designated support team (CE staff - multiple people adding to 1-2 FT). Lead work as a partner with the core strategy team and coordinate efforts of Track A. ~ 30-40 hours a week, March-August 2017
Challenge 2: Synthesis - especially before Berlin conference. How do we ensure that synthesis is being done in a timely manner and in a way that takes the information to the next level for Berlin and then for Cycle 2?	Work in progress. To be shown during the next meeting.
Challenge 3: Timeline How do we get the materials built and tested, discussions completed, and summaries posted in time to have meaningful dialogue in Berlin?	Timeline adjusted to better accommodate. Beta launch (20 February - 1 March) Test the Tool Kit before mass deployment (potential to start with large affiliates first, as a rolling release) Allow more time for paid liaisons, volunteer facilitators and ambassadors to be designated (expected official start for paid liaisons is 8 March) Simplify the conversation process, so that the time investment for Cycle 1 discussions is reasonable. Tool Kit to include: Framing for pre-reading Agenda/flow for facilitated, 2-hour discussion Simplified discussion summary template (in Labs?) Spread the word early (starting Feb 8?) to get people started designating their volunteer facilitators and scheduling meeting times. Be clear on what will be happening during each cycle and make it easy to join the conversation.
Challenge 4: Toolkit. How do we build a Toolkit that will help ensure strong and effective discussion and provide a good template for reporting back to/from English?	Build a draft toolkit by 8 Feb for review by committee 10 Feb Question for discussion: Imagine you are organizing the discussion next week - what do you need? What should we include in the toolkit? What to include in the framing? If only 30 slides
Challenge 5: Cycle 2 - prevent discussion helix. How do we ensure that Cycle 2 remains focused on deeper conversations and convergence, and doesn’t default to Cycle 1 divergent conversations?	Work in progress. To be shown during the next meeting.

Track A, Prototype #1

Extended content

Track A process prototype (version 1)

Topic	Prototype #1 Description	Notes from Steering Committee
Audience (who do we want to hear from?)	We will invite all groups for which we have contact information. Other organized groups that we have not identified will be free to opt into the discussion using the participation toolkit. Organized Groups Affiliates Chapters, user groups, and Thematic Orgs Chairs, Boards EDs and affiliate staff Other staff Regional groups CEE, Iberocoop, WikiArabia, WikiIndaba, Africa Regional group, etc. Functionaries Stewards, Arbs, etc Committees AffCom, FDC, sAPG, ArbCom, LangCom, etc Subject matter experts GLAM WikiEd Education Collaborative Wikimedia project communities Foundation staff & leadership	Feedback Send out synthesized themes before Berlin Encourage groups meeting ad hoc during Berlin to document their discussions and feedback to the conference. Scribes? Discussion on functionaries - not so sure if they fit very well into this track. They operate in a different field, mainly onwiki, while the other groups operate on another, broader, more supporting, organizational level. Do we ask them to convene as a group in Track A or just as individuals Track B? Reco - ask them to participate in Track A if they are interested. Regional groups - Wikimedia Finno-Ugric collaboration group - should we include such groups? Is this track A or B? European GLAM leaders consortium meeting up Feb 17th and 18th in Paris We should see this as a rather diverse group from rather individual organizers to more collaborative groups. E.g. there are some Wikimaps people etc. WikiEd only expert at US/Canada model, that is their chosen focus, not all Ed program models. They are meeting before the end of the year, but also have an Education strategy session the Thursday afternoon of the Learning Days preconference in Berlin Wikimedia project communities - does this mean WML?
Promote possible channels for reaching audience	These are options. We may not use all of them. Outreach Email to 110 affiliate EDs/other primary contacts for whom we have email addresses Email to affiliate distro lists Mass message (https://meta.wikimedia.org/wiki/MassMessage) Community discussion spaces on wikis (“village pumps”) Personal invite Word of mouth Video/pitch	Feedback Build in coordination with Track D team to ensure global representation in these tracks Channel mapping brainstorm page in progress Although most time consuming, this is what it's all about - everybody should FEEL personally invited. The matter of question is, how are we going to achieve that. Not sure whether a village pump is a good way to reach an affiliate since only minority use it. Several affiliates have mailing lists - those could work better. I agree that Village pump is not a way to reach out to affiliate members. There are usually other channels and village pump is reserved completely for community (some of whom insist clear distinction between affiliates and communities) Video/pitch - also a good way to get more people involved
Track discussions (pre-Berlinconference)	Request that each org group provides a Facilitator to act as lead coordinator for that group Discussion types Self-facilitated discussions (virtual or in-person) Potential for: Other social platforms (e.g., Facebook) Cycle 1 Discussion Group facilitates their own discussion of key questions. The toolkit provides the framing and overall questions for guidance in this cycle. The group shares a summary on Meta using a format consistent across input streams.	Feedback Facilitators from org groups - Generally very good idea. I think that this could empower affiliate volunteers and make them excited about strategy. Hopefully something that is contagious. We ought to figure out how we support all these facilitators. Is the toolkit enough? Toolkit I am really looking forward to that toolkit, this can be sooo helpful. :) +1 Having a great toolkit is the crucial part of succeeding with facilitators on local level Summary report We must have clear guidelines for this part, otherwise it will be a mess and making sense will be really time-consuming Yes - this is my key my concern with the draft proposal: first-round 'high level' conversations have a high likelihood of being off the intended direction for what was requested.
Cross track sharing and discussions	Wikimedia Conference (BERLIN) - Cross track This is the main convening point for Track A but will include findings and a few participants from the other tracks so that we can begin to cross-pollinate the ideas. Track A participants with a few Track B individuals and existing partners from Track C in a 12-hour strategy track discussion. The workshop will start with preliminary findings from Track A and B pre-work (cycle 1), as well as any research from Tracks C and D. Groups will work together to develop themes and complete “Deep Dives” together to better define those themes. Will also encourage documentation of organized group side meetings. The core team, supported by others on an opt-in basis, will synthesize the outputs from Berlin and prepare for cycle 2 discussions. Finalize toolkit 2 together, plus possible “train the trainers” workshop at the conference.	Feedback Berlin: I am still not really convinced to frame it that way. In the invitee list, we don't have more than 5 individual contributors who are not affiliated or don't belong to any organized group. I think 2 things are important here: 1) Be very clear that WMCON is the main platform for the organized groups (track A) and just ONE in many platforms for input from track B, C, and D. 2) Consider those 5 individuals as "representatives" for track B, but NOT as delegates, as they have not been nominated by their language/project communities. Their role could be to bring in the perspective from track B cycle 1 conversations to the conference, and then after the conference report back to track B to provide input for cycle 2. Agree - it does look as if the process of selecting themes is biased in favor of the affiliates [need to fix this]. Of course this is only a problem if there is a clear distinction between the outcome of discussions in Track A and Track B. +1. We will use it as a platform to get valuable input from Track A people to other tracks, which may help us to find common language and framework for cycle2 of all the tracks Synthesis: Crucial point here to be successful with cycle 2 (and 3) Fingers crossed :)
Track discussions (post-Wikimedia Berlin)	Cycle 2 Discussion Group facilitates their own discussion of key questions. The toolkit provides the framing and overall questions for guidance in this cycle. Groups review and discuss synthesized output from Berlin to help refine and confirm prioritization of major themes. The group shares a summary report on Meta using a format consistent across input streams.	Feedback Will this be a "new" toolkit than the one used in cycle 2? I think it can only be created after WMCON.
Support Provided to Organized Groups, Liaisons, and Ambassadors	Training meeting for Facilitators with the core strategy team (Google Hangout) to review materials and process Introductory video? Toolkit: Each organized group and Facilitator receives a movement strategy discussion toolkit developed by the core strategy team, including: Non-negotiable Premises for the discussion Framing context for the discussion on movement strategy & questions/prompts to inspire conversation Tools and ideas for engaging communities (e.g., in-person facilitation approaches, best practices on community outreach on wiki) Template and instructions for summary report on discussion. Organized groups will produce on their discussions, and facilitators (liaisons, ambassadors, organized groups) will produce for discussions with individual contributors. Community Liaisons: 3 English and up to 17 non-English language liaisons assist with translations of Toolkit materials, summary reports, and on Meta or on local project discussions Cycle 1: Note that this will be a rolling hiring process, with outreach beginning Jan 27 with start date March 1 (earlier if possible and we get hiring recommendations from org groups) Cycle 2: We will have the same level of support during cycle 2 for English (on Meta) and the up to 17 non-English language liaisons.	Feedback By facilitators here you mean the contact person from each organized group as well as the hired language and meta wiki facilitators? Toolkit: Seems like a good plan with essential points covered. Could maybe also include made up (or real) examples (maybe based on cycle 1)? we can host "train the trainers" and "finalize the toolkit" workshops at WMCON.
Questions/Discussion Prompts	TBD, but same general, open and simple questions.

See complete Steering Committee meeting notes on Track A prototype #1