Strategy/Wikimedia movement/2017/Toolkit/Discussion guide/Teleconference

This page explains how to organize a discussion about Movement strategy held via teleconference or video meeting.

What happens during the second discussion (cycle 2)?

1. Group discusses the future of the movement, exploring the five themes. There are 5 questions for each theme. Groups should prioritize their discussions on which theme is most important to them, in case there is not enough time to discuss all five themes.
2. For each question, someone should summarize the response and 1 key word or phrase (for preliminary sorting and translation across projects).
3. The Coordinator submits these answers and key words to meta for inclusion in the overall discussion.

The following discussion is closed.

Cycle 1 of the discussion is now closed for analysis and sense-making, and the toolkit information may change for Cycle 2. Please join us soon for the next cycle of discussions. Updates in progress

“Virtual” or video/teleconferencing discussion (cycle 1)

Recommended size

Max 6-7 participants per call, 1 designated facilitator, at least 1 designated notetaker (non-participant)

Overview agenda

During a 1.5 hr discussion, participants will do the following:

Review the Strategy Brief and discuss the key points that resonate with the group
Explore what accomplishing the vision looks like
Generate ideas about what is our best way of reaching our vision
Identify themes and write theme statements (1 sentence for each theme)

Detailed agenda

Here is a recommended agenda for the discussion. While you may choose to run the conversation differently, this has been designed for your use.

Helpful hints:

Designate a facilitator (discussion leader, time tracker) and notetaker beforehand.
Create a notes page and post for group’s use during the conversation.
Strongly encourage everyone to review the strategy brief beforehand and capture key inspirations.
Use google hangout or other video-conferencing tool to allow people to see each other during the discussion.

Time	Activity
Beforehand	Email invitation: Send agenda, purpose of meeting Send Strategy Brief Send friendly space rules Let group know who else will be participating
10 min	Opening Introductions (name, how long with movement) Share roles - who is facilitator and notetaker Remind everyone to abide by friendly space policy (mutual respect and consideration) Share the goal of the meeting: We will be working together to discuss the overall direction of the movement and generate an initial list of major themes and their meanings.
20 min	The world in 2030 - what does our movement look like? 15 min: Share the 30 slides of the Strategy Brief - encourage reading of this information before the discussion. 5 min: Ask people what ideas were new to them (keep this short)
10 min	Exploring our shared vision: Imagine a world in which every single human being can freely share in the sum of all knowledge. 3-5 min: Have everyone silently write their own short answers to these two questions What would this look like? What are the biggest hurdles that prevent us from reaching our vision? 5 min: Then share out with the group (whole group)
30 min	Achieving our vision - part 1 (ideas) Give everyone the following prompt; show on screen. Prompt: What do we want to build or achieve together over the next 15 years? If the group doesn't understand this question, some potential other ways to think about this question are: What will guide our work together over the next 15 years? What impact or change do we want to have on the world over the next 15 years? What is the single most important thing we can do together over the next 15 years? What will unite and inspire us as a movement for the next 15 years? What will accelerate our progress over the next 15 years? What will we be known for in the next 15 years? 5 min: Ask everyone to silently write down answers to this question 17 min: Share ideas with whole group 8 min: Discuss what the common threads are
15 min	Achieving our vision - part 2 (theme statements) 10 min: Assign each main common thread to someone and have them write a theme statement for the thread in the shared notes document. Have them write 1-3 keywords that defines this theme. Each person in the discussion should have a theme statement to work on. Share examples. Example 1: Theme statement: We should spread access to knowledge through educational institutions. Keywords: education, access Example 2: Statement: We should explore new kinds of knowledge spaces, embracing innovation in order to survive and thrive in 2030. Key words: innovation, knowledge Example 3: Statement: Wikimedia stands for a purity of knowledge and facts, untainted by commercial interests or political agendas, and promotes a knowledge culture of balanced information and cited sources. Key words: independence, verifiability, facts matter 5 min: Have each person read their statements and post in chat box (if available)
5 min	Close Facilitator shares what will be happening in the next cycles and how they can further engage in the conversation Show Process Map Say who will post notes to the project-wiki Thank you!

Roles for teleconference workshops

Recommended roles

To help conduct a meaningful, productive discussion, we are recommending that you ask people to volunteer for each of the following roles. These roles are intended to help all participants to stay focused on the purpose of the discussion and adhere to the Friendly space expectations. If you are the discussion coordinator, you can also be the facilitator or the scribe, or you could designate someone else to be in that role.

Coordinator

Before the meeting: Share the suggested reading, purpose, and agenda with discussion participants
At the meeting:
- Welcome everyone
- Encourage volunteers to fill the roles
- Thank everyone
After the meeting:
- Ensure the summary and raw notes get posted

Facilitator

Create the discussion space:
- Identify volunteers for each of the roles
- Share your organization’s Friendly space policy or share this one: Friendly space policy
- Share the concept of “parking lot” - when ideas that are not part of the main topic are brought up, they can be written and set aside for future review and discussion
Prepare for the discussion:
- Share the agenda
- Share the goal of the discussion
- Share any prepared materials
Guide the discussion in a timely manner, encouraging all to speak and participate
Keep neutral and help others reflect on points being made
- Avoid bias
  - Trust the process, yourself and others
  - Set expectations/ground rules and enforce them
  - Listen with ears AND eyes, if applicable
  - Engage appropriate reflection—when to rephrase, when to talk, when to listen
  - Do not be overly directive or providing answers
  - Allowing “think-time” for different styles of processing and participation
  - Being comfortable with interpersonal “messiness” and silence
  - Being authentic/self-disclosure AND accepting feedback
  - Stay neutral/non-judgmental - try to avoid judgement statements such as "very good," that's right," or "I agree" as much as statements to the opposite.
  - Attend to tracking/detail and linking to the big picture
  - Show appreciation for all participation that meets the agreed upon guidelines, not just those things that you might find especially interesting.
- Normally the Facilitator does not participate in the discussion. If you wish to share an idea, be sure to say when you are stepping out of Facilitator role and into participant role.
Help everyone observe the Friendly space expectations
- Some core agreements for group discussions:
  - No put downs.
  - This is a brainstorm session—All ideas are accepted and noted
  - No ideas are bad ideas
  - Individuals each have a voice (turn) and can volunteer more than one idea.
  - One idea at a time.
  - Everyone not sharing their idea should be listening and be respectful of the participant.
  - Participation is voluntary, if an individual does not want to share an idea, they have the right to pass.
Identify action items and assign responsibilities for completing them
Help group summarize the key themes

Scribe(s)

Take notes of key ideas, capturing the participants’ exact phrasing to maintain integrity of the idea
Use online shared docs or a wiki page to write notes
Include action items and who is responsible for each item
Keep in mind the notes are available to everyone
[TBD: advice about note privacy for virtual workshops]

Participants

Share your ideas and be creative!