Wikipedia Asian Month/Documentation/International team process

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The organisational tasks for the International Team for Wikipedia Asian Month is outlined below.

TimelineEdit

Timeline for contest (earlier is sometimes better):

  • July
    • Invite candidate international team members
    • Call for suggestions for international team
  • August:
    • Announce theme
    • Pre-contest communications start
    • Theme press release launched
    • Social media strategy created
    • Pre-contest on-wiki elements created and updated
  • September:
    • Social media campaign starts: 3 times per week (over three weeks)across all platforms
    • Pre-contest on-wiki elements created and updated and finalised
  • October:
    • Launch press release and call-to-action posts
    • Contest comms and social media active
    • Social media message
  • November:
    • Mid-point press release (if needed)
    • 30 November: Deadline for submit contributions
  • December:
    • Statistics tracked, assessed and shared
    • Check how articles, which are submitted by participants, fulfill the article criterias.
    • 31 December: Start the process to write the report
  • January:
    • Press release and blogs are written, translated and disseminated

Pre contestEdit

On-Wiki Comms and Organisational elementsEdit

Activity When Managed by Link
Facilitate setting up an international organisational team (description of all necessary roles and call for participation to team) July Wikipedia Asian Month 2020
Call local teams to make their funding request (rapid grant) in August.
Support to local teams when needed for rapid grants.
Setting up, and updating all Meta pages in English to support organisers August
Call for translation of Wiki pages in local languages September
Clean up and improvement of documentation pages (the ones that explain "how to do this" or "where to go to do that")
Tracking data: Mailing list management October
Tracking data: Mass messages to former participants
Organizers: Set-up an Wikipedia event page on a local level within your language community, then put the link to your local event page in the list
Organizers: Translate the rules into your language, and maybe slightly adjust the rules if needed
Organizers: Call a few Wikipedians to join you as local organizers (up to five).

CommunicationsEdit

Activity When Managed by Link
Design briefing, facilitation and management August https://asianmonth.wiki/
Creation of call leaflet and poster text
Elements that need to be developed (and translated):
  • call leaflet
  • call posters
  • event templates
  • social media branding
  • a contest video
  • theme press release
  • press release template
  • pre-contest social media headers/cover images
  • branded merchandise (postcards, etc.)
Website text and updating August / September
Dissemination of all materials across all digital platforms September
Share all elements with all local volunteer teams
Video creation October
Launch press release creation, translation and dissemination via the mailing list and other platforms
Press release template created and shared with WM teams.
Launch press release dissemination and liaison with WM community blogs
Organizers: Post an invitation message on the village pump, Community bulletin board, mailing list, or even make a Site Notice, around two weeks before it starts.

During the contestEdit

On-Wiki Comms and Organisational elementsEdit

Activity When Managed by Link
Organizers monitoring: Keep track of participants' progress though the Fountain tool November
Organizers: Organize online and offline events for contest promotion and increase in participation
Connect: Answering questions of "confused"' peopleĀ : usually mostly on Facebook account and on the wiki
Tracking data: Tracking local events organized in the countries

CommunicationsEdit

Activity When Managed by Link
Pre-contest: social media campaign strategy (coordination across all channels) October
Pre-contest: social media message creation and scheduling
Launch press releases sent out locally 1st November
Social media posting
  • Facebook person
  • Twitter person
  • Instagram person
November
Social media and mailing list responses
  • Facebook person per major language
  • Twitter person
  • Instagram person
Organizers: Continue to call for participants to participate at the village pump, community bulletin board, mailing list, site notice, etc.

Post contestEdit

On-Wiki Comms and Organisational elementsEdit

Activity When Managed by Link
Organizers jury process: Check how articles, which are submitted by participants, fulfill the article criterias. December
Prize (postcards / certificates) organisation
  • Communication with prize winners
  • Certificates design and printing
  • Prizes selection, creation / ordering and postage
January-April
Tracking data:
  • Articles views, number of participants, new participants, evolution over time etc.
  • Pulling clear data for communication and reporting. Perhaps graphics
December-April
Post communication material:
  • Creation of the final poster
  • Creation of exhibition, lecture, etc.

CommunicationsEdit

Activity When Managed by Link
Interviews with participants for the press release and blog posts December-April
Dissemination of final poster
Participants social media announcements
Participants press release and dissemination
Participants posts on WM blogs and Wiki Spaces
Set up a exhibition, lecture, etc. May-July