Grants:APG/Proposals/2012-2013 round2/Wikimédia France/Progress report form/Q2/strategic project

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Strategic project
What are this programme’s objectives ? (please include your indicators)

The strategic project defines the association’s framework, its policy.

Once written down, shared and released, the association project will indeed become the common basis to all the actions led by the association.

This document is thus the garantee of the choices that are made and of the spirit that animates the association.

What is a strategic project made of?

The strategic project (or association project) includes 4 reference items enabling us to define all the choices that will orientate the Association’s action during 5 years :

  • A vision of the future
    • Growth, alliance, withdrawal, stabilization?
    • Centring of the activity or diversification?
    • Diagnosis of the social, organizational, legal and economical environment
    • Definition of the desired impact
  • The willingness to reach this goal which associates all the actors as a whole in a common project definition
    • Structuration of the organization and ability to mobilize resources and competences
    • Means to evaluate the quality
    • Position held by of each stockholders
  • A shared system of values
    • Principles and vocation of the association
    • Aspirations of the Board
    • Specificities of the association
  • The association’s priorities and main lines
The general objectives of this project are
  • Having a presentation document for our partners
  • Contacting our volunteers in order to associate them to the challenges
  • Taking a stand towards the “opinion leaders”: authorities, press…
Progress of your objectives (please include your indicators and the # of volunteers/employees involved)?

First of all, we would like to present you our calendar in order to facilitate the understanding of our objectives’ progress.

  • Phase 1 : End of December 2013, the strategy group establishes the definitive list of the actors who are going to participate to this process.
  • Phase 2 : 18 and 19 January 2014, a two-days seminary animated by an external trainer is planned. The whole staff and all the Board of Trustees will participate to it, as well as members who involved themselves in the elaboration of the action plan and members who are active within the local group.
  • Phase 3 : End January 2014, the writing of the document is planned. This work must be led within the strategy group, with the support of the Executive Director.
  • Phase 4 : Mid-March 2014, a two-days seminary animated by an external trainer is planned on the theme "Enabling the community project to live". The members of the Board of Trustees as well as the Executive Director will attend it.
Volunteers’ involvement
  • A strategy group has been created in order, inter alia, to make sure this process is working out and to favour the volunteers’ involvement. This group includes 4 members of the Board of trustees and 10 volunteers
  • All the members of the Board of Trustees participate to this step
  • During the General Assembly of 9 October 2013, workshops have been organized around 5 thematics chosen by the Board of Trustees. Each workshop, animated by a staff member, proposed the present volunteers to think about action files with the aim of creating an action plan. 28 volunteers have participated to these workshops.
  • A volunteer is appointed, for each working group organized within the framework of the action plan’s elaboration, in order to be a referent within this process. Besides, each existing local group is proposed to make one of its members participate to this process. These referents have sent emails on the general discussion’s list, presenting their projects to increase the volunteers' involvement in the working groups.
  • During three weeks starting from the first workshop set up during the General Assembly, the members were invited to participate, on the Wikimembres (Wikimédia France's internal wiki), to the development of the action plan’s lines. 13 members have thus participated to these on-line workshops.
  • During this phase, a questionnaire has been proposed to the members for the people who did not wish or could not involve themselves in a very deep way (lack of time, difficulty to use the Wikimembres).
  • Three meetings have been organized at the initiative of the members to work on the strategic project at a regional level, in Paris, Toulouse and Rennes. During the meeting in Rennes, a 6th main line has been created and developed.
Staff involvement

This approach is piloted by the Executive Director but all the staff participate to it.

Achieved activities
  1. The Board of Trustees and the Executive Director have worked on the elaboration of this process, particularly during a two-days seminary.
  1. The venue and a specialized trainer were selected to provide optimum working conditions for the weekend work which will take place on 18 and 19 January 2014. To support the preparation of such a project, we will make use of an external consultant. The specifications for the seminary includes the following:
    • Need to have, at one moment or another of the process, a theoretical contribution on the French associations model and the different roles. At this level knowledge is heterogeneous and this brings tensions.
    • The use of methods which favour social interaction and participation of everyone
    • The writing of an internal and external communication document enabling to highlight the main goals of the chapter, and to narrow its activity to them (nowadays, only the statutes allow that) by enhancing 5 to 8 fundamental points.
What worked and what did not?
  • What worked :
    • The objectives being clear for the whole groups of players, the step could be quickly taken.
    • The most active volunteers of the chapter participated to the debate, have proposed ideas and organized meetings.
  • What did not work :
    • In spite of the reminders (mails, meeting proposals), the on-line participation has not been as high as expected.
    • Few people have answered the quick questionnaire (5 answers). These participants have mentioned the fact that the strategic project was too far from their personal interest, or that the process (discussing on the Wikimembres, creating action files) was too complex.
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