Grants:Programs/Wikimedia Community Fund/Wiki Editoras Lx 2023 Annual Plan/Final Report
Report Status: Accepted
Due date: 2024-02-07T00:00:00Z
Funding program: Wikimedia Community Fund
Report type: Final
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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: Wiki Editoras Lx
- Title of Proposal: Wiki Editoras Lx 2023 Annual Plan
- Amount awarded: 42289.09 USD, 39927.76 EUR
- Amount spent: 38228 EUR
Part 1 Understanding your work[edit]
1. Briefly describe how your proposed activities and strategies were implemented.
Overall, we feel that we achieved all the outcomes, although not always by implementing all the activities we set out to do. Some of the specific objectives were not achieved. We implemented most of the activities we set out to do, even though we made adjustments to the order we had planned, in response both to internal organizational challenges as external challenges, namely outreaching to potential contributors. In general, we felt that we spent a lot of energy reorganizing ourselves internally at the beginning of the year, in the process of professionalizing the team, which ended up delaying the implementation of activities that were scheduled at the beginning. This dragged down the entire execution. We managed to adapt and adjust some of the objectives, but in others it wasn't possible, particularly those that required more research and preparation beforehand because we realized it was a very ambitious plan for the team and the resources we had. A major learning we took from this process was that we need to set aside time for planning at the beginning of the year, also in response to our community's request to know the calendar of activities in advance.
Now in more detail:
- OUTCOME 1
We chose not to make the adaptation of our regular activities dependent on the surveys, as we found that the community was less cohesive and dynamic than we had anticipated. That's why we didn't conduct the surveys at the beginning of the year, but left them until the end of the grant. Instead, we decided to focus on organizing themed meetings each month, based on topics linked to our values and interests, with the aim of attracting people who identified with our mission. This new strategy, supported by the success of the communication plan, had good results, increasing people's reach and engagement in social media and participation in our events. Regarding editathons, we understand that two different aspects were crucial to achieving this outcome: on the one hand, repeating an editathon that had already been successful the previous year, strengthening the partnership with the curator and the participation of underrepresented people - to the point that, for the first time, we welcomed people from outside Lisbon who came expressly for the event; on the other hand, not having all the events planned out gave us space to welcome initiatives from other people. In this case, both from a person outside the Movement, Lolo Arziki, a non-binary activist filmmaker, who was interested in our project but also in the potential of Wikimedia projects to make underrepresented knowledge visible, and who brought in more LGBTQIAP+ people, attracting the first trans editor to join the group; as well as editors from the group who felt the space to propose the organization of an editathon, becoming organizers themselves, with the support of the staff, on a topic that the group had never had the opportunity to focus on, people with disabilities’s activism. This expanded the community to these people too, who had never participated before. With regard to the objectives of increasing the editing skills of the group's members as well as their knowledge of the Movement, although we created some opportunities, there was little take-up. So we realized that we had to invest more in consolidating the group, creating involvement, and having informal moments of peer-to-peer learning or mentoring, responding to specific needs that are requested, which now is proposed in our 2024 Strategic Plan. On the other hand, the way we found to get around this was to publicize and encourage participation in events organized by other affiliates, groups and projects. One of the editors took part in a Wiki Movimento Brasil Calibra training session and another in a wikidata training session at the Wiki Data Days organized by Wikimedia PT.
- OUTCOME 2
Although we consider that we have met this outcome, in terms of the specific objectives, objectives 1 and 2 were partially met, but in other ways than we had planned. The activities under objective 3 ended up leveraging the implementation of the activities under the first objectives. In other words, specifically, we had several invitations to share our experiences with the Movement, which forced us to reflect on and systematize our experience and knowledge, although not about the entire WELx journey, but about specific aspects. For example, we had the opportunity to share with the Portuguese-speaking community, both in Portugal and Brasil,, about our strategies for organizing editathons; with +Teoria da História na Wiki, about strategies for promoting equity, and with the Organizer Lab (WMF), about our strategies for reducing knowledge gaps in the Wiki, both in terms of topics and representation. You can see these examples in our Visual Report (labeled Story or Impact Document). We also had the opportunity to share strategies with Wiki Luanda, a recent user group formed in Angola, about our learnings with regard to community building, attracting new participants and partnerships. We were able to share some of the history of the group's formation and the development of our strategies to achieve our main goal of closing participation and content gaps in the Wikimedia projects in a plural and intersectional way. This experience of sharing to promote the autonomy of another group of users, together with the experience of training in Wikipedia editing - both part of the event organized by Wiki Luanda "Wiki 101", was reported by us in the article in the Diff Workshop Wiki 101: Welcome Wiki Luanda! - A reflection on how to support peer organizers (please find the link on question 12b). To fully meet this objective, we would have had to validate this knowledge with our advisory board, and also produce the other dissemination materials we set out to: the manual, the booklet and a specific article on documenting our journey. We feel that we underestimated the work and dedication that these activities would require. However, it is an objective that we want to continue pursuing, and in 2024, we have set aside money to involve other members of our group in this type of more demanding research tasks.
- OUTCOME 3
This objective was achieved, even though we didn't produce a specific communication campaign for off-wiki partners. Our regular communication was enough to attract the interest of organizations and entities working with underrepresented knowledge, which allowed us to establish interest and direct contact, leading to conversations to gauge needs and opportunities, so that we can deepen these possibilities in 2024, specially on our new Culture and Heritage and Education Programs.
2. Were there any strategies or approaches that you felt were effective in achieving your goals?
Yes. It was more effective to consult people more informally and at specific times during events or activities than to have done it at the beginning of the year, as we had planned. We incorporated consultations into post-event talks and ended up moving the survey to the end of the grant period, where we did a general consultation on the participants' experience. In addition, as we realized that the team was small for the ambition of the plan, coordination was always making sure that our governance model was clear to newcomers: that decision-making processes, p.e., are separate from coordination, which only serves the responsibility of implementing the strategic plan. This allowed people to feel they had the space to propose activities themselves, and for coordination only to develop mentoring tools and pass on knowledge, in a logic of promoting autonomy and networking. Another strategy that worked was to take a two-pronged approach to our regular editing meetings (we meet twice a month in person and online). Initially, given the group's weak dynamics, we adopted a strategy of defining themes for our fortnightly meetings, with dates set by the coordinators.This was very useful for communicating the group's values and interests and for getting people to follow us and our work. It brought in new people, but it wasn't the best approach for retaining or reactivating the existing community. In addition, the time it took to organize our regular editing meetings was excessive and maintaining that same level of organization (work that needed to be done by the co-coordinators) would not allow us to meet all the other objectives of the plan.We changed our strategy again and opted to resume these more informal meetings and organize them according to community demand, making pools to choose dates, and in this way, little by little, we were able to prioritize our other major events, which are fundamental for bringing new people into the group.
Also, one strategy that worked very well was to delegate small tasks to volunteers and gradually create the necessary autonomy in the people interested in organizing activities.
In terms of team organization, we started by using work organization apps, such as Notion. However, for such a small team, we found that they created more overload and less fluidity in the processes, causing wear and tear and some miscommunication. As a result, we felt the need to simplify, cutting out steps and concentrating everything in one place. In terms of communication, we also felt that it worked best for the design and content creation to be concentrated in one person, under the supervision of one coordinator.
Finally, in terms of the communication strategy, having a team dedicated to this function was fundamental to the success of this activity. The increased frequency, the appealing design, the communication of our values and areas of interest provoked a lot of engagement and attracted many followers. Also, the fact that we communicate to society and not just to a wiki bubble means that we can reach more people, by advocating for the Wikimedia Movement and free and equitable knowledge.
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?
Yes. We can start by our governance model, with leadership shared between two people and a board. The group, since its inception, has always been organized by an horizontal leadership, and thus, coordination divided between two people has been a fundamental strategy for us to perpetuate practices of peer accountability and greater democratization in decision-making. We believe that this model also emanates to our community of volunteers, and we have received signs of this through proposals received this year, one by Lolo Arziki, who had already edited with us, and others by two editors who became organizers this year. The model also reflects our approach to collective writing, either by joining more experienced editors to newcomers to create the same page on Wikipedia together, or by promoting editing on the same topic. Although we inherited this from Patricia Horrillo (Wikiesfera), we believe that it is rarely used on lusophone events. Another innovation was the event on PwD Activism in Portugal, which consisted of a round table discussion with three PwD specialists and activists, a presentation on accessibility issues in Wikipedia and a day of editing on the topics raised on the first day. At this event, we also invited staff from WMF to talk about accessibility resources on Wiki. We believe that this was quite innovative because when we searched for what had been done before (especially in the Portuguese-speaking community) on this topic, we found almost nothing. Another differentiating factor of our project would be the simultaneous action in what we see as three different spheres of action in the Movement: producing content and attracting users; disseminating and connecting Wikimedia projects with society; and participating in governance and strategy positions within the global community. In addition, our partnerships take place more with people and civil society organizations linked to social movements than with formal institutions such as universities.
4. Please describe how different communities participated and/or were informed about your work.
We prioritize social media, Instagram, Facebook and X, to which the communication strategy that we were able to develop in 2023, with the GSF resources, has greatly contributed. At the same time, we always communicate internally in our Whatsapp group chat, which includes all the people who have edited with us at least once, reinforcing the continuity and sustainability of our community. Towards the end of the year, we began to share the decision making process for choosing the dates of our bi-monthly meetings, taking polls to gauge the availability of dates. This helped a lot in increasing retention, because it got people more involved and committed to turning up and editing. In general, although we can't quantify it, engagement in the WhatsApp group has increased a lot - in other words, we're talking about exchanges of support, questions and information between the volunteers in the group. We tested the newsletter model, but didn't feel it was very effective. The partnership with Wikimedia Portugal to publicize our events in their agenda and free culture newsletter has allowed us to communicate more directly with the Portuguese-speaking community. In Brazil, we participated in an episode of the Wiki Movimento Brasil podcast. Finally, we also gave some interviews and articles in the media - Intervozes, Bantumen, in the international newspaper Al Jazeera, and in the largest national newspaper, Público (all of them are listed on our Meta page).
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.
- N/A
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.
| A. Bring in participants from underrepresented groups | Strongly agree |
| B. Create a more inclusive and connected culture in our community | Agree |
| C. Develop content about underrepresented topics/groups | Strongly agree |
| D. Develop content from underrepresented perspectives | Strongly agree |
| E. Encourage the retention of editors | Agree |
| F. Encourage the retention of organizers | Strongly agree |
| G. Increased participants' feelings of belonging and connection to the movement. | Neither agree nor disagree |
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?
We believe that the fact that representativeness and knowledge gaps are part of the group's DNA means that this objective of bringing in more participants and creating content with a focus on underrepresented groups is so intrinsically linked with our overall strategy that it becomes an umbrella that covers everything we do. Our approach is always to "do with" and not "do about", so the group has become increasingly more inclusive and representative, which generates a continuous positive movement.
This strategy also unfolds in the approach of promoting organizational leadership, which helps to bring new visions of what is underrepresented and other ways of reaching out to other people and bringing them to work with us.
To illustrate this approach, we'd like to again give the example of Lolo Arziki, an award-winning Cape Verdean activist filmmaker, who was biographed by the group on Wikipedia in 2020. Because of this, they got to know the group, started following the work, and in 2022, they asked us for support to learn how to edit, so we had a moment of personalized mentoring. They remained part of the group and in 2023, following an instagram story, they proposed themselves to organize an editathon on black trans narratives, which will continue annually from now on.
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?
We learned that:
- We must continue to promote the sense of community and conviviality and our values linked to the topics we work on, as this is what motivated people to participate and return to our activities; on the other hand, people need to have a more timely schedule of activities, as they are quite busy
- The strategies we were able to put into practice increased our retention of participants
- Most of them published on the first day they took part in a Wikimedia event, so they gained skills quite quickly. The WhatsApp group is a good space for promoting continuous learning among peers. However, we have room for improvement in terms of other sister projects.
- The partnerships we have established and strengthened, as well as the topics we have advertised, have helped attract people from other profiles that are under-represented on the wiki
- The high number of invitations we have received to share our experiences and approaches to equity and inclusion strategies and to organize editathons, as well as to co-organize events, demonstrates the great relevance of what we do for the Movement.
- Social movement organizations see us as peers in the mission to make under-represented knowledge visible, with the innovation of our knowledge of tools (Wikimedia projects) which, due to their global reach, can enhance the work they already do in making hidden knowledge visible.
9. Did anything unexpected or surprising happen when implementing your activities?
Yes, several things:
- It took longer than expected to reorganize ourselves in a more professional structure, which compromised the start of programmatic activities
- Our community of volunteers was more dispersed than we had anticipated, and it took more effort to get them involved in the group's activities again
- Certain project management tasks - such as reporting and applications - were not well taken into account in the work schedule, which took away the energy to carry out certain activities - e.g. we had to temporarily suspend the regular meetings
- The plan was too ambitious for the resources we received, which overloaded the team and led to exhaustion
- The departure of one of the team members led to the work being distributed among the others; the team's horizontal way of working and high communication skills meant that it didn't have such a big impact, but it did lead to more wear and tear
- We received many requests to share our knowledge with other wiki groups and projects or with off-wiki organizations, which ended up causing us to divert some attention to meeting these demands
- The experience of implementing the fund gave us greater realism in planning activities and designing the budget. It has also allowed us to adjust our governance and teamwork model, bringing greater professionalization, without losing our values of horizontality and transparency.
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?
The main learnings reflected on our current Strategic Plan for 2024, funded once more through the GSF, are:
- Since our community is so busy and overwhelmed most of the time, due to a structural gender imbalance, we decided to keep the regular meetings more informal and to survey availabilities on the beginning of each month - that promotes commitment and increases retention
- We started to gradually pass the events facilitation to volunteers, promoting autonomy and increasing organizing skill, so the staff can focus their energy on programmatic focus and strategizing
- Personalized mentorships more adapted to people’s availabilities have been proven to be more fruitful to motivate participation and increase retention
- Promoting continuity on successful models/events: p.e. Editatona Visibilidade Negra, #visiblewikiwomen, round tables
- Investing in young people: like students and activists, with more free time and who may see wikimedia as a way visibilize their causes
- Deepening partnerships that we have already started and that converge with our goals of knowledge equity
- Focusing more on Commons as an introductory tool to Wikimedia, through lighter and playful activities such as wiki walks, photo booths, illustration calls;
- Promoting off-wiki ludic events
- Addressing advanced editors skills development needs through the lusophone network of women and nb editors
- Keep mentoring Wiki Luanda user group to expand the lusophone community to other regions
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)?
We would tell them about three people who had never edited with us before and, even still, had traveled from far away cities to attend our event; the fact that we have a regular babysitter, a trans man, who has always been so well received by the mothers and children that attended our events; the arrival of an experienced editor, a portuguese based in London, that has now become an organizer; our Ilustratona, which mobilized people from outside the Movement to illustrate biographies for Wikipedia; the fact that the artist we invited to give a workshop at this event asked for help to organize an Illustratona in Berlin with her students (funded by A+F); and, for the tougher moment, the sad fact that all this art was later deleted by an admin who has been harassing some of our group members.
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.
- Diff article: Workshop Wiki 101: Welcome Wiki Luanda! – A reflection on how to support peer organizers
Workshop How to Organize an Editathon (PT) https://commons.wikimedia.org/wiki/File:Apresenta%C3%A7%C3%A3o_do_Workshop_%22Como_Organizar_uma_Editatona%22,_Flavia_Doria.pdf
Workshop How to Upload Images on Commons (PT) https://commons.wikimedia.org/wiki/File:Como_inserir_imagens_no_Wikimedia_Commons.pdf
Workshop Wiki 101 https://commons.wikimedia.org/wiki/File:Apresenta%C3%A7%C3%A3o_Wiki_Editoras_Lx_para_evento_Wiki_101.pdf
Online editing meetings support doc https://commons.wikimedia.org/wiki/File:Encontros_online_de_edi%C3%A7%C3%A3o_Wiki_Editoras_Lx.pdf
Part 3: Metrics[edit]
13a. Open and additional metrics data
| Open Metrics | Description | Target | Results | Comments | Methodology |
|---|---|---|---|---|---|
| # event/project organized by initiative of editors other than the group organizers | This metric measures the autonomy and motivation of editors to propose initiatives to the organizers | 1 | 4 | This includes the Editatona Transnarrativas Negras, the Wiki Luanda 101 talk and workshop (Pamina had started editing with the group back in 2020 and now is funding a new group in Angola), the Editatona in Berlin organized by Bárbara Fonseca after being invited to give an workshop on our Illustrathon, and the Editathon PwD Activism in Portugal, organized by two editors turned-organizers.
This result demonstrates how our work promotes the multiplication of efforts and advocates the advantages of wikimedia projects. |
Events registers, e-mails, chat logs |
| # editors increase their user access level | This metric measures the autonomy and skills developed by the group members to contribute actively to the WM Movement, by increasing their user access level (autoconfirmed, confirmed and extended confirmed users, autopatrolled, bureaucrat, administrator...) | 3 | 5 | One on Meta (autopatrolled and event organizer), the remaining on pt.wikipedia (either autoconfirmed, confirmed or extended confirmed users). Even though we achieved our target, in 2024, we requested support from Wikimedia Portugal to better assess and achieve this Metric, considering other levels like autopatrolled, bureaucrat and administrator, so we have a more inclusive community. | Individual user check on Xtools |
| # invitations to participate or co-organize on-wiki activities by other affiliates, user groups or individuals | This metric measures the interest of other WM Movement affiliates, user groups or individuals interest about WELx and to share learnings and knowledge | 3 | 8 | We included the talks for Organizer Lab, Mais Diversidade (Mais Teoria da História na Wiki), Wiki Luanda and workshops on WikiCon, Calibra, Mais Teoria da História na Wiki’s Mais Pretas event, and co-organization of The BBC 100 Women online editathon, and Women in Culture event.
This result has made us consider more time for this kind of participation on our 2024 Strategic Plan. |
E-mails, event presentations and videos |
| # of editors that refer having increased their level of editing skills | This metric measures the effectiveness of our capacitation activities | 50 | 0 | We failed to ask this question on our evaluation forms, however, we can confidently say that 10 newcomers who hadn’t edited before were able to edit a page on their own on the first event they attended. | Dashboard |
| % of editors from underrepresented communities (BIPOC, roma, rural, with disabilities, LGBTQIAP+, etc) | This metric measures the diversity and balance of our editors. This metric will be measured by each type of the stated underrepresented communities. | 50 | 50 | That’s the overall result, since there are overlaps of identities. We considered one identity trait per editor.
This result gives us some confidence that our strategies to promote knowledge equity are being effective. |
Registration forms and verbal self-identification during events |
| Additional Metrics | Description | Target | Results | Comments | Methodology |
|---|---|---|---|---|---|
| Number of editors that continue to participate/retained after activities | This metric measures the interest and motivation of editors to continue participating in our activities | 50 | 19 | Due to the need of more time to reorganize, our activities started a bit later than we expected. Also, our lusophone community in Portugal is not so big, so when defining the target we overlooked the work that is needed to reestablish a community almost from scratch. | Manual events registry, articles editing history, print screens and dashboard |
| Number of organizers that continue to participate/retained after activities | N/A | N/A | N/A | N/A | N/A |
| Number of strategic partnerships that contribute to longer term growth, diversity and sustainability | This metric measures the interest of both on-wiki and off-wiki organizations/projects/individuals to partner with WELx on a longer term | 5 | 10 | We included all the organizations, projects and individuals that have demonstrated interest to keep co-organizing events together or to invite ou group to share experience and learnings in, at least, 2024 | E-mails, chat logs, meeting notes |
| 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 | This metric measures the effectiveness of our social media strategy | 1000 | 16000 | This number included both facebook and instagram reache between 01/01/2023 and 31/12/2023. Even though we had underestimated the target, this shows the success of our social media management efforts, due to having a dedicated professional team for this task. | Statistics from Meta Business Suite |
| Number of activities developed | N/A | N/A | N/A | N/A | N/A |
| Number of volunteer hours | N/A | N/A | N/A | N/A | N/A |
13b. Additional core metrics data.
| Core metrics | Description | Target | Results | Comments | Methodology |
|---|---|---|---|---|---|
| Number of participants | This metric involves the total number of participants in all of the activities proposed in the annual plan | 215 | 132 | We believe this result demonstrates the impact of having started the events later than planned, the fact that the community took some time that expected to become dynamic again, and that we had to suspend for brief periods the regular meetings to attend other demands, like application and reporting needs and invitations for talks and workshops facilitations. | Manual events registry, print screens and dashboard |
| Number of editors | This metric measures the total number of editors who edit Wikimedia projects as a result of our annual plan activities | 50 | 41 | We believe this result demonstrates the impact of having started the events later than planned, the fact that the community took some time that expected to become dynamic again, and that we had to suspend for brief periods the regular meetings to attend other demands, like application and reporting needs and invitations for talks and workshops facilitations. | Dashboards |
| Number of organizers |
| Wikimedia Project | Description | Target | Results | Comments | Methodology |
|---|---|---|---|---|---|
| N/A | N/A | N/A | N/A | N/A | N/A |
| Wikipedia | This metric measures the total number of Wikipedia articles created or improved as a result of the annual plan activities | 1000 | 1066 | We are happy that we could achieve our target even though participation was lower than antecipated | Dashboards |
| Wikidata | This metric measures the total number of Wikidata items created or improved as a result of the annual plan activities | 200 | 298 | We are happy that we could achieve our target even though participation was lower than antecipated | Dashboards |
| Wikimedia Commons | This metric measures the total number of uploaded files as a result of the annual plan activities | 250 | 145 | We learned that Commons is a good project to newcomers and to outreach to more people, so we included dedicated events on our 2024 Strategic Plan, for the first time. | Dashboards |
| N/A | N/A | N/A | N/A | N/A | N/A |
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 would like to point out that unfortunately, there isn't much foundation for measuring social impact within the Movement and, as WELx's work focuses on connecting Wikimedia projects with key themes for social development, such as equity, this becomes a challenge for evaluating our performance and real impact. As our activities do not focus on the number of events or editions, but on their relevance to Strategy, especially through these recommendations; Identify Topics for Impact, Ensure Equity in Decision-making, Provide for Safety and Inclusion, it would be good to have a way to measure this work in a more detailed way to better contextualize the challenges and achievements.
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).
- Upload Documents and Files
- Here is an additional field to type in URLs.
- Dashboards:
https://outreachdashboard.wmflabs.org/courses/Wiki_Editoras_Lx/Wiki_Editoras_Lx_2024_-_Geral_(2024)
https://outreachdashboard.wmflabs.org/courses/Wiki_Luanda/Wiki_Luanda_101
Recorded events:
- Open Call Ilustratona Mulheres Visíveis
https://www.youtube.com/watch?v=2RsIOCbZi4U&t=1s Editathon Ativismo PcD em Portugal, Round Table https://www.youtube.com/watch?v=5OuBw0--_rk&t=510s
Materials on Commons:
- Ilustratona Now You See Us Catalogue
https://commons.wikimedia.org/wiki/File:Now_You_See_Us_Catalogue.pdf
- Event with WMPT
- Workshop for WELx event Ilustratona Mulheres Visíveis
https://upload.wikimedia.org/wikipedia/commons/a/a9/Como_inserir_imagens_no_Wikimedia_Commons.pdf
- Workshop helded at WikiCon Portugal 2023 and Calibra 2023
- Presentation for Mais Teoria da História na Wiki event:
Part 4: Organizational capacities & partnerships[edit]
17. Organizational Capacity
| A. Financial capacity and management | This capacity has grown but it should be further developed |
| B. Conflict management or transformation | This has grown over the last year, the capacity is high |
| 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 has grown over the last year, the capacity is high |
| 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 has grown but it should be further developed |
| I. Support and growth path for different types of contributors (volunteers) | This capacity has grown but it should be further developed |
| J. Governance | This has grown over the last year, the capacity is high |
| K. Communications, marketing, and social media | This has grown over the last year, the capacity is high |
| L. Staffing - hiring, monitoring, supporting in the areas needed for program implementation and sustainability | This capacity has grown but it should be further developed |
| 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 has grown but it should be further developed |
| P. Communicating and sharing what we learn with our peers and other stakeholders | This capacity has grown but it should be further developed |
| N/A | |
| N/A |
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 by the Wikimedia Foundation, Peer to peer learning with other community members (but that is not continuous or structured), 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 knowledge of available capacity building opportunities, Lack of staff time to participate in capacity building/training, Lack of financial resources
18. Is there anything else you would like to share about how your organizational capacity has grown, and areas where you require support?
Our learning journey has involved understanding our role as coordinators and creating a dynamic that gradually allows us to coordinate more and organize less (a challenge for such a small team). We realized that mobilizing volunteers through themes that excite them helps to promote interest in the organization and that, for our side, creating resources to support them makes volunteer work more sustainable and less exhausting. Next year, we need help to measure our impact in a way that does justice to what sets our work apart. Aditionally, we need help seeking external funding. We can't respond to our own growth without being able to invest in expanding the team. Some projects were left out of the 2024 planning for lack of funds and it would be very positive to be able to finance them.
19. Partnerships over the funding period.
| A. We built strategic partnerships with other institutions or groups that will help us grow in the medium term (3 year time frame) | Agree |
| B. The partnerships we built with other institutions or groups helped to bring in more contributors from underrepresented groups | Strongly agree |
| C. The partnerships we built with other institutions or groups helped to build out more content on underrepresented topics/groups | Strongly agree |
19a. Which of the following factors most helped you to build partnerships? Please pick a MAXIMUM of the three most relevant factors.
Permanent staff outreach, Volunteers from our communities, 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.
Limited funding period
20. Please share your learning about strategies to build partnerships with other institutions and groups and any other learning about working with partners?
First of all, we have received feedback from partners saying they like working with us because they feel a lot of care during every step of the exchanges and organization of joint events. We always look at partnerships as two-way beneficial exchanges, so we always keep in mind what our partner will also benefit from. Another important learning is that we need to assure that our partners really share the same values and mission. We learned this the hard way in the past. Lastly, we also look at partnerships in the long run, so we try to start small and grow from that. When we look for partnerships with people that had never edited any Wikimedia project, we make sure that they come to edit with the group at least one time, so they understand what that means, and that we’re on the same page.
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?
In 2023, we applied for membership and are currently awaiting a response. We see affiliation as the most important thing at this stage to increase our sense of belonging in the Movement. This is because, although we are well connected with the Portuguese chapter, the Brazilian affiliate, other Lusophone projects and gender affiliates, we remain on the margins of formal decision-making opportunities - such as conferences. For example, we can't participate in the Summit and have to sign up for other spaces as volunteers, which doesn't reflect our participation in the Movement, being a group that has been active for almost 5 years. It would therefore mean having a different place in governance and in our recognition before our peers.
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?
Somewhat increased
23. If you would like to, please share why it has changed in this way.
As our affiliation process is still underway, we realized that funding was fundamental to understanding how we are received within the Movement. From the moment we applied for funding, we could feel the support of users and groups through the endorsements. This reception has helped us get closer to the chapter, to colleagues in Brazil and to affiliates such as Art+Feminism and Whose Knowledge. It's much easier to collaborate in partnerships now that we have an organized professional team.
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.
As the participation and retention of new editors increased, and the interest of other fellow affiliates, user groups and projects lead to invitations to co-organize events or to share experience and learning, the group felt their mission was validated by both the society and the Wikimedia Movement, and that has promoted an more committed approach to our mission. On the other hand, the fact that the group has now some of its members depending financially from this project, at least partially, also contributed to increase the sense of personal investment and responsability.
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.
As an interseccional gender user group, that works toward the decolonization of Wikimedia, our work in intrinsically intertwined social and environmental justice movements, such as the feminist movement, the LBGTQIAP+ rights activism, with the lusophone black movement, the anti-ableist activism and Climate Justice movement.
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?
Yes, partially through invited talks, informal discussions and the diff article. We will translate the Story and Impact document to Portuguese and share it with our community and partners.
28. How often do you currently share what you have learned with other Wikimedia Foundation grantees, and learn from them?
We do this occasionally (less than once a month)
29. How does your organization currently share mutual learning with other grantees?
This year we didn't have the capacity to promote self-organized moments, so we took advantage of the various invitations we received to share learning with other groups and funded affiliates, as you can see in the Visual Report document we've attached to this report.
Part 6: Financial reporting and compliance[edit]
30. Please state the total amount spent in your local currency.
38228
31. Local currency type
EUR
32. Please report the funds received and spending in the currency of your fund.
- Upload Documents, Templates, and Files.
- Report funds received and spent, if template not used.
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.
We had an increase on the curators' fees, because we also included one trainer, three round table speakers and one service of Portuguese Sign Language interpretation. In May, we decided to participate on #VisibleWikiWomen campaign for WhoseKnowledge? so we invited a professor of design to facilitate a webinar on how to illustrate Wikipedia´s biographies. In December, two volunteers proposed to do an event about anti-ableism activism in Portugal. Since we still had funds from the decentralized editathon that we didn’t have the opportunity to organize, we used some of the funds on this event instead. We felt it was a good signal for volunteers to see that they could have support to implement their ideas, as long as they fit the group’s mission. As there's so little information about the topic of anti ableism activism in Portugal on Wikipedia, we invited three specialists for a round-table and we paid them speaker fees, as long as sign language interpretation for 4h. We decided to replicate the model we had piloted during the successful Território Corpo-Terra Editathon. Today we can say it was a good call because this round table nourished not only this Editathon but other 3 informal meetings with lists around that topic. As for logistics expenses, we didn’t use the funds for merchandising nor social media paid ads, since we ended up not needing them, and also we decided to experiment how our social media would grow organically. We had a small deviation from our budgeted funds for the Lisbon-based editing events, that we attribute to having under budgeted the in-person editathons, not considering costs for food expenses for the organizing team (staff + volunteers) before and after the event (venue prep); local transportation; travels for curators; and inflation on catering and childcare. We ended up not organizing the decentralized editathon in Covilhã, due to difficulties to find a common date that would suit all the organizers and partner's availabilities. We would like to use the unspent funds to organize the same event to 2024, if approved by the grants admin. We also didn’t organize an in-person capacitation event, since we decided to have them all online. And finally, we didn’t spend the funds for printing the booklet, because the contents needed the full completion of the Outcome 2 activities, in particular, the focus group.
34. Do you have any unspent funds from the Fund?
34a. Please list the amount and currency you did not use and explain why.
1699,33 EUR This is extensively explained on question 33's answer, but in summary, due to not having done the decentralized editathon in Covilhã, nor the in-person capacitation event, nor having bought more merchandising and paid for social media ads and the publishing of the booklet. Even though we ended up using a part of this amount on another online event, mainly on speakers fees and sign language interpretation, and also to cover for inflation costs on our other events budgets, we still ended up with these remaining funds.
34b. What are you planning to do with the underspent funds?
A. Propose to use the underspent funds within this Fund period with PO approval
34c. Please provide details of hope to spend these funds.
We would hope to be able to use them to finally organize the decentralized Editathon in Covilhã. The volunteer that has proposed to do it has committed to have availability to doing it this year, and also, in the meantime, another volunteer arrived to the group that is based in Covilhã. We believe this is a great opportunity to organize a more sustainable event that could bring more rural/interior women and nb people to the movement, which is a big wikigap on our context. The amount is lower than what we have budgeted, but we intend to do extra fundraising and to request support from local partners to reduce the costs.
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 recommend that in future reports, we’re allowed to include more characters on the question about the learning priorities (question 8). It’s an important question, as our answer was very short compared to all the reflections we had.