Strategy/Wikimedia movement/2017/Toolkit/Discussion guide/In-person/lv
This page explains how to organize a discussion about Movement strategy at an in-person event.
In-person discussion (cycle 1)
At least 5 people minimum. Note that if you have more than 25 people, we recommend you have an experienced Facilitator run the discussion, or have additional facilitation support to better manage small group work and questions.
During a 2-hour discussion, participants will do the following:
- Review the strategic briefing 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
- Cluster similar ideas together
- Identify themes and write theme statements (1 sentence for each theme)
Here is a recommended agenda for the discussion. While you may choose to run the conversation differently, this has been designed for your use.
- Depending on how many people are attending, you may want to break into multiple sub-groups. We have noted what parts lend themselves to this type of break out.
- If the group is 5-7 people, we recommend you keep it whole group throughout
- If the group is 7+ people, we recommend you use a mix of whole group and small group work. Small groups are generally best at 3-5 people each. This allows for deeper discussion followed by sharing with the whole group.
- The Discussion Coordinator should identify a Facilitator BEFORE the session, so that the Facilitator can prepare and is ready to lead the discussion. (The Discussion Coordinator can also choose to be the Facilitator but this is not a requirement.) The other roles can also be identified beforehand, to save time, or at the beginning of the discussion. However, please try to be inclusive and ask for volunteers.
Prepare for the discussion
|30 min.||The world in 2030 - what does our movement look like?
|20 min||Exploring our shared vision
Imagine a world in which every single human being can freely share in the sum of all knowledge.
If more than 2 hrs is available for the discussion, this section can be made longer so that more themes can be generated
|Achieving our vision - small groups
|10 min||Achieving our vision - share out
Roles for in-person workshops
To help conduct a meaningful, productive discussion, we are recommending that you ask people to volunteer for each of these roles. This role definition allows all participants to stay focused on the purpose of the discussion and adhere to the Friendly space expectations.
- 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
- Create the discussion space:
- Identify volunteers for each of the roles
- Share and help everyone observe your organization’s Friendly space policy (or use this one: Friendly space policy)
- 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.
- Some core agreements for group discussions:
- 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 (i.e. watch for non-verbal cues)
- 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.
- Avoid bias
- Identify action items and assign responsibilities for completing them
- Help group summarize the key themes
- Take notes of key ideas, capturing the participants’ exact phrasing to maintain integrity of the idea
- Use flip charts, sticky notes, or online shared docs to write notes
- Include action items and who is responsible for each item
- Keep in mind the notes are available to everyone at this event
- Discuss if raw notes will be made public, and ask group if they should be personalized or anonymized
- Take pictures of flip charts, stickies, and other offline notes
- Take a picture of the group to share with your summary
- When the whole group splits into smaller sub-groups, each group should have a Reporter to share that sub-group’s work with the whole group
- Ask for 1 or 2 Reporters per sub-group
- Share your ideas and be creative!