This is a dynamic timeline. Although it broadly shows the steps involved in creating the ESEAP Preparatory Council, dates may be changed later on. Those changes will be potentially made to avoid rushing the process, especially when consulting with the community and other stakeholders, which is hard to limit within a fixed timeframe.
Period
Step
September 2023 - around April 2024
Goals of ESEAP Preparatory Council (EPC) & Gaps, and possible timeline
Tasks and Timeline brainstorming by EPC:
A- Need to review and refine the Theory of Change document. Also needs Community consultation and feedback.
B- Need some time to discuss the draft plan, and whether we should put forward either a plan for 1 year (then review), or a longer-term plan.
C- Review prior outcomes of the IHC before it was dissolved, to determine what else we should decide on, or identify gaps to work on.
D- Need some days to ask local communities to organize consensus meetings.
E- Clearly define our ESEAP Hub position (i.e. who we are) in relation with WMF and ESEAP affiliates/communities (e.g. workflow; authority level; intermediary function, etc.)
F- Taking care (nurture) of the non/under-represented ESEAP communities (especially those without affiliation).
G- Synchronize local outreach events (especially ESEAP Summit 2024) with ESEAP Hub, so that both sides are always in coordination.
H- Define the full role of the future ESEAP Hub Committee (in which most of the roles should already be run by the ESEAP Preparatory Committee by now - on a "trial" basis).
I- Clearly define the criteria of Wikimedia Community (non-affiliate), so that dispute during the Wikimania 2023 (ESEAP Summit) election shall never happen again.
J- Decide where (and how) to have an ESEAP Hub office in any ESEAP Hub country (e.g. can co-share office space if the office is in a country which has a chapter, e.g. WMID (Indonesia) office in Jakarta or WMTW (Taiwan) office in Taipei)
K- To be the Center of role model for affiliates and communities within ESEAP region (e.g. center of rules/regulation pertaining WMF outreach movement, be the role model, be the center for help to ESEAP affiliates & community, be the nurturing/incubator center for ESEAP affiliates and community to grow (e.g. community to user group, user group to chapter, cross-country/affiliate/community collaboration)
L- Create different EPC working committees for the outstanding tasks as an easier way to finish things.
M- Define what a Community or [c]ommunity is: a recognized Wikimedia project; an organized geography-based community of contributors, or any organized Wikimedia group without duplication.
N- Clarify the limitations of ESEAP Hub in terms of engagement with the stakeholders (Affiliates, c/Communities and individuals).
O- Conduct a visioning process for ESEAP on what it aims to achieve by 2030
P- Research data or documents of other hubs as references for decision-making
Q- Consolidate our bargaining position: between our ESEAP stakeholders and WMF. (Do we have a differentiating purpose for being, or are we just functioning as a facilitator and communications hub for affiliates and organized communities to work with each other?)
R- We also need to decide to prioritise language translation, for use in our communication channel other than in the English language, especially for non-bilingual countries.
S- A visual representation of R&R (draft)
T- Trial period for the final draft
U- Define our ESEAP Hub persona (i.e. who we are, what we do, to whom we do this for, why we do it, how we do it, where to find us.)
Working Groups
G1- Identity working group (Document review & ESEAP history/past challenges): Robert, Belinda
A- Need to review and refine the Theory of Change document. Also needs Community consultation and feedback.
C- Review prior outcomes of the IHC before it was dissolved, to determine what else we should decide on, or identify gaps to work on.
M- Define what a Community or [c]ommunity is: a recognized Wikimedia project; an organized geography-based community of contributors, or any organized Wikimedia group without duplication.
U- Define our ESEAP Hub persona (i.e. who we are, what we do, to whom we do this for, why we do it, how we do it, where to find us.)
G2- Stakeholder Mapping working group: Vanj, Athikhun, Johnny
I- Clearly define the criteria of Wikimedia Community (non-affiliate), so that dispute during the Wikimania 2023 (ESEAP Summit) election shall never happen again.
J- Decide where (and how) to have an ESEAP Hub office in any ESEAP Hub country (e.g. can co-share office space if the office is in a country which has a chapter, e.g. WMID (Indonesia) office in Jakarta or WMTW (Taiwan) office in Taipei)
N- Clarify the limitations of ESEAP Hub in terms of engagement with the stakeholders (Affiliates, c/Communities and individuals).
O- Conduct a visioning process for ESEAP on what it aims to achieve by 2030
Q- Consolidate our bargaining position: between our ESEAP stakeholders and WMF. (Do we have a differentiating purpose for being, or are we just functioning as a facilitator and communications hub for affiliates and organized communities to work with each other?)
G3- Research on regional hub & collaboration cases working group: Irvin, Reke
D- Need some days to ask local communities to organize consensus meetings.
E- Clearly define our ESEAP Hub position (i.e. who we are) in relation with WMF and ESEAP affiliates/communities (e.g. workflow; authority level; intermediary function, etc.)
F- Taking care (nurture) of the non/under-represented ESEAP communities (especially those without affiliation).
G- Synchronize local outreach events (especially ESEAP Summit 2024) with ESEAP Hub, so that both sides are always in coordination.
H- Define the full role of the future ESEAP Hub Committee (in which most of the roles should already be run by the ESEAP Preparatory Committee by now - on a "trial" basis).
K- To be the Center of role model for affiliates and communities within ESEAP region (e.g. center of rules/regulation pertaining WMF outreach movement, be the role model, be the center for help to ESEAP affiliates & community, be the nurturing/incubator center for ESEAP affiliates and community to grow (e.g. community to user group, user group to chapter, cross-country/affiliate/community collaboration)
P- Research data or documents of other hubs as references for decision-making
G4- Support group to the 2024 ESEAP Conference host: Dody, Agus, Robert
B- Need some time to discuss the draft plan, and whether we should put forward either a plan for 1 year (then review), or a longer-term plan.
L- Create different EPC working committees for the outstanding tasks as an easier way to finish things.
R- We also need to decide to prioritise language translation, for use in our communication channel other than in the English language, especially for non-bilingual countries.
