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Wikimedia User Group Nigeria (WUGN) Annual Staff Retreat 2024 - Day 1[edit]

Date: 1st of May, 2024
Venue: Wikimedia User Group Nigeria Office, Dopemu, Lagos.

Attendees[edit]

  1. Olusola Olaniyan
  2. Kayode Yusuf
  3. Ayokanmi Oyeyemi
  4. Ashioma Medi
  5. Omolayo Ogunsiji
  6. Adenike Bakare
  7. Barakat Adegboye
  8. Rhoda James
  9. Adetola Elegbeje

Session One (1): Welcome and Introduction (10:30 AM - 11:10 AM WAT)[edit]

  • The chairman of WUGN, Olusola Olaniyan, opened the session and introduced the agenda for the retreat. He highlighted the goals of the retreat, which are:
  1. To strengthen team bonds
  2. To foster creativity and innovation
  3. To align on goals and priorities
  4. To enhance communication and collaboration
  5. He also covered housekeeping items, such as introducing the retreat facilitators, reviewing the schedule and logistics, guidelines and rules, and emergency contact information.


  • Q&A: (11:10 AM - 11:20 AM WAT)
  1. Mr. Adetola suggested the idea of an award peculiar to WUGN and the WUGN was mentioned as an already existing initiative.
  2. Mr. Olusola suggested setting up a committee 3-4 months before the award.
  3. Mr. Ayokanmi was tasked with sending out a mail to set up a background committee for the award.
  4. Mr. Kayode suggested including the awarding ceremony as part of the Wikimedia Conference Nigeria, scheduled to hold in September 2024, and also considering the option of getting partnerships for the awarding ceremony and the possibility of retaining the initiative if successful.
  5. Barakat suggested using the Monthly Outstanding Editor Recognition (MOER) as one of the ways to select top contributors for the year.


Session 2: Executive Director's Presentation (11:20 AM - 11:25 AM WAT)[edit]

  • Mrs. Omolayo Ogunsiji, the executive director of WUGN, presented a review of the 23/24 fiscal year.
  • She mentioned that the focus of the year was classified into 3 segments which were Partnership, Advocacy, and Campaign/Outreach.
  1. She highlighted the collaboration with partners like the Nigeria Library Association, Photography Chat Room, Retna, Radio Lagos and Eko FM, the Swedish Embassy in Nigeria, the Nigerian Association of Women Journalists (NAWOJ), and the Anambra State ICT Agency.
  2. She highlighted the established goals for advocacy, which were the Naija Office Hour, WikiBoost, the Micro Grant scheme, and Increase in the understanding and accessibility of Wikipedia in tertiary institutions.
  3. She also highlighted the campaigns/outreach for the year, which were The Wiki Loves X photo campaign, Oral History Nigeria Documentation, WikiGap campaign, Train the Trainers Program, 1lib1ref, and Wikimedia Nigeria Distinguish Award.


  • Q&A and Discussions (11:25 AM - 11:37 AM WAT)
  1. Mr. Adetola asked if WUGN's partnership is based on a one-time thing or if they get feedback from participants.
  2. Mr. Ayokanmi explained that partnerships that are key to specific events or thematic events are engaged during the events, and some of the participants keep participating in other projects as part of WUGN volunteers.
  3. Mr. Olusola explained that WUGN defines partners according to their roles, needs, and type of partnership.


Session 3: Project Summary (11:40 AM - 12:20 PM WAT)[edit]

  • Ayokanmi Oyeyemi, the WUGN Programs Lead, presented a summary of the programs for the 23/24 fiscal year.
  • He reported on the programs from April 2023 to March 2024, highlighting the executed initiatives, including:
  1. Micro Grant (Community Support Funds): disbursement of funds increased by approximately 308% in the 23/24 fiscal year as compared to the 22/23 fiscal year, with a total amount of 22,453,850 NGN and 5,513,790 NGN, respectively.
  2. Train the Trainers: The 3rd edition of the TTT was held on September 7th and 8th, 2023, with 71 applications received and 22 participants selected. The training was intense and of high quality, and participants were excited about the initiative. Surveys were conducted to gauge the underside of the participants, which were excellent.
  3. Wiki Loves Events:
    1lib1ref: The campaign was held from June 1st to June 30th, 2023, with winners announced as Marvelousola01, AfricanLibrarian, and Aderiqueza.
    Wiki Loves Earth: The campaign was held from June 1st to July 31st, 2023, with a total of 2825 images uploaded by 251 distinct contributors, in partnership with Retna and PCR.
    Wiki Loves Monuments: The campaign was held from September 15th to October 15th, 2023, with 2870 images uploaded, the highest in the history of the contest.
    Wiki Loves Africa: A total of 3,293 images were uploaded, the highest in Africa, with 182 participants uploading images and 84 participants registering new accounts during the contest. Nigeria won 4 out of the first 7 images, marking the first time a Nigerian has won the best picture for WLA.
  4. Special Programs/Interventions:
    Wikimedia Nigeria Distinguished Awards
    Wiki Naija Independence: A celebration was held on October 1st, 2023, with 47 people in attendance on Zoom, followed by an edit-a-thon for 2 weeks, resulting in 158 articles created and over 2000 total edits made.
    Naija Office Hours: A total of 6 Naija office hours were held during the fiscal year, with an average of 100 attendees.
  • He also gave a brief summary of the 23/24 fiscal year calendar.


  • Q&A and Discussions (12:22 PM - 1:05 PM WAT)
  1. Olusola asked what are the things that are not working well in our programs.
  2. Medi explained that fanclubs have no leadership structures, and many people apply for the Community Support Funds for our Wiki Loves Events, but they don't get enough pictures, as expected, from them, especially from the fanclubs.
  3. Ayokanmi suggested giving them warnings, and Mr. Olusola suggested setting up benchmarks for results.
  4. Ayokanmi also suggested looking for a way forward in regards to the Key Performance Indicators with the grants.
  • Next Action: Call for volunteer members for the programs team.


  • Lunch Break (1:05 PM - 2:00 PM WAT)



Session 4: Committees Report (2:08 PM - 3:25 PM WAT)[edit]

  • Kayode Yussuf, the Community Director, presented a report on the fanclubs and networks, including:
  1. A list of the fanclubs and networks, their leads, and zones.
  2. A discussion on expansion by introducing new networks and/or fanclubs.
  • Olusola suggested presenting the detailed report, prepared by Mr. Medi, to the Wikimedia Foundation with a proposal for expansion with the networks/fanclubs, pending approval from the foundation.
  • Ayokanmi and Kayode suggested expanding with care, considering the budget and the inactive status of some of the networks/fanclubs.
  • As part of the KPI, any fanclubs that fail to submit their reports will receive a query, and if they still fail to do so after 3 months, they will receive a decommissioning (we can replace the leader with the assistant, if it still doesn't work, we can decommission the network/fan club entirely).
  • Conclusion: To introduce new networks with caution and decommission inactive ones.
  • Kayode proceeded to show a list of the health status of the WUGN fanclubs and networks, which depicted the following statistics:
  1. All fanclubs and networks have their own individual meta pages.
  2. All fanclubs and networks have their own Excos.
  3. All fanclubs and networks have their own supporting leads.
  4. Out of the 14, only the Kwara State University Fanclub and the Lagos State University Fan Club have active participation from their staff advisers.
  5. All fanclubs and networks have submitted their monthly reports.
  6. There are no conflicts within any of the fanclubs or networks.
  7. In the last 3 years, WUGN has grown from having only 8 networks and fanclubs in total to having 14.
  • Plan for the future:
  1. Build on membership.
  2. Actively support existing fanclubs and networks and create new ones.
  3. Ensure that members are registered with networks and fanclubs close to them.
  4. Courtesy visits to each fanclub’s staff adviser to develop a cordial relationship and ensure that they are carried along.
  • KPI and General Charter.
  1. Co-founders to be added as admins on all WhatsApp platforms.
  2. Election/Appointment for fanclubs/networks to be closely supervised by Wikimedia Nigeria.
  • Reporting: All communities must submit a community report at the end of every month, whether or not they had an activity. If a grant is given, the community must submit a report for that grant. Failure to do so will result in a query.
  • Branding: All networks and fanclubs names must start with “Wikimedia User Group Nigeria.” All networks and fanclubs must include the WUGN logo in their fliers, and it must come before theirs. Members registered by each network or fanclub annually must be increased by 15% of the previous year.
  • Grants: Grant reports must be submitted by the due date.


Questions and Discussions: (3:25 PM - 3:34 PM WAT)

  1. Kayode, Medi, and Olusola suggested that each network and fanclub be charged with the duty of getting at least 10 of their members to attend the Naija Office Hour monthly. Failure to do so consecutively for a month may result in the fanclub or network not being able to apply for the UltraMicro funding.


  • Conclusion:
  1. Day 1 of the retreat concluded with plans for the future.
  2. The agenda for Day 2 will include continued presentations from the Grant Officer, Learning and Evaluation Officer, Social Media, Programs, and Report Teams.


  • Next Steps:
  1. Teams to follow up on action items discussed.
  2. Preparation for Day 2 of the retreat.


  • Adjournment: The meeting was adjourned at 3:34 PM WAT.
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