WikiLearn - Introduction to Partnership Building (computer-graded exercises) - video: Planning Action and Sharing Reality: spreadsheet example

@metadata	sourceLanguage "en" priorityLanguages "es" "fr" "ar" "ru" "zh" allowOnlyPriorityLanguages true description "video in Introduction to Partnership Building (computer-graded exercises) - Basics of partnership building for Wikimedia volunteers, with computer-graded exercises." label "WikiLearn - Introduction to Partnership Building (computer-graded exercises) - video: Planning Action and Sharing Reality: spreadsheet example"
display_name	"Planning Action and Sharing Reality: spreadsheet example"
subtitle-30-5280-1	"I want to demonstrate to you an example spreadsheet that I completely invented."
subtitle-6120-10200-2	"I'm deliberately not showing you a complicated tool because I want to point out"
subtitle-10200-11510-3	"that even this is enough."
subtitle-11520-16620-4	"So this is a Google spreadsheet that I invented, for Project X, whatever that"
subtitle-16620-17690-5	"project may be."
subtitle-17700-20370-6	"I called it "Project X Master Coordination Sheet"."
subtitle-20940-23190-7	"Of course, it should be shared with our partners."
subtitle-24060-28870-8	"Our partners, and the backup contact as well, should have access to this sheet."
subtitle-28890-34380-9	"This is important! If you don't give your backup contact access to the sheet, then when"
subtitle-34380-38360-10	"they are needed, suddenly they will discover they don't have access."
subtitle-38370-40200-11	"So give them access in advance."
subtitle-41370-47070-12	"And in this sheet I created, you can see, four worksheets."
subtitle-47310-52980-13	"Within the spreadsheet there are four separate sheets and I called them events,"
subtitle-52980-56790-14	"public relations, finances and agenda for next meeting."
subtitle-57150-60330-15	"This is absolutely not the only way to organize things."
subtitle-60330-62640-16	"It's just one way I'm describing."
subtitle-62640-65940-17	"I'm demonstrating one simple way to organize things."
subtitle-66420-71550-18	"And by the way, if you are already involved in some kind of project management system"
subtitle-71550-76680-19	"that you think is really great and you like, I encourage you to share some screenshots of"
subtitle-76680-79830-20	"it on the course discussion area."
subtitle-80130-81840-21	"Share with your peers."
subtitle-82020-86340-22	"Obviously nothing confidential, so censor what needs to be censored."
subtitle-87180-89430-23	"So anyway, this is the events tab."
subtitle-89430-94260-24	"And as you can maybe see, it just lists a bunch of events that are planned as part of"
subtitle-94260-95340-25	"our partnership."
subtitle-95850-102000-26	"So "Introduction to Wikipedia", "Changing the World", #1lib1ref training, WikiGap"
subtitle-102000-107190-27	"editathon. And for each such event we have the venue, we have whether there's WiFi"
subtitle-107430-109170-28	"provided, yes or no."
subtitle-110010-112530-29	"What's the address? I didn't bother inventing one."
subtitle-112860-115350-30	"Who is the organizer running that event?"
subtitle-115800-117540-31	"Who is the venue contact?"
subtitle-117750-119760-32	"Who is the contact person at the venue?"
subtitle-119790-123360-33	"We always need to know that, in case the venue is locked, or there's some other"
subtitle-123360-126060-34	"problem. What is the capacity of the venue?"
subtitle-126060-128100-35	"What was the actual attendance?"
subtitle-128100-131100-36	"So these, let's say these two events have already taken place."
subtitle-131100-133920-37	"So I'm recording how many people actually showed up?"
subtitle-134070-142470-38	"And for each such event, I already collect a link to the outreach dashboard program."
subtitle-142770-146430-39	"So a link to where we track the outcomes of that event."
subtitle-146430-152970-40	"And thus in this super simple sheet, I have kind of a bird's eye view of the events that"
subtitle-152970-157830-41	"are taking place as part of our partnership, let's say the partnership plans for ten"
subtitle-157830-161370-42	"events. It's very easy to have this super compact view."
subtitle-161400-162900-43	"How many events took place?"
subtitle-163560-164640-44	"What was the capacity?"
subtitle-164670-166890-45	"Maybe I can add a little column for budget, whatever."
subtitle-167760-175260-46	"Whatever you need. It's not an especially excellent model, it's just one possible"
subtitle-175260-179850-47	"model. You need to come up with what works for you, what works for your partner and"
subtitle-179850-183600-48	"nothing else. Don't add things that you don't actually need."
subtitle-184710-188160-49	"This is an example of what the other tab looks like."
subtitle-188160-193260-50	"The public relations tab, again, it's just a spreadsheet, but you can see that for each of"
subtitle-193260-200400-51	"these events that I have in the first tab, I have a press release about the event, and"
subtitle-200400-201510-52	"here is a link."
subtitle-201570-205920-53	"I mean, it's currently it's not a link, but this is where I would put a link to the"
subtitle-205920-208740-54	"Google Doc with the text of the press release."
subtitle-209970-212220-55	"Who is the main contact for doing this press release?"
subtitle-212880-215100-56	"Any comments that I have, like a deadline or something."
subtitle-215880-218310-57	"And then we have a visual for the press release."
subtitle-218760-222900-58	"This is a link to a folder with the images or the whatever, for the press release."
subtitle-222900-225450-59	"And here is a social media post with the results."
subtitle-225990-230910-60	"This is a Google Doc with the post, and the analytics for the post."
subtitle-231660-235770-61	"Again, maybe you don't want to go into such a level of detail, but I'm showing you an"
subtitle-235770-241860-62	"example of how you might not just manage it yourself, but remember, share it with your"
subtitle-241860-248220-63	"partner. So that your partner can see in real time that the press release went out,"
subtitle-248220-252720-64	"that this is the level of engagement and these are the fresh analytics from the social"
subtitle-252720-255780-65	"media post about the event, etc., etc.."
subtitle-256260-261600-66	"So you have these for each of the events and for this last event, maybe we also even want"
subtitle-261600-263280-67	"a paid ad on Facebook."
subtitle-263550-269760-68	"Again, these are just sample things I made up, but that's just an example of how a"
subtitle-269760-273810-69	"single sheet with links to other resources, other Google Docs, etc."
subtitle-273810-280110-70	"can be kind of a master dashboard or control center, for both sides of the partnership."
subtitle-280950-286410-71	"And again, make sure they have access to all of these other Google Docs, so that you don't"
subtitle-286410-290060-72	"frustrate them by creating a link that they cannot access."
subtitle-290060-291870-73	"And a very simple finance tab."
subtitle-291870-296460-74	"Again, maybe you require much more complicated finance management, but just to"
subtitle-296460-302040-75	"give you an idea, the overall project budget for this partnership, let's say, is $2000."
subtitle-302760-307530-76	"And I have a column here that counts how much I've spent so far, by summing this"
subtitle-307530-309330-77	"column here, the amount spent."
subtitle-309330-314580-78	"And for each of these items I'm tracking how much I spent, versus how much I budgeted."
subtitle-314580-317880-79	"And if there is a variance, then I explain that variance."
subtitle-317880-319740-80	"Again, super simple."
subtitle-319770-324450-81	"You probably need slightly more complicated finance management, but the idea is, again,"
subtitle-324450-328980-82	"it's in a separate tab so that when you care about finance, you have it right there."
subtitle-328980-331290-83	"But the rest of the time it's out of the way."
subtitle-331290-336210-84	"It doesn't disturb the rest of the planning, but it's all grouped together in that one"
subtitle-336210-343300-85	"sheet. And lastly, the last tab that I wanted to demonstrate is the agenda for the"
subtitle-343300-344650-86	"next meeting tab."
subtitle-345250-350170-87	"So this is just a tab that collects things that we need for our next meeting."
subtitle-350170-354550-88	"So we say, in the next meeting we need to discuss WiFi hotspots and here's what we need"
subtitle-354550-356980-89	"to discuss. Asaf will be explaining this."
subtitle-356980-358720-90	"What is the deadline, and what is the status?"
subtitle-359170-360850-91	"Because this is already taking place."
subtitle-360850-362920-92	"Status approved, decision approved."
subtitle-363280-367180-93	"The refreshments, we need refreshments, and this needs to be decided by July 1st."
subtitle-367660-369760-94	"The status is that Solomon is looking into it."
subtitle-370690-376350-95	"So again, just a way to share status, even about things that haven't been resolved yet."
subtitle-376360-382000-96	"At least we all know that the decision about the refreshments is that Solomon is looking"
subtitle-382000-385040-97	"at it, and it needs to be decided by July 1st."
subtitle-387160-390520-98	"You can see that the third item was actually postponed to next week."
subtitle-390520-392500-99	"And here we have it in next week."
subtitle-392530-395650-100	"And next week it was decided and Leah will draft and whatever."
subtitle-397150-402640-101	"(I picked Biblical names here, just for fun.) So again, it's a sample."
subtitle-402670-405250-102	"You may need five tabs and not four."
subtitle-405250-406540-103	"You may need seven tabs."
subtitle-406540-408280-104	"You may need completely different columns."
subtitle-408280-409660-105	"You may need fewer tabs."
subtitle-409690-410920-106	"Absolutely fine."
subtitle-411340-415840-107	"Discuss it with your partner, but really try to convince them, especially if your partner"
subtitle-415840-420340-108	"says, "no, we don't care, we don't need it." That's actually when you should insist."
subtitle-420370-425620-109	"You should say, "No, no, we really want us to have a shared space." And, you know, it's"
subtitle-425620-428800-110	"okay if you are more active in that space than they are."
subtitle-428800-432550-111	"Maybe they really are passive, maybe they really don't care so much."
subtitle-432550-436630-112	"But once they start to see it, once they start to see our graphs and our statistics"
subtitle-436630-440560-113	"and stuff, and they have nice things to show to their boss, they may take more of an"
subtitle-440560-442960-114	"interest, so don't give up on the shared reality."
subtitle-444070-449080-115	"Really insist that we are partners and we need to be looking at the same status."
subtitle-450420-453930-116	"That's my advice to you. Of course, you cannot force them, but it's definitely my"
subtitle-453930-457260-117	"advice to you, to try and make it happen."
subtitle-457470-459900-118	"So again, use whatever works."
subtitle-459990-462980-119	"What I showed is definitely not the model."
subtitle-462990-467760-120	"It's just a possible model and don't hesitate to change and adapt it as needed"
subtitle-467760-472760-121	"even mid-way during the project."