ParCom12

This is the (organiser) agenda for the Partnership and Communication meeting 2012 (#ParCom12) Check the public agenda. 1st slot (9.00 - 10.30) || INTRODUCTIONS (13.30 - 15.00) || CHANGE IMPLICATIONS (15 min) Feedback on the strategic implications for the review. || //Everyone is aware about implications of these changes on their work, is aware of opportunities and issues and of inputs we want to give to strategic process.//
 * || **Morning** || //Outcome// ||  || **Afternoon** || //Outcome// ||
 * **Day 1 (Tue. 24 Jan.)**
 * (15 min) Intro and welcome [by Bruce]
 * (45 min) Icebreaker ( river of life for expectations) [Ewen]
 * (30 min)(//tentative//) **Highlights 2011** [Susan, Peter, Purvi, Liz] || //All know more about each other and have a good picture of 2011 highlights).// || 1st slot
 * (10 min) Short presentations about what's changing in the CRP a) good content to communicate externally b) good knowledge sharing processes (internally and externally) and c) good outreach.
 * 3 parallel workshops of 20 min with rotating groups (in world cafe-type exercise):
 * SWOT analysis for each of these topics
 * Tsehay, Evelyn & Tezira facilitate (Peter, Susan & Purvi as resource persons).
 * Everyone collects key insights for strategic process.

__Each presenter has to prepare max 3 slides__: What is it about? What's the issue? What are some implications? How do we deal with it? || (11.00 - 12.30) || 2011 HIGHLIGHTS //All have an idea about key recommendations made to change our work.// || 2nd slot (15.30 - 17.00) || MAPPING PRIORITIES 1st slot (9.00 - 10.30) || INTERNAL & EXTERNAL PRIORITIES (13.30 - 15.00) || HANDS-ON!!! (11.00 - 12.30) || PEER FEEDBACK (15.30 - 17.00) || HANDS-ON (2) Open slot //OR// //We develop ideas for work around the edges beyond ILRI// || 1st slot (9.00 - 10.30) || VISION OF CHANGE FOR OUR NEW ILRI STRATEGY Inputs from Shirley into strategic planning process. (13.30 - 15.00) || WRITESHOP : (11.00 - 12.30) || OPEN SPACE - what we left aside (15.30 - 17.00) || KM4Dev Addis Ababa get together. //Ideas planted among other ILRI staff to stimulate this kind of interactions with others.// ||
 * 2nd slot
 * (45 min) Speed sharing: what happened in 2011 by each person + couple of reactions from staff after exercise
 * (30 min) What is changing or what should change in our work [Bruce, Susan] - talk show based on outputs from RMC retreat + Comms review.
 * (15-min): Discussion on what we want to capitalise on and what overlaps between our P&S which we have to consolidate in view of changes / what we can 'sell' || //All know what happened in 2011 in the big picture and in the details of everyone's work.//
 * (45 min) Samoan circle on the ILRI comms strategic implications (from previous session) that are emerging.
 * Internally
 * Externally in ILRI
 * On the edges || //All priorities are brought together and discussed and then re-prioritised to ensure a good set up of groups to work on these priority issues next day// ||
 * **Day 2 (Wed. 25 Jan.)**
 * (90 min) Working groups are formed and in parallel develop a road map - based on a same __template__ for either internal or external priorities;
 * A few participants roam from one to the other group || //Thematic groups work further on the programme for each issue highlighted// || 1st slot
 * In the first 20 min, a recap from the previous 1.5 days is given
 * 4 slots - bus stop in 2 rounds (2 x 35 min)
 * Round 1:
 * Wikis (Peter / Tsehay )
 * Mahider (team)
 * Website (Daniel / Liya)
 * Video (Apollo/Zerihun)
 * Round 2:
 * Yammer / Twitter (Tsehay/Liya)
 * Blogging (Susan / Tezira)
 * Photofilms (Paul)
 * Slideshare (Bezu / Zerihun) || //All staff get a chance to share some tips and tricks on anything that was causing a problem before// ||
 * 2nd slot
 * (45-60 min) Each group introduces their road map to others - additional feedback is collected;
 * (30-45 min) Work further on the road maps to finalise them || //Each of the main priorities identified has a dedicated action plan that pins down responsibilities, outputs, outcomes etc.// || 2nd slot
 * Everyone indicates their needs/questions;
 * Others offer to help;
 * In two rounds of 35 min we get to work on these slots; || //We develop a collective vision of change//
 * **Day 3 (Thu. 26 Jan.)**
 * 1) Track 1: Develop a vision of change together based on previous sessions. One group works on outcomes, other one on outputs and we bring the 2 together,
 * 2) Track 2: Work on 1 - 3 different aspects: e.g. comms on campus, working with wider networks, Wider livestock agenda, CG comms. || Invite Iain / Shirley for inputs || 1st slot
 * Writing about this workshop (Maarifa);
 * Updating FAQ section on the wiki; ||  ||
 * 2nd slot
 * Regional communication;
 * Campus communication;
 * AOB (Bruce?)
 * Closing ||  || 2nd slot
 * Speed dating;
 * Mapping of work going on / issues that we are working on (and would like to discuss in more details next time);
 * Introducing some work we're doing
 * Reflection on the value of this group;
 * Come up with a topic for discussion next time. || //Contacts made with the KM4Dev Ethiopia network//


 * || **Morning**  ||  **Afternoon**  ||
 * **__Day 1__**


 * AM1:** all staff

All staff
 * AM2:**

All staff
 * PM1:**

All staff || - **AM1**: - **AM2**: What we’ve done since the last P&C retreat: Highlights of what’s been happening (10 min each) + Skype liaison for those that are not around. + ** prepared before. ** - Key recommendations from the Communications Review (**Bruce**, Susan, Peter) - Key outputs from the ILRI Management Retreat (and how does this impact P&C (**Bruce**) / What’s the big picture at ILRI (moving to recharging, CRPs etc.) - Presentation about achievements from last year (Susan); - Purvi / Liz to prepare? - Interactive sharing – all on main picture; - (hinting on lunch – starting rich picture) - Graphic lunch: Where do our different activities relate and come together? Rich picture to work on in 2 groups? à Share on Yammer + need specific paper table cloth for this . || - **PM1**: What has changed since last P&C retreat? 1) What has been happening at ILRI? 2) What has been happening around us (beyond ILRI) 3) What opportunities do we need to grab (World restaurant )? Give option to Yammer suggestions on ILRI comms for inputs there (to be added between rounds of world café) World café/restaurant to be facilitated by someone else (because common form)? E.g. Tsehay? - **PM2**: What are the key challenges and opportunities we cannot afford to miss: at ILRI, in the CG system, more widely? (Buzz in small groups 1st then Samoan circle) – if we can have one person monitoring yammer, offer to have a liaison there (alternatively we can all take turns in monitoring it). - Integrate it with strategy: how do we want to input in the ILRI strategy? à Comms inputs to ILRI strategy. - **Social gathering?** || Ema + 5 + all Kenya staff || - **AM1**: Recap (by someone else). Vision of our change to be developed (and some M&E work to get there). Share it online for feedback. - **AM2**: SWOT analysis of the Comms team + Assessment of where we are re: challenges/opportunities (graphically, how much % ready are we?) then prioritise key activities. What can we sell and organise? Offer to do SWOT analysis also on Yammer. || - **PM1**: What are the other networks and organisations we should get in touch with and what should we tell/offer them? + prepare get together. Ask the question on Yammer and hope for answers from others. Plenary discussion and graphic recording about this + buzz groups to prepare cards on what we can offer / get <span style="font-family: Calibri,sans-serif;">- **PM2**: Get together KM4Dev AA. Meron, can we prepare any snacks and drinks? || <span style="font-family: Calibri,sans-serif;">- **Coffee break**: briefly present plans and offer to swap groups? <span style="font-family: Calibri,sans-serif;">- **AM2**: Action planning and all works (further). Lunch time closure || <span style="font-family: Calibri,sans-serif;">- **PM1**: Open space for anything that’s missing. <span style="font-family: Calibri,sans-serif;">- **PM2**: Presentation of our action plans and closure (bringing in others via Skype or other web-conferencing tools). ||
 * PM2:**
 * **Day 2:**
 * **Day 3** || <span style="font-family: Calibri,sans-serif;">- **AM1**: Recap (by someone else). Thematic groups to divide the works on how to prepare for the future. Possible to have skype liaison with people outside if clear overview of thematic groups made available on Yammer

What would be useful to know about each other? Race for truth Same as world café but some ideas and inputs are prepared beforehand e.g. on 1 ILRI strategy, on 2 CRPs on 3 social media changes, donor budget cuts etc. Possibly complemented with comms in CRPs and other projects instead Could be replaced with session on campus comms. Could also include the works on comms across regions etc.