Virtual+CKM+meetings+Q1+2018

ILRI Comms virtual meetings Skype for Business, 23 and 26 February 2018 (three meetings)

Background information
The ILRI comms leadership team (Shirley, James, Susan, Ben) would like to host a series of virtual meetings to look at important aspects of ILRI comms work. 2017 has been a year of intense change and ILRI comms folks have not sat together for a long while. Bearing in mind budget constraints it is not possible currently to hold a face-to-face meeting with everyone but this series of meetings should be a way to reconnect with each other, with the vision we have for our work, with insights from 2017 and with ideas for what we should focus on in 2018.

Some of the exercises that will be introduced in these sessions were part of the leadership training course that Shirley attended. Find handouts of the tools hereby - and note that only the ones indicated in bold may be used in these sessions. See the staff survey summary: See the presentation by Shirley: See the MeetingWords pad notes (session 1): See the notes from Paul (session 2): See the institutional calendar:
 * **[[file:Job_To_Be_Done_Analyzer1.pdf|Job to be done analyzer]]**
 * **[[file:Strategic_Link_Analyzer1.pdf|Strategic link analyzer]]**
 * **[[file:Team_Purpose_Statement1.pdf|Team purpose statement]]**
 * [[file:Shared-Vision_Builder1.pdf|Shared vision builder]]
 * [[file:Your_Elevator_Speech1.pdf|Your elevator speech]]
 * [[file:Money-Making_Model_Analyzer1.pdf|Money making model analyzer]]

Please also note that the meetings will make use of the following technology: Skype4Business for communication (talking) and MeetingWords for collaboration (writing).

**Pre-meeting: 16 Feb. 1.30-3pm EAT**
Leadership team meeting to test the first meeting and plan other aspects of the upcoming series.

First meeting: Friday 23 Feb. 11.00am-12.30pm EAT - Clarifying our purpose as ILRI Comms?
Friday 23 Feb. 11am-12.30pm EAT Outcomes: Everyone in ILRI comms co-creates the purpose of ILRI comms and understands how their work fits in that picture Process:
 * (10') Welcome (ST) + process introduction and group forming (ELB)
 * (50') Job to be done:
 * Team work on filling in the questions
 * Sharing back in plenary and teasing out key insights
 * (5') PPT on the ILRI strategy (ST)
 * (50') Strategic link analyzer:
 * Team work on filling in the questions
 * Sharing back in plenary and teasing out key insights
 * (5' / if time allows) Clarifying the team purpose statement and reacting on it

Second meeting: Looking back at 2017 and building upon our lessons.
Friday 23 Feb. 2pm-3.30pm EAT Outcomes: a) Everyone is clearer on the feedback that was collected by CKM staff and b) plans to address key problems are clear to everyone and possibly improved based on staff feedback.

Process:
 * 5' Introduction (Shirley and Facilitator)
 * 10' Presenting the key points of feedback (James / Shirley)
 * 5' buzz to add/adjust how the feedback was understood (participants)
 * 20' Sharing this feedback on the feedback (facilitator - structured go around) - clarifying with Shirley and CKM leadership team if all is understood
 * 15' Feedback from management about plans to address these issues (Shirley / James)
 * 5-15' Reactions and final take-homes
 * Closing by asking everyone to think about our individual clients, who they are and what do they need to do?

Third meeting: Planning 2018 ahead!
Monday 26 Feb. 2pm-3.30pm EAT.

Outcomes: Process:
 * Important milestones from 2018 at large, in CGIAR and at ILRI are known by all;
 * ILRI comms 'projects' are listed and prioritized collectively to inform KPIs/KRAs.
 * (5') Introduction and check-in (ST)
 * (30') Reviewing big 2018 initiatives and priorities:
 * (10') Institutional priorities for ILRI (Comms) - Read through the list
 * (10') ILRI comms priorities - Come up with other big ILRI comms priorities for the year
 * (10') External project priorities - Read through the list and clarify if anything is unclear
 * (20') Working individually and in pairs
 * Who are your (team’s) most important customers (internal or external)?
 * What are your customers’ most important goals?
 * What specific job are your customers hiring you / your team to do?
 * What one thing/project/type of work would you like to work on so as to grow and develop yourself and your work
 * What project do you need help with (from whom)?
 * What project would you be happy to help others with?
 * (15') Listing any loose issue to address
 * (15') Next steps and closing
 * How CKM leadership intends to tackle issues (5')
 * 2018 planning (3 minutes on what will happen with this?)
 * KRAs (1-minute statement about it ST/JS/SMM?)
 * Purpose statement for ILRI comms: task force (and process)? (5')
 * (if time allows) After action review with staff to find out what worked or not in this series of events - could also be done online/by email afterwards - or at least a few impressions from anyone?

Fourth meeting: What we do, what we don't do, and how we do (or who else does) what we don't do?
[Parked for later]

Possibly Fri. 23, 11.00-12.30 EAT. Outcomes: Process:
 * The key service packs of CKM are clearly delineated (to be discussed if to include or not);
 * Areas and tasks that are not (well) managed at the moment are listed;
 * Solutions are found (in-house, facilitated towards externals or not at all) for areas of work that no one is tackling.
 * 5' Introduction of the expected outcomes of this meeting (Shirley / CKM Leadership team)
 * 25' Brainstorming in small groups the different areas of work that are not well covered
 * THESE AREAS WILL HAVE TO BE LISTED (e.g. based on the 6-9 service packs CKM provide?)
 * 15' Brainstorming in small groups specific tasks that are not taken care of by anyone
 * 30' Sharing these in plenary and agreeing if a) ILRI CKM should do it, b) ILRI CKM should facilitate subcontracting for it, c) ILRI CKM could possibly just share options for others to act upon
 * 1-2-4-all on upcoming tasks and capacities that ought to be developed further by ILRI CKM.

Process details and follow up:
 * ELB to invite all CKM staff + Tezira, Bryan (PIL/UG), Mercy (TZ), Chi (VN), Muthoni (AVCD), Simret, Keita (Mali) to the meeting;
 * ELB to reach out to Tsehay and Ben to support on Addis/Nairobi sites;
 * ELB to contact ST about possibly bringing Stella and/or Aster to first meeting;
 * JS to prepare overview presentation on the feedback on the staff survey;
 * ELB and CKM leadership team to further develop concept for third meeting, and choose date for it.