Report of the 3rd AfricaAdapt Management Group Meeting · • Outsourced to ILRI led by Peter...
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1 Report of the 3rd AfricaAdapt Management Group Meeting 1 14 May 2012, Nairobi, Kenya
Transcript of Report of the 3rd AfricaAdapt Management Group Meeting · • Outsourced to ILRI led by Peter...
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Report of the 3rd AfricaAdapt Management Group
Meeting1
14 May 2012, Nairobi, Kenya
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Table of Contents Page
1. INTRODUCTION------------------------------------------------------------------------------------- 3
2. KSO TRAINING WITH IDS SUPPORT - (2nd of APRIL 2012)---------------------------- 3
3. AFRICAADAPT MANAGEMENT GROUP MEETING CURRENT SITUATION: (
APRIL 3RD 2012)-------------------------------------------------------------------------------------
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3.1 Opening session ---------------------------------------------------------------------------- 4 3.2 Financial and Admin Update------------------------------------------------------------- 4 3.3 Activities undertaken since ACCRA and plans----------------------------------------- 4 3.3.1 Progress report by FARA--------------------------------------------------------------- 4 3.3.2 Progress report by ENDA----------------------------------------------------------------- 6 3.3.3 Progress report by ICPAC---------------------------------------------------------------- 6 3.3.4 Session 4: Work plan till end of 2012-------------------------------------------------- 8
4. THE FUTURE OF AFICAADAPT AND WAY FORWARD ( 4TH APRIL 2012)----- 12
4.1 Session 6: the future of AficaAdapt--------------------------------------------------------- 12 4.2 Unique selling points of African adapt------------------------------------------------------
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4.3 Assessing strength of AfricaAdapt----------------------------------------------------------
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4.4 Way forward and recommendations---------------------------------------------------------
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Annex I: Meeting Program ----------------------------------------------------------------------------- 14 Annex II: Meeting notes from KSO Training day on facilitation----------------------------------- 16 Annex III: E-Discussion Planning Template------------------------------------------------------------ 20
Annex IV: brainstorming session to assess priorities and relevance with regard to the future of AfricaAdapt ----------------------------------------------------------------------------------
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Annex V: List of Participants for AfricaAdapt Management Meeting to be held in Nairobi from 2-4 April 2012--------------------------------------------------------------------------
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1. INTRODUCTION The AfricaAdapt network is managed by three partnering institutions namely ENDA in Senegal, FARA in Ghana and ICPAC in Kenya. The Management Group (MG) of the network meets face to face
every six months. The 1st and 2nd MG meetings were held in Dakar, Senegal, from 17-19 Jaunaury 2011 and in Accra, Ghana from 26-28 September 2011 respectivlty. As
agreed in the 2nd MG meeting ICPAC hosted the 3rd MG meeting from 02-04 April 2012 at the Safari Club Hotel in Nairobi, Kenya.
The objectives of the meeting are;
To review progress and lessons from implementation of Phase II activities for the reporting
period October 2011 – March 2012
To review work plan for the next reporting period (October 2011 – March 2012) and develop
proposal for Phase 3 of AfricaAdapt
To review and discuss AA management against progress towards network objectives
To enhance the capacity of KSOs
The program of the meeting and the list of participants is annexed with this report. This report also provides the highlights of the meeting and the agreements reached on future activities.
2. KSO TRAINING WITH IDS SUPPORT - (2nd of APRIL 2012) The sessions of Day 1 moderated by Dr Blane Harvey of IDS focused on building the capacity of ksos in facilitating online and offline discussions. The Appreciative Inquiry (AI) method was used to facilitate the training. The philosophy of AI is to build an organization around what works, rather than trying to fix what doesn't. It attempts to use ways of asking questions and envisioning the future in-order to foster positive relationships and build on the present potential of a given person, organisation or situation. This method can enhance an organisation's internal capacity for collaboration and change. Appreciative Inquiry utilizes a cycle of 4 processes namely:
DISCOVER: The identification of organizational processes that work well.
DREAM: The envisioning of processes that would work well in the future.
DESIGN: Planning and prioritizing processes that would work well.
DESTINY (or DELIVER): The implementation (execution) of the proposed design
Main observations and outcomes of the training include;
The training provided KSOs with both theory and practice on the steps to conduct online and offline discussions.
The two Dgroup discussions already conducted by KSOs have given useful experiences
Facilitation is harder than it looks. It is important for the team to learn more on how to do it effectively.
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Interesting similarities and difference between on line and offline facilitation, and there is important value in cross-platform facilitation (linking online with offline)
Process and steps for facilitation were useful to review.
Better preparation for e-discussions is important. KSOs should use the proposed template (Annex III) for their planning, as well as to communicate all the work there is to do with the management group.
Notes from the training as compiled by Dr Blane Harvey are provided in Annex II.
3. AFRICAADAPT MANAGEMENT GROUP MEETING CURRENT SITUATION: ( APRIL 3RD 2012)
3.1 Opening session: The meeting was started with an opening remark from Mr. Zachary Atheru representing Prof. Laban Ogallo. Mr Atheru welcomed the participants to Nairobi and reiterated the support of ICPAC for the work of AfricaAdapt.
3.2 Session 1: Financial and Admin Update Mr Nicolas Durnet gave an overview of work schedule for the two day meeting which was endorsed by the participants. This was followed by a report on the budget status of FARA and ICPAC. Mr. Durnat explained that disbandment of funds to partners was delayed because of the audit conducted by the IRDC early in the year. Issues raised on the presentation include why expenditures made by ENDA was not included in his presentation and the need to deliver outputs on a timely basis.
3.3 Session 2: Activities undertaken since ACCRA and plans In this session Ms Jacqueline Nnam, Miss Oumou Kulubaly and Mr Abebe Tadege made a presentation on activities undertaken by their respective institutions. Main activities achieved during the six months period are highlighted below.
3.3.1 Progress report by FARA
Website
The refreshed AfricaAdapt website was launched in November 2011. Most new functionalities have been added and a draft user manual is already circulated. Pending activities which will be covered in the April – September 2012 period include adding new functionalities, content review and editing, translation of key pages and hosting costs.
Dgroup discussions
• Set up the discussion space on dgroups
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• Co-facilitated discussions on effects of climate change on smallholder farmers (Nov.
2011) and GMOs and local seeds (February 2012)
• Provided training and technical support to ENDA in using the dgroups platform
Policy briefs
• Writing and design outsourced to GreenInk
• Draft of first brief on climate change and smallholder farmers is out
• Brief to be released by April 13th for Ministerial dialogue
• Second brief on GMOs and local seeds due in June?
Meet and greets
• 1st held in Accra, October 2011 with University of Ghana
• 2nd M&G scheduled for June in Nigeria (Ibadan?)
• All focused on agriculture
Newsletter
• Led on 7th edition, released in February 2012
• Thematic focus on agriculture (projects, resources, guest article)
• Will lead on July edition
Resource guide (RG) on social media
• Outsourced to ILRI led by Peter Ballantyne
• Draft ready and available on the wiki
www.socialmediaguideafrica.wikiapces.com
• Final product of the Resource Guide by 13th April
• Pending decision on integration with AA website
• Next guide on agriculture and climate change due in June
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Lessons learned
• Prioritise deliverables (fixed outputs and ongoing activities)
• Outsourcing helps reduce KSO load, enrich AA outputs, build partnerships (but
requires close monitoring)
• Flexibility in implementing activities like meet and greets supports innovation
• Online discussions are good for member engagement, but need considerable
investment in planning and delivery
• Open communication and trust is essential for partnership sustainability
• Need for complete handover of “AA systems” hosted by IDS
3.3.2 Progress report by ENDA
Miss Oumou Koulibaly gave a highlight of the activities completed, ongoing and pending at ENDA as follows.
Completed activities
• 1 Meet and Greet in Burkina Faso
• 2 dgroups conducted, in colab with the other KSOs
Activities in progress
• Newsletter: first draft shared
• Radio: Initiated discussion with AMARC on an eventual partnership with AA on an Africa-Asia-Lat Amer. proposal.
• Analysis feature of the Database – Draft ToRs in Fr shared with developer to get sense of what’s possible and what’s not.
Pending activities for financial reasons
• IF: since November 2011
• Meet and Greet in Mali
• IK work in Burkina Faso
• Resource Guide (to be outsourced)
3.3.3 Progress report by ICPAC
Resource guide
A resource guide on basics of climate change science has been drafted by ICPAC. The guide
is meant to provide especially non-climate experts with summaries and key resources on
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major areas of climate change science namely
History of climate change science
Basic concepts/terminologies
Paleoclimatology
Causes of climate change
Historical observation
Future climate change scenario
ICPAC is in the process of contracting a consultant to review the draft guide.
Monitoring & Evaluation Evaluation of meet and greet events conducted in Entebbe (Uganda), Burkina (Burkina Faso) and Accra (Ghana) have been done through a questioner. Two bi-monthly Skype meetings were conducted with KSO to document their observations of outcomes from implemented AfricaAdapt activities. Web statistics will be another source of information for the M&E report.
Collaboration with partners ICPAC is collaborating with partners interims of contributions of articles to newsletters, summarizing Dgroup discussions and sharing of information on the AA web platform for example the COF 30 climate outlook and other resources.
Indigenous knowledge (IK) ICPAC developed the initial concept note for IK activities. Following the concept note a TOR is finalized to contract a consultant to develop the inventory on IK. Concept note was shared with Ms Anke and it was agreed to be mainly a desktop study on some countries in the eastern and southern Africa. It is based on a 3 month contract. Main observations, issues raised and recommendations from session 2 include;
ENDA (Nicolas) Need to show the financial statements/balance based on details from the partner
organizations. i.e based on organizational approach
Lateness of disbursement of funds pegged on the audit conducted by the IRDC early in the year.
Deliverables need to be achieved in time and overall report needs to be done. FARA
There is a need to update the template for the newsletter. The adobe Dreamweaver used previously was a trial version and it is now expired. It was also suggested to develop a new template
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The there is a need to include emailing feature on the AA platform.
Some functionalities of the website are not working and needs to be fixed.
Problem with the You-tube channel: associated to coding in the platform needs to be addressed by the developer.
The social media resource guide need to have clear major and minor sections/components. Clear.
There is a need to acknowledge the contribution of other partners in the content.
There is a need to produce a printable version of the social media guide.
ENDA
There is a need to update and the situation analysis data base make it accessible to users.
The IK work at ENDA need to be coordinated with IK work at ICPAC including the TOR.
Issues raised with regard to IK include its depth, extent (small communities in Senegal, Mali, Benin, Togo and Burkina Faso) and the approach (survey, knowledge mapping).
ICPAC
The resources guide needs to be provided in both online (wiki/ website) and also a printable format.
Need to collaborate with other climate institutions in Africa with regard to climate science resource guide.
There was a suggestion to include survey in some places in addition to desktop studies
It was suggested that the links on climate change resource guide need to have a short description on the contents.
The resource guide need to include links with Africa focused sources of climate information E.g Climate system analysis group in South Africa which downscale global models for use in adaptation in Africa.
3.3.4 Session 4: Work plan till end of 2012 This Session was facilitated by Mrs Myra Wopereis form FARA. Mr Moussa Na Abou Mamouda gave a summary of activities completed, remaining activities, potential reasons for work stagnation and some suggestions for the way forward. The completed activities include;
• Attended CoP 17: IDRC Official side event, AA/CCFP/START side event, FARA side event, FARA Round Table,
• FARA RG, • Redevelopment of Platform, • 3 Newsletters (Symposium, FARA, ENDA),
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• 3 Meet and Greet events (ICPAC, FARA, ENDA), • 1st Policy Brief by FARA, • M&E forms: for Meet & Greet, IF, • Situation Analysis: Draft ToRs (in Fr) shared with developer, working with Pete (any
news?) • Second Interim Report submitted in Oct 011, • weADAPT-AA-CIP project with support from CDKN, • Training in Dakar on Communication/Marketing Strategy in preparation for CoP 17, • Radio: AMARC workshop in Dakar, AMARC Proposal,
Remaining activities, potential reasons for work stagnation and some suggestions for the way forward include;
• Capitalization of Inovation Fund (IF) 1 and 2 with a publication: Limited budget -
Market the idea with other donors, • Contract Anke on IK work (due since mid 2011): very little progress - Partners to
suggest way forward NOW, • ICPAC RG (initially due Oct. 011): Still on-going - Partners to suggest way forward
NOW, • ENDA RG (initially due March 012): No more money at ENDA - ENDA to outsource
work as soon we get second disbursement from donors. • 5 remaining newsletters: On-going work – KSO should make it their priorities -
Target one newsletter every month from May to September, • 3 more Meet & Greet events by KSOs: On-going work – Could be done by Sept 012 -
Link up with other meetings organized by partners, • 8 more Meet & Greet to be outsourced to members: Budget constraints - Identify
orgs to organise these events as soon as we get second tranche of money from donors.
• KEF to be transformed in one bigger event: Concept to be developed - No follow up by managers - MG to identify and start talk with potential partners for this bigger event,
• 08 IF selected since Aug. 011 but fund not disbursed: Budget constraints - Funds to be disbursed as soon as we get second tranche of money from donors,
• M&E: More data collection forms to be developed (Platform, D-groups, Twitter, RG, Newsletters) – still to come - Outsource the work with IDS.
• 2 M&E reports to be produced: delay of activities - partners to make suggestions, • 1 Story of Change to be produced: partners to make suggestions - Outsource the
work with IDS, • 3rd Interim report to be submitted by Mid April: On-going work – FARA already
submitted it’s report to ENDA - ENDA and ICPAC to get their draft reports asap.
Other points raised since Accra
• Interns for KSOs: Budget constraint - Focus our energy on priorities, • Orientation Committee: invitations sent but no follow up - We seem to have been
too ambitious - Listen to our members to reorient network activities if required, • Fourth Partner: Lack of leadership - MG to take greater role,
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• Consultant for a Strategy document for AA: Budget limitations - Work with IDS • Proposal to IDRC for additional support for P2 (not successful): CCAA team did not
succeed to convince donors for additional support – AA was not able to diversify donors: Seek commitment from partners’ senior managers on willingness to continue institutionalization of AA – Review fund raising strategy,
• Partnership with CORAF (still not clear): Confusion here: Abdulai said CORAF has signed agreement with FARA to work with AA; FARA said the opposite - Meeting with Abdulai,
• RiU (dropped): End of CCAA program funding period - New AA proposal for funding to build on CCAA PARs findings
Table 1: Assignment of activities and millstones
Activity Deadline ENDA
Innovation Fund: release to winners – 50%
April
Situation Analysis: clean, access, analysis + narratives
May
Financial overview: received, disbursed, projections, reporting, payment to IDS
April
Resource Guide (2): one on Risk Communication, another theme to be proposed
May/June
Newsletter Ongoing to be released in April, Another one in Aug./September
Orientation Committee: Suggest way forward
April
Meet & Greet - Outsource May-July KEF – piggy-back meeting in West Africa To be confirmed in April
ICPAC Resource Guide Ongoing on climate science: April
Another one by August M&E: update table, collect data (outputs, immediate outcomes), analysis, report and stories of change
April/May
IK: Mapping, link with ENDA for West Africa
June
Newsletter May Meet & Greet - KSO June Meet & Greet - Outsource May-July KEF – piggy-back meeting in East Africa COF meeting September
FARA Policy brief CC & Agriculture: April
GMO: June Online Platform May Resource Guide Social media: April
Another theme to be proposed: June/July
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Meet & Greet – KSO (Ibadan) May Newsletter July KEF – piggy-back meeting in West Africa Learning and Innovation platform
meeting - Aug/Sept. Meet & Greet - Outsource May-July Themes for RGs (Jackie to use survey and collect ideas from members – ENDA to help with translation of survey) to get ideas on topics for RGs : April
o Access to finance for adaptation, o Tools to integrate CC into policy, o Tools for V&A, o More ideas
Meet & Greet outsource
o April: ENDA to amend on contract for meet & greet outsource o May: Schedule of Meet & Greet outsource done,
M&E
o Collect observations from KSOs, o Next KSO meeting on M&E, o Baseline: June 2011, o Consult external evaluation report, o Use survey Monkey to collect external data o Use Bitly to monitor clicks/visits on RGs, Newsletters, Other docs on the platform.
4. THE FUTURE OF AFICAADAPT AND WAY FORWARD ( 4TH APRIL 2012)
4.1 Session 6: the future of AficaAdapt This session was mainly a brainstorming session on issue to take into account for the third phase of AfricaAdapt including assessment of priorities, importance and relevance and was facilitated by Dr. Blane Harvey. Each participant was first asked to write ideas on flipcharts for a possible third phase with regard to the following issues;
New activities/ initiatives
Management structure/ Principle
Target audiences (Priorities) Collect ideas from members on themes Objectives of AfricaAdapt
Current Activities
Unique selling points of African adapt
Resource mobilization strategy
Participants were then asked to indicate their agreement /disagreement to each forwarded idea using keys. The outcome of the exercise are provided in Annex ???.
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Key + Agree ? Explain ! Need to discuss The main observations from the exercise are:
Collecting ideas from members on themes needs to be included as a new activity/initiative
The management of AfricaAdapt needs to be rotational
AfricaAdapt needs to change from a project to a real network
Greater commitment/engagement of Management Group (MG) members to AfricaAdapt is essential
AfricaAdapt needs to focus on activities with real added value to the network
Key target audiences are (NGOs/ CBOs, Researchers, Policy makers/advisor and local communities accessing them through intermediaries. The NGOS/CBOS were more considered due to their refined scope and direct linkages to the local communities. However issues on whether to engage intermediaries or whether to target the communities directly arose as to the best and most effective.
Existing objective of AfricaAdpt are still relevant for the third phase
CIDA, AFDB, EU, USAID were identified as potential funding organization for the third phase
4.2 Unique selling points of African adapt The unique selling point of AA is brokering and connecting people in tailored platforms and at scales e.g community level. This is because there are many other institutions but they vary in the reach to user groups. For instance the M&G in Burkina Faso led to online discussions which led to the production of a policy brief. Another unique selling point is that AA is African based and African focused. This is in the fact that it provides an African-led /focused information, African tailored platform (online and face-face) and tools and it connects different African platforms. This unique selling points need to be schematized in a holistic image of AA. There is need to package AA well to enable to determine who and where of the resources when considering resource mobilization strategy. The niche is clear from the unique selling points.
4.3 Assessing strength of AfricaAdapt The three partners of AfricaAdapt (ENDA, FARA and ICPAC) were asked to make an assessment of the strength of AfricaAdapt by indicating the value of existing activities and objectives on a flip chart. Comparison of the assessment exercise shows that the objectives and activities are still valid and relevant. The value of the objectives of AA after the self assessment shows almost similar agreement among the three partners. There is also a
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general overall agreement on the value AA activities. However the assessment is influenced by how one is engaged or understands each of the activities. ENDA’s chart shows that they deliver better on activities as compared to the objectives while ICPAC’s chart shows that they deliver better on the objectives than the activities. ICPAC looked at what has been achieved or completed. It was noted that when people take ownership of an activity they feel the quality or positive assessment on it. In the ICPAC’s chart, the policy brief score was not high because of the direct impact due to delivery. While in the FARA’s chart the policy brief was highly rated because of the confidence they have in their reach/ distribution activities.
4.4 Way forward and recommendations
All partners to speedup delivery of activities and meet targets / millstone as agreed in the plan.
ENDA (Nicolas) to coordinate the to work on the concept note with input from Blane and the Management Group members and summit to potential donors identified as soon as possible
Partners to support the salary of KSOs for four months until funding for AfricaAdapt phase 3 is secured.
The report of the third management meeting to be made available to partners by 18 of April 2012.
Encourage/ invite members of AfricaAdapt onto the management of AA
Call for greater commitment from managers.
Need to ensure continuity of the network as a network rather than a project beyond the September deadline and ownership of the network to remain with all the organizations.
To consider decentralized fundraising and fund management in the future
Issues on the use of the AfricaAdapt products and logo incase of discontinuity due to lack of funds
It was proposed that each partner organize one KEFs
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Annex I: Meeting Program
MONDAY 2nd of APRIL 2012 – KSO TRAINING WITH IDS SUPPORT- KSO SKILLS DEVELOPMENT AND PLANNING DAY
Advance preparation:
Reading: Good Practice: E-Facilitation (SDC); Experts’ e-discussions: Top-tips for stimulating engagement (IDS)
Bring outputs and reports from first two d-group discussions.
Bring suggestions on topics for next e-discussion
Bring work in progress that you’d like feedback on
9:00-10:45 Session 1: Reflecting on online facilitation
Step 1: Appreciative inquiry Step 2: Review of suggestions on techniques and processes (based on readings) Step 3: Linking discussion groups to other AA activities and objectives (using examples of first two D-groups and a mapping of planned and current activities)
10:45-11:10 Coffee break
11:10- 11:40 Session 1: Reflecting on online facilitation
Step 4: Review of proposed E-Discussion planning template (below) and trial use for future
11:40 – 12:40 Peer assist: Topic(s) TBC – KSOs encouraged to suggest topics and bring work in progress for peer-to-peer support
12:40 – 14:00 Lunch
13:30 – 15:15 Session 2: Reflecting on face to face facilitation
Step 1: Appreciative inquiry Step 2: Comparing and contrasting online and face-to-face facilitation strategies (brainstorm) Step 3a: Scoping new opportunities for f2f engagement Step 3b: Maximising the value of our face-to-face interactions (using mapping of planned and current activities, including M&E)
15:15 – 15:45 Coffee break
15:45 – 17:30 Workshopping (individual KSO work with group feedback)
Option A: Online tools Option B: Facilitation Techniques (online or offline) Option C: Photo and Video techniques Option D: Your choice!
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TUESDAY 3rd of APRIL 2012 – Management Group Meeting : Current situation
9:00-10:45
Welcome from Prof. Ogallo 1st session Financial and Admin Update (Nicolas)
- Overall Budget/Budget travel
- Admin (AA manager change, Audit, others)
10:45-11:10 Coffee break
11:10- 11:40 2nd session: Activities undertaken since Accra and plans (Moussa, Oumou, Jackie, Abebe)
- i)what has been done, ii) what is currently missing
iii) lessons learnt, iv) activities to be implemented the
coming months, v) Other activities (Symposium and
others)
11:40 – 12:40 3rd session: Online platform (web/tweeter…) (Myra and Moussa?)
- Web-development assessment
- Online stats (web as well as tweet)/feedback from
members?
- Collaboration with other platform
- What should be improved?
12:40 – 14:00 Lunch
4th session: Work plan till end of 2012 (Gilbert?) - A new thematic?
- Work division among partners
WEDNEDAY 4th of APRIL 2012 – Management Group Meeting: the future beyond 2012
13:30 – 15:15
5th session: Internal AA assessment: strengths/weaknesses (Blane/Nicolas)
- Feedback from questionnaire sent by Nicolas,
- Internal discussion among staff
15:15 – 15:45 6th Session : the future of AA - Where should we be going ?
- Nicolas to present a concept note to AA staff
- Way forward
THURSDAY 5th of April – Blane and Nicolas to keep working on a proposal for funding
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Annex II: Meeting notes from KSO Training day on facilitation Morning session: Online facilitation
9:00-10:45 Session 1: Reflecting on online facilitation
Step 1: Appreciative inquiry Step 2: Review of suggestions on techniques and processes (based on readings) Step 3: Linking discussion groups to other AA activities and objectives (using examples of first two D-groups and a mapping of planned and current activities)
Step 1: Appreciative inquiry Discovery (what already works well):
- Enthusiasm and buy-in from network members - Quality of the contributions (particularly in the second discussion) - Wide ranging participation (from a good cross-section of participants) - Facilitators chose material to share that interested participants and stimulated
discussion - Open to both Francophones and Anglophones - Genuine debate emerged - Our institutional colleagues participated - There were good resources shared among members
Dream (what we’d ideally like to see): In the lead up to e-discussions:
- Topics for discussion suggested by members - Advanced preparation and capacity building for facilitators - Smooth start-up (in terms of technical issues) - Clearly stated benefits for different participating stakeholders
In the delivery of e-discussions:
- Active debate - Facilitators stimulate discussion - “crowd-control” (keeping overbearing participants from silencing others) - Diverse range of participation
In the follow-up to the discussions:
- Clear positions are stated - There is a sense of closure - A quality summary of discussions is produced - Awareness is raised among decision makers - Knowledge products are produced
Throughout all three steps:
- Expert involvement
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- Deliver as promised to participants Design (looking at good practices to inform our practice): Distributing roles in the discussions (many brains and distributed capacity lead to higher resilience):
- Facilitators: Bringing the best out of people during an event. “Traffic police” ensuring that people follow the rules of the road. Perhaps difficult to be the expert and the facilitator at the same time!
- Experts - Host: Providing logistical support, background to the event, etc. Does not necessarily have to
be the facilitator - Power participants: Selected on the basis of their reputation, expertise, or level of activity in
discussions. Can help to stimulate the discussions. However, they need to be carefully selected and managed by the facilitator. In order to do so we need to know profiles of our participants.
Roles of the facilitator (From SDC tip sheet - focus on areas we have not yet covered):
- Trust creation: Currently using good tone, one-to-one interaction, personal thanks and relationship building (to some extent). However, not yet providing clear rules for participants.
- Managing: Not yet providing clear goals of discussions, or understanding what participants’ goals are.
- Support: Focus has been on spontaneous contribution without many structured contributions. - Ownership: Not much work done in this area yet. Could present a future opportunity.
Other considerations:
- Budget: bringing in more roles (such as experts) will mean that online discussions will probably have a cost associated with them. Is this feasible?
- Expanding uses of d-groups: smaller discussions among sub-sets of members, using discussions in the lead up to face-to-face events, etc. are all possibilities to expand the range of discussion purposes.
- Technical considerations: if hosting discussions with sub-groups it will require setting up different d-groups
- M&E: To date there has not been M&E done on the discussions. This represents an opportunity to track the impact of the network since discussions are easy to capture and review.
Linking e-discussions to other AA activities: KSOs are encouraged to think through how they might draw links between e-discussions and the other activities managed by AA. This can mean featuring the discussions or the outputs from the e-discussions on other platforms, or alternatively, bringing voices to the e-discussions through these other platforms. In some cases (e.g. communities) it may require translation into other formats or selecting other resources on the theme in question that can accompany the content to make it applicable to a particular form or group. Link with aims: Creating spaces for exchange Focus on agriculture and CC Linking stakeholders (policy/research)
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Link with channels: Twitter; YouTube; Meet and Greets; Policy Briefs; Newsletter; Presentations at events; website Link with stakeholder groups: Policy makers; researchers; communities
11:10- 11:40 Session 1: Reflecting on online facilitation
Step 4: Review of proposed E-Discussion planning template (below) and trial use for future
KSOs reviewed, updated, and approved a new planning template for E-Discussions, which will be circulated with this note. Afternoon Session: Offline (face to face) Facilitation
13:30 – 15:15 Session 2: Reflecting on face to face facilitation
Step 1: Appreciative inquiry Step 2: Comparing and contrasting online and face-to-face facilitation strategies (brainstorm) Step 3a: Scoping new opportunities for f2f engagement Step 3b: Maximising the value of our face-to-face interactions (using mapping of planned and current activities, including M&E)
Discovery (what’s working well):
- Able to provide space for those who aren’t often heard (helping them to articulate their needs)
- Lots of experimentation and thinking on our feet - Highly interactive - Created friendship and trust - Informal - Supports the initiatives of others - Created opportunities for people to learn from each other - Brings others on board - Shows a diversity of voices
Comparing and contrasting online and face-to-face facilitation
- Time management is more difficult in face to face environments - The lead up to face to face events requires more investment - Face to face meetings require more resourcing - Online facilitation allows a greater number of people to be engaged - Creating trust is more challenging online than face to face - There are some important differences between synchronous (happening in “real
time”) and asynchronous (delays between exchanges, such as over emails) types of facilitation
o Some participants’ contribution styles may benefit from asynchronous exchange as it gives them longer to reflect, construct their message, and work with language barriers (use a dictionary, re-read, etc.)
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o Record keeping, data collection, and resource sharing can be much more systematically done in online spaces
- Moderation in face to face events is more challenging - Online facilitation is less carbon intensive
Planned and potential face to face facilitation opportunities
- Meet and greets (8 by AA members; 3 by KSOs) o Focus on problem solving o Capture outcomes and recommendations to share with the network o KSOs to help shape the agendas for other member-run Meet and Greets o KSOs to offer guidance on methodology for members who may not be used to
interactive approaches to facilitation - KEF or Symposium
o Ensure wide representation o Ensure that AA shares some of its own lessons rather than just convening o Avoid panel presentation and powerpoint overkill (perhaps world cafe style) o Field visits? o Create an informal discussion area o Bring in outside facilitation so AA team can also take part
- CBA 6 (Hanoi) - COF 31 - IPCC SREX (Dakar) - Benin Francophone climate network
15:45 – 17:30 Workshopping (individual KSO work with group feedback)
Option A: Online tools Option B: Facilitation Techniques (online or offline) Option C: Photo and Video techniques Option D: Your choice!
KSO work:
- Oumou: edited video for uploading to YouTube account - Abebe: searched, selected, and uploaded a research paper to the AfricaAdapt website - Jackie: developed strategies for engaging with AA members via d-groups between the
formal d-group activities - Moussa: investigated platform functionality problems and discussed ways to better
distribute the Newsletters Reflections at the end of the day: - Facilitation is harder than it looks. It is important for the team to learn more on how to do it effectively. - Interesting similarities and difference between on line and offline facilitation, and there is important value in cross-platform facilitation (linking online with offline) - Process and steps for facilitation were useful to review. - Better preparation for e-discussions is important. KSOs should use the proposed template for their planning, as well as to communicate all the work there is to do with the management group.
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Annex III: E-Discussion Planning Template
Visioning
Who: Whose voices and participation do we want to engage? (Be specific!) Are there specific roles that some of them might play? (Convenors, power participants, etc.)
What: What issue(s) do we want to explore with them?
Why: Why is this issue important and timely? What do we hope to achieve through this discussion and the subsequent influencing that we will engage in?
When: When will the lead-up, discussion, and follow-up action take place and for what period of time? What is the most appropriate length of time for this discussion?
How: How will we ensure that participants engage with the topic, focus on the issues we’d like to explore, and give meaningful contributions? How will we achieve the impact we want to see with the results of this discussion, and how will we track the impact?
Planning (Who should do what, when?)
Lead-up: (how do we stimulate interest, ensure the right people will join, and allocated the necessary resources)
Discussion: (who will do what during the discussion period)
Follow-up: (how will we capture the discussions; what will we produce/do as a result, for what; and how will we evaluate our work?)
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Annex IV: brainstorming session to assess priorities and relevance with regard to the future of AfricaAdapt Key + Agree ? Explain ! Need to discuss
New activities/ initiatives New activities/ initiatives
Key Remark
Online tools (Twitters, Local language videos , weekly newspapers)
Sms alerts ????
Develop mechanisms for reaching the communities in an effective manner (Community radio)
??! +
Develop closer linkages with mainstream media. E.g science journalist
?? ! ?
Collect ideas from members on themes + + ++
Develop mechanism of membership categorization + ? !
Management structure/ Principle Management structure/ Principle Key Remark
Rotational management 1year per partner + + + +
KSO + + ?
Face-face meeting +
Virtual meeting + Reduce cost
Build trust between partners ++
Change AfricaAdapt from a project to a real network ! + + +
Need for greater commitment from managers + + + +
Focusing on activities with real added value and contribution to the network
+ + +
Decentralized fund raising and fund management ! ! +
Greater engagement with orientation committee + +
Target audiences (Priorities) Target audience key Remark
NGOs/ CBOs + + + + + + + NGOs are bigger than CBOs. Scope needs to be refined
Involve local communities directly + + + + Intermediaries can be considered at some level
Researcher + + + + +
Policy makers/advisor + + + + ? Can be at regional, national, sub-national or local level. We need to define these people
Media (community radio) + ! !+
Large Intermediaries and organizations Involve partners
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Objectives Objectives Key Remark
Facilitate knowledge sharing within stakeholders
+ + + + + + +
Broker partnerships ++++++
Add value to information + + + + + Making sense of information and relevant, Translation and Information selection/data cleaning
Increase visibility of African adaptation knowledge in the regional process and initiatives
+ + + + Especially review of local knowledge
Current Activities Current Activities
Key Remark
Thematic documentation + + + + + + + Consider contribution of members
IK mapping and analysis + + +
M&G + + + + +
Policy brief + + + + +
Online discussions + + + + + +
Resources guide * + +
Innovation funding + + + + + Need to be enhanced
Newsletter + Find alternative ways of sharing the same information
Big Events (KEF) + + + + Link to big events, consider partner institution as platforms for visibility
Resource mobilization strategy Foundation Key Remark
CIDA + + +
AFDB + + +
EC ? + +
USAID ? + +
BRAZIL +
China (Partnerships) ?
AUSAID (Australia) ++
ACIAR (Australia) ++
Evaluation of values of activities as common to all partners M&G and brokery activities can be considered as key achievements or key areas. Value/quality Activities Remark
High Value Meet and greet Brokering relationships
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Resource guides Situation analysis
High quality Meet and greet
Policy Brief
Big Events
Facilitation of flow of knowledge
Low Value Newsletter
Big Event
Low Quality Radio Require situation analysis on the way forward
Fostering relationship FARA has direct relationship with decision makers and cannot drop them. Due to the interlink of adaptation it’s hard to drop any set of stakeholders Calls for the shift from community decision makers as agreed in brooklyn
Visibility of African knowledge ( international process
The visibility of COP was of little value addition in the objectives of AA
Sms alerts
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Annex V: List of Participants for AfricaAdapt Management Meeting to be held in Nairobi from 2-4 April 2012
No Full Name of
participant
Title/role Institution and email
address
Arrival date in
Nairobi
1 Ms Jacqueline NNAM
Knowledge
Sharing Officer
FARA
Accra, Ghana
Sunday 01 April
2012
2 Mrs Maria Myra Pura
WOPEREIS
Management
group member
FARA
Accra, Ghana
Tuesday 03
April 2012
3 Miss Oumou KOULIBALY
Knowledge
Sharing Officer
ENDA
Dakar Senegal
Sunday 01 April
2012
4 Mr Mamouda MOUSSA NA ABOU
Network
coordinator
ENDA
Dakar Senegal
om
Sunday 01 April
2012
5 Mr Nicolas DRUNET
Project
Manager
ENDA
Dakar Senegal
Monday 02
April 2012
6 Dr. Blane Harvey Consultant IDS
Briton, UK
31 March 2012
`7 Mr Abebe Tadege Knowledge
Sharing Officer
ICPAC
Nairobi, Kenya
8 Dr. Gilbert Ouma Management
group member
ICPAC
Nairobi, Kenya
9 Mr George Kabaka PhD student ICPAC
10 Dr. Luke ICPAC
associate
ICPAC
