Organizing effective events and conversations

Organizing effective events and conversations Ewen Le Borgne Komms Klinic Session ILRI, Addis Ababa, 20 April 2012

Overview• What are we talking about?• Basic ingredients• Effective conversations• Effective events• Need a Komms Klinic session?

1. What are we talking about?• Professional face-to-face conversations• Meetings, workshops, events…• And what’s going on around them• What makes a conversation effective? Let’s find out!

1. What are we talking about?

2. Basic ingredients1. Clear purpose and outcomes2. Great content3. A clear, flexible process4. The right people5. Strong logistics6. Learning and follow up

2. Basic ingredients Three activity phases2. Design and organize(prepare)3. Facilitate and manage(collaborate)4. Document, capitalize andfollow up (archive and act)

3. Effective conversations1. What makes an effective conversation? • Inviting • Relevant • Outcome-oriented • Mutually beneficial• What about events???

4. Effective events1. Design & thinking2. Content3. Process4. Participants & facilitators5. Venue, set-up, equipment…6. Results

4.1 Effective events: Design and thinking• Achieve clear purpose and outcomes• Mind the BOSSY HERALD!

4.1 Effective events: Design and thinking• Big picture• Ownership• Sharpness• Spectrum• Yearnings

4.1 Effective events: Design and thinking• How-to & heuristics• Extent• Running the event• Attendance• Location• Dynamics

4.1 Effective events: Design and thinking The agenda ien te d -or ome utc r O lea ant C ev R el ted nte graKnown to all!!! I lex ible F

4.2 Effective events: (Great) Content1. Inputs from previous work (publications) • In various formats?• On the spot inputs• Good questions!• Documentation of insights

4.3 Effective events: (A clear, flexible) Process1. What work methods?2. Time management3. Before–during–after4. Adapt for adult learning5. Review, learn, improve6. Interactive, engaging, dynamic

4.4 Effective events: The right people (participants and facilitators)1. The chair2. The facilitator3. The resource person(s)4. The minute-taker5. The social reporter6. The participants

4.4 Effective events: The right people Authoritative• The chair Sees to the outcomes Timely Respectful

4.4 Effective events: The right people Observing• The facilitator Good communicator Facilitates the process Refrains from intervening Creates a space Dynamic Remains flexible Balances needs

4.4 Effective events: The right people• The resource person(s) Presents content Knowledgeable Good speaker Interested Trustworthy

4.4 Effective events: The right people• The minute-taker Documents the meeting Asks questions Conversant Quick (blind types) Fast (to share minutes)

4.4 Effective events: The right people• The social reporter Listens carefully Conversant Teases out issues Multimedia- and keeps it all in savvy one place Fast Writes well

4.4 Effective events: The right people• The participants Active Motivated Curious Play the game Keen on sharing Humble Respectful

4.5 Effective events: Venue, set- up, equipment (Strong logistics)• Venue: Booked? Capacity? Acoustics? Easy to reach?• Transport All arranged?• Equipment Audio/video? Venue equipment? Test it all out!• Information Does everyone know where to go, what it’s about, whom they will meet, what they’re supposed to do before, during, after?

4.6 Effective events: (Learning and follow up) Results• Learning • New insights? • Critical issues? • Critical questions? • After action review? • Log book?

4.6 Effective events: (Learning and follow up) Results• Documentation and (social) reporting • Live document (Twitter, Yammer, pictures, audio/video, tags) • Capture signals (interviews) • Reflect (blog) • Document and archive

4.6 Effective events: (Learning and follow up) Results• Follow-up • Clear commitment • Accessible to-do list & minutes • Check for comments • Double-check understanding • Come back on it next time • Build on it: what’s next?

4.7 Effective events: examples1. IPMS Experience-sharing workshop (‘IPMSGTP’)2. AgriGender 20113. AgShareFair4. USAid ‘Africa RISING’ design workshops

4.7 Effective events: examples

4.8 Effective events: So what?• Design smartly for maximum impact• Facilitate flexibly and interactively for maximum inputs• Document to maximize outputs, follow-up activities and… 1.…share information for the best outcomes

5.Need a KommsKlinic session?• We can support you with: • Design • Facilitation • Public speaking • Documentation and social reporting• Contact p.ballantyne@cgiar.org

Resources• Every presentation ever (video)• Examples on Maarifa• Organizing meetings effectively• Ewen’s bookmarks on del.icio.us• The chemistry of magical facilitation (1)(2)• An overview of Facilitation techniques• Find support on this and more on the ILRI Comms wiki (FAQ)

International Livestock Research Institute Better lives through livestock Animal agriculture to reduce poverty, hunger and environmental degradation in developing countries ILRI www.ilri.org

Organizing effective events and conversations

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