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Conn@ct.Now Stakeholder Workshops

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  • 1. Stakeholder Engagement Workshop PackA practical guide to organize and conduct stakeholder workshops for countryoffices and (co-) facilitators involved in the MFSII Conn@ct.Now programme.
  • 2. Table of ContentsChapter Page1. Introduction to the Stakeholder Engagement Workshop Pack 22. Background information about Conn@ct.Now 33. Objectives & Goals of the Workshop and the Deliverables 64. Participants (stakeholders) 75. Logistics & Check List 86. Stakeholder Engagement Workshop- Session Outline 107. Budget Specifications 27AnnexesAnnex A1-A3 Invitation Letter Samples (NGO, Media, Companies)Annex B Child Consultation MethodologyAnnex B1 Child Consultation ICT & MEDIA tools iconsAnnex B2 Reporting format Child Consultation MeetingsAnnex C Required Stationary for WorkshopAnnex D Initial Project Concepts Conn@ct.NowAnnex E Workshop Program (PowerPoint)Annex F Conn@ct.Now Presentation (PowerPoint)Annex G Conn@ct.Now VideoAnnex H Participation ListAnnex I Assignment: From Concept to Project IdeasAnnex J English Registration FormAnnex K MFSII Program Outline Conn@ct.NowAnnex L Method for Evaluation of Workshop Days (ORID)Annex M Assignment: From Project Idea to ProposalAnnex N Video: IT_ProAnnex O CHI Film (on CD)Annex P Video One Laptop Per ChildAnnex T Evaluation form MFS2 Stakeholder Engagement workshopAnnex Z MFSII Program Requirements Phase 2 Stakeholder Engagement Workshop Pack – Conn@ct.Now 1
  • 3. 1. Introduction to the Stakeholder Engagement Workshop PackThis document is meant for people that are about to get involved in the Conn@ct.Now MFS2programme.The main target group will be staff and partners of War Child Holland, Child HelplineInternational and Radio Netherlands Training Centre.The Workshop Pack is developed in order to standardize the 7 Stakeholder EngagementWorkshops that will be conducted in light of the MFS-2 application for the Dutch Ministry ofForeign Affairs (MoFA). The first workshop in Colombia, held in October 2009, has been receivedpositively and provided significant insides for the development of the programmeConn@ct.Now. After this workshop, a number of lessons learnt and recommendations fromvarious participants, facilitators and the stakeholders were collected. These lessons learnt havebeen taken into consideration in developing this pack.This pack will ensure clarity and support to the organising team in a respective country as well asprovides an insight in the workshop goals, corresponding outputs, approach and methods andtime frame for (co-) facilitators.We expect this pack to help in organising the Stakeholder Engagement Workshop in terms oflogistics and as well provides sufficient information and tools for (co)-facilitators to conduct theworkshop successfully.Unfortunately we will not have time to translate the pack to your preferred language. We adviceyou to read the document carefully and make yourself familiar with the terms/words used inadvance to the workshop.Happy reading, happy workshop and stay Conn@cted!The MFS2 – Conn@ct.Now – Working GroupFor more information, please contact War Child Holland:T: +31 (0) 20 626 1273E: ernst.suur@warchild.nl of nicole.engering@warchild.nlW: www.warchildholland.org© MFSII – Conn@ct.Now coalitionFebruary 2010 Stakeholder Engagement Workshop Pack – Conn@ct.Now 2
  • 4. 2. Background information about Conn@ct.NowWhat is Conn@ct.Now?Conn@ct.Now is an approach to working in conflict areas that aims to increase programmaticreach and improve quality. It is unique in two respects: • It incorporates ICTs and media into everyday programming to reach greater numbers of children in a more exciting and interactive way and to reach children that normally are not reached due to different barriers (security, social etc). The approach can include things like radio phone-in programmes on topics important to children and youth, setting up a toll-free child helpline in a country, opening resource centres where young people can learn how to use computers and connect with their peers in other countries, or SMS campaigns to raise awareness about important child rights issues; • It involves a group of partners with head office in The Netherlands, all of whom have very different expertise and strengths. This mix of non-profit and business partners will broaden the range of methodologies used, helping to ensure that programmes are sustainable in the long-term.Conn@ct.Now is therefore more of a methodology than a programme in its own right. Fundinghas been requested from the Dutch Ministry of Foreign Affairs (MoFA), the majority of whichwill be allocated to reach set goals and objectives of WCH and its country programmes.See Annex K: MFS-2 Programme Outline Conn@ct.Now and paragraph “What does it mean forour Country Programmes?” below in this text).Why Conn@ct.Now?Working in (post) conflict areas is becoming increasingly difficult. Civilians are commonlytargeted by those seeking to terrorize and destabilize communities and children, as the mostvulnerable members of society, frequently bear the brunt of this. Organisations working in thesecontexts therefore need to constantly develop new and innovative approaches to ensure thathelp reaches those who need it most.At the same time the world of technology is developing with incredible speed. Even in the mostremote places where running water and electricity is often in short supply, mobile phones andother technology are a common sight.Conn@ct.Now seeks to use these new technologies to enable more children to be reached,including those who have not been involved in programme activities before, perhaps becausethey live in very remote or very insecure areas where War Child and its partners have not beenable to work.We already know that this approach works. Evidence-based research conducted by War Childand TNO examining ‘How Information and Communication Technology (ICT) and Multimediatools can safely increase the number of change agents activated in WCH programmes’. This ledto the development of a one-year pilot in Northern Uganda on ICTs in Education for PeaceBuilding. We therefore have valuable lessons learnt that can feed into future programming. Stakeholder Engagement Workshop Pack – Conn@ct.Now 3
  • 5. With the involvement of partners in The Netherlands we gain the benefit of experience andglobal contacts that are complementary in addition to technical expertise in the fields of ICTsand media that War Child alone does not have.Who is involved?There are five Conn@ct.Now partners in The Netherlands: War Child Holland WCH), ChildHelpline International (CHI), Radio Netherlands Training Centre (RNTC), TNO, and T-Mobile.WCH: strong background in working with children affected by conflict, with programmingexpertise in psychosocial assistance, education, and child rights/advocacy. (www.warchild.nl);CHI: expertise in establishing and supporting child helplines worldwide. These allow children toexpress their fears, often result in their referral to social services, police, etc, and use theinformation gathered to advocate for improved child protection systems(www.childhelplineinternational.org);RNTC: global expertise in using media as a tool for development, for instance in a radio projectin Nigeria where training was provided in how use radio as more than just a tool to get amessage across but also to make it a two-way process, enabling and encouraging listeners toparticipate (www.rntc.nl);TNO: Knowledge for Business: provides innovative solutions for a wide range of current issuesincluding environmentally-friendly construction, use of space in an increasingly crowded world,or systems that use energy and water more efficiently. The organisation has broad expertise inusing ICTs in new and interesting ways and is also very knowledgeable about monitoring andevaluation methods (www.tno.nl);T-Mobile: a major mobile phone provider in The Netherlands with broad practical technicalexpertise and telecommunications partners worldwide (www.t-mobile.nl).Using the concept originally developed by WCH, this group submitted a funding application tothe Dutch Ministry of Foreign Affairs in December 2009. Due to the way the Ministry allocatesfunding the application had to be submitted by two ‘main’ partners: WCH and CHI – theconsortium members. This means that if the MoFA funding is granted, these two organisationswill administer it. However, all five Coalition partners are key to the overall success ofConn@ct.Now as all have very different and complementary strengths. For the purpose of theMFS-2 application, 7 countries have been selected for Conn@ct.Now, however the aim is to usethe approach over time in all War Child country programmes. For more information on MFS 2process and requirements see Annex XXXWhat does it mean for our country programmes?Conn@ct.Now does not mean changing a country strategy or that we need to find differenttypes of partners in a country. Most of the funding requested will support the continuation ofcurrent programmes with no change required. Moreover, many country programmes alreadyare using ICTs and Media and so the approach is not new at all. Stakeholder Engagement Workshop Pack – Conn@ct.Now 4
  • 6. New activities involving ICTs and Media will be carefully developed with a view to the localcontext to ensure that they contribute to the overall country strategy and are possible toimplement successfully in that location. Examples of this might include the use of radio toexpand educational activities to children in very remote areas or involving greater numbers ofpeople in an advocacy campaign by sending SMS messages and encouraging them to respond. Insome instances new projects involving ICTs and Media will be initiated where these bothcomplement and significantly contribute to programme impact. An example of such a projectcould be the establishment of a network of ICT resources centres where young people canaccess information and training about their rights and related issues or the setting up of a toll-free helpline offering confidential advice and assistance to children and young people who needsome form of protection, for instance those victim of abuse. Not all projects will beimplemented by the War Child offices, the partners in the coalition can also take the lead onsome of the ideas generated and implement in close consultation with the other stakeholders inthe country.See Annex D Initial Project Concepts Conn@ct.Now for more information on how ICT and Mediatools are and (or) could be used in our work.See Annex G Conn@ct.Now Video Stakeholder Engagement Workshop Pack – Conn@ct.Now 5
  • 7. 3. Objective, Goals and Deliverables of the WorkshopOverall Objective of the WorkshopTo create a Conn@ct.Now “coalition” in-country in which all stakeholders engage, activelyparticipate and envision their roles.Goals of workshopo To introduce and generate interest in the Conn@ct.Now program to all stakeholders.o To identify interests and relations between stakeholders by: Mapping interests, needs and existing initiatives in the use of ICT and media to ‘reach, support and socially activate children to exercise their rights’ in the relevant country. Agree on next steps towards the development and implementation of the programme Conn@ct.Now!Deliverables of the workshop(in English and official language of the country if different) 1. A report of the workshop outcomes. 2. A report on the consultation exercise with the children and young people. 3. A Conn@ct.Now country specific action plan 2010 (including expectations, coordination mechanism and follow up moments) 4. Mapping document of existing work of partners and stakeholders using ICTs and Media using Program Framework 5. Initial localized project ideas and 3 draft proposals documented Stakeholder Engagement Workshop Pack – Conn@ct.Now 6
  • 8. 4. Participants (stakeholders)The total number of participants attending the workshop should not exceed 30. Working with agroup of 25 people is preferred.The Stakeholder Engagement Workshop will include local partners of War Child Holland (WCH),Child Helpline International (CHI), Radio Netherlands Training Centre (RNTC), TNO and T-Mobile.Each organisation will be requested to invite a maximum of 3 local partners.In addition all organisations will be requested to invite a selection of stakeholders in thecountry. War Child Holland is responsible to ensure that the selection of stakeholders representsa good mix of (I)NGOs, UN bodies, private sector, research institutes / universities and mediaorganisations.HO will provide information from the Dutch coalition partners to the organising country who inturn is responsible for inviting all the participants and organising accommodation whererequired. A registration form will provide information on needed logistics per participant.The Dutch coalition partners are responsible for the costs of their partners (i.e. booking hotels,covering costs of transport etc.). WCH will pay for the costs of its own partners and othergeneral stakeholders.Note o Sample invitation letters (Annex A1, A2 & A3) o Registration form (Annex J) o Participation list (Annex H) Stakeholder Engagement Workshop Pack – Conn@ct.Now 7
  • 9. 5. Logistics & Check ListMost workshops will be organised in War Child Programme Countries, except Guatemala. Thelogistical responsibility for Guatemala therefore will lie with CHI/RNTC, while in the othercountries this will be with the respective War Child Office in country (WPAs).The main logistical work will be; 1. Sending invitations to all participants and actively follow up, including the receipt of registration forms 2. Booking of the venue that can accommodate a group of 30 people for 3 days. 3. Catering (food, refreshments etc.) for 3 days workshop 4. Pick up and drop-offs participants from airport 5. Purchase of stationary for workshop (list of required stationary Annex C) 6. Organise translation where required 7. Preparing information packs (hard copy and/or USB sticks) with all relevant information of the workshop 8. Book accommodation for all participants as per indication on the registration form 9. Organisation of the Child Consultation (details in Annex B) 10. Report writing (HO support can be provided) / translation of report 11. Organisation of a social event 12. Send out report of the workshop and other related materials after completion of the workshopThis checklist might help;# To do √ Remark Decide on participants and prepare participation list: 3 weeks in - information from HO on Dutch participants and partners of the coalition advance to - suggestions from HO on other stakeholders workshop - ensure mix of participants from different sectors Send Invitations to participants 3 weeks in advance to workshop Book Venue for Workshop (30 people) 3 weeks in advance to workshop Arrange Catering for 3 days Workshop 3 weeks in advance to workshop Book WCH participants / stakeholders in hotel (if required) 3 weeks in advance to workshop Organise translation – if required 3 weeks in advance to workshop Call invited guests (where appropriate) to provide additional information on the 2 weeks in workshop that will encourage participation advance to workshop Stakeholder Engagement Workshop Pack – Conn@ct.Now 8
  • 10. Start the organization of the Child Consultation (Annex B) 2 weeks in advance to workshopProcess registration forms – update participation list with confirmation received continouslySend second letter to participants that have confirmed coming 1 week in advance to workshopFollow up on registration forms from those who have not yet responded 1 week in advance to workshopOrganise a ‘social event’ 1 week in advance to workshopArrange transport from airport to Hotel 1 week in advance to workshopPurchase stationary (Annex C) 1 week in advance to workshopIf required arrange transport to and from Hotel to Workshop Venue (3 days) 1 week in advance to workshopArrange Transport from Hotel to Airport 1 week in advance to workshopPreparation finalization day with all facilitators and organisors 1 or 2 days in advance to workshopPrint agenda’s and other materials for all participants 1 day in advance to workshopOrganise beamer, laptop, speakers, extension wire, printer and projector at 1 day in advanceworkshop venue to workshopLogistical and admin support – problem solving etc during workshop During workshopFirst draft report ready Within 1 week after workshopFinal report ready Within 2 weeks after workshopTranslation of report if needed Within 3 weeks after workshopDistribution of Workshop Reports to participants Within 1 monthof the workshopSchedule Follow Up moments / updates 2 months after workshop Stakeholder Engagement Workshop Pack – Conn@ct.Now 9
  • 11. 6. Stakeholder Engagement Workshop- Session OutlineTentative program overviewDay Session TimeInspire & ShareDay 1 Session 1: Getting started 2 hours and 20 minutes (140 minutes)Day 1 Session 2: ICT and media in our work 3 hours (180 minutes)Consult & ConceptualizeIn advance Session 3a: Consultation with children Preferably this is doneto some days in advance toworkshop the workshop. Outcome is used in workshop (session 3b)Day 2 Session 3b: Feedback from the consultation with the 1 hour childrenDay 2 Session 4:From concepts to project idea 4 hoursDay 2 Session5:Making it concrete 2 hoursAgree & Get StartedDay 3 Session 6: Conn@ct.Now- localized action plan 1,5 hoursDay 3 Session 7: Commitment & Closure 1 hour* Generally;Everyday is closed with a wrap up and short evaluation of the day and an introduction into the next day. Amethod to use to do evaluation could be found in: Annex L - Method for Evaluation of Workshop Days(ORID) or use any method you know that could do a quick day evaluation. Stakeholder Engagement Workshop Pack – Conn@ct.Now 10
  • 12. Part I - Inspire & ShareExpected results part I o Clear understanding of the purpose of consultation amongst participants o Overview of what is already being done with ICT’s and media for and with children in the country o Participants are inspired to be part of Conn@ct.NowSessions part I: 1 and 2Session 1 Getting StartedGoals: o To introduce the framework and program of the workshop o To get to know each other and learn more about each other o To break the ice and set the tone o To get an overview of the organizations in the room and how they fit in the Conn@ct.Now Programming Framework o To have expectations and fears expressed prior to the workshop o To have group rules and a schedule determined.Output session 1 1. Overview of organization in Conn@ct.Now Programming frameworkPreparation required: Programming Framework on big flipchartResources required: note cards, markers, pens, tape, sheets of paperTotal time: 2 hours and 20 minutesFacilitator: Country Representative / Main Facilitator (HO)Proposed Steps & Activities1. Welcome Speech (10 min)Notes for the facilitator: A word of welcome on behalf of the respective WPA and the Coalition in theNetherlands consisting of War Child, Radio Netherlands Training Centre, Child Helpline International, TNOand T-Mobile.2. Introduction to the workshop and short video on Conn@ct.Now (15 min)Notes for the facilitator: Show slide 1&2 of PowerPoint: “Workshop Program” (Annex E) and go throughthe goals of the workshop. Show slide 3 to give people an insight in what is going to happen in the coming2,5 days. Stakeholder Engagement Workshop Pack – Conn@ct.Now 11
  • 13. Tell the participants that you will show a very brief video of 2 minutes that was made as a teaser to makepeople enthusiastic about the program Conn@ct.NowImportant: the facilitator should be familiar with the Conn@ct.Now program, please refer to chapter 2.Background Information on Conn@ct.Now for details.3. Get to know each other - Walking Billboard (80 min)Notes for the facilitator: Tell the group that everyone is going to makea personal billboard in order to be able to tell others more aboutthemselves and the organisation / company they are working for.Step 1. Give the people a piece of A3 paper. Divide it into 6 sections,by drawing lines on the page.Step 2. Ask them to draw the following per section on their big page:Section 1: Visualize themselvesSection 2: The thing they like to do the most.Section 3: The thing they do not like at allSection 4: Visualize the goals of the organisation / company (what do they do?)Section 5: Their dream for UgandaSection 6: How they use ICTs / Media in their work with othersStep 3. After they have finished, get the people to stick their billboard (paper) on their chests withmasking tape.Step 4. Ask them to form pairs and get them to ask each other about their drawings. This will encourageinteraction. After 10 minutes the pairs introduce each other to the group in 1 minute presentations.Group talk:1. Do you now know a bit more about the others in your group?2. Do you know more about the similarities and differences between you and the otherorganisations/companies?Step 5. Let the people look at the Conn@ct.Now PF Education Protection Psychosocial(already in the room on big paper / 6 flipchart Supporttogether). Ask the participants to think where there Directorganisation/company fits in the PF. Ask the Servicesparticipants to write their name and the name of the Capacityorganisation/company on a post-it and place Buildingthemselves in the PF, where they fit. AdvocacyNote: participants can put more post-its in the PF ifdesired.Tell the participants that basically everyone works in similar fields, some maybe not yet but this workshopaims at bringing people from different sectors, with different expertise and interests together to worktowards one goal. Stakeholder Engagement Workshop Pack – Conn@ct.Now 12
  • 14. * OPTIONAL4. Hopes & Fears (15 min)Important: this activity could take longer if prior information wasn’t clear. A good moment to checkwhether there is understanding on the purpose of being here. In case of a large group, let participantsform couples and write hopes and fears together.Step 1. Prepare a flip chart with 2 columns. (happy face and sad face ☺)Step 2. Ask the participants to write their hopes and fears on small cards with a marker (one hope or fearper card).Step 3. Collect all the cards with the hopes and the fears and put them on the flipchart.Step 4. Read the hopes and fears out loud for the group and ask for clarification if needed.Step 5. Explain how you think the hopes can be reached and how you or the group can attempt tomediate the fears. Invite the group to give their input and ideas.Step 6. Use the hopes to make the connection with the overall goal of workshop. Do this by asking thequestion: If these hopes are fulfilled, what will the participants achieve by the end of this workshop?* OPTIONAL5. Setting Rules (10 min)Ask the group: What rules do we need to make this workshop a success?Common rules are: be on time, don’t interrupt your colleagues, ask for clarification if you don’t understandsomething and switch off mobile phones.Stick the flipchart with rules somewhere in the room in order for everyone to see it. Stakeholder Engagement Workshop Pack – Conn@ct.Now 13
  • 15. Session 2 ICT and media in our workGoals: o To inform and inspire participants about how ICTs are used in our work o To further introduce Conn@ct.Now , its history and goals o To create an overview of ICT & Multimedia initiatives existing [country]Output session 2 1. Map of current ICT and Media projects / activities related to children / youth 2. Overview of gaps and challenges are identifiedPreparation required: Presentation based on Evidence Based Research &Conn@ct.NowResources required: Laptop, beamer, flipchart, many colored markers, dots, VIPPcards (colored A5 papers)Total time: 3 hoursFacilitator: Head Office / Main FacilitatorsProposed Steps & Activities1. Presentation based on Evidence Based Research & Conn@ct.Now (60minutes)Note for facilitator: Open the Power Point: Conn@ct.Now (Annex F) and talk about the following;Slide 1. no textFilm. Annex N – IT ProSlide 2. we have come a long way, Conn@ct.Now is not ‘just’ developed its goes back to 2007Slide 3. In 2007 WCH started a pilot project – ICT in Education for Peace Building – a project ….Slide 4. other initiatives where taken adhoc in different countries using ICT and Media tools to….Slide 5. based on the project in Uganda and initiatives elsewhere WCH decided to conduct a comprehensive Evidence Based Research…Slide 6 computer, voice serviceFilm. Annex P – One Laptop Per ChildSlide 7 radio, serious gamingFilm Annex O – CHI Film X:XX minutes till X:XX minutes (on CD)Slide 8. entertainment gaming, video / photoSlide 9. citizen journalism, online communities Stakeholder Engagement Workshop Pack – Conn@ct.Now 14
  • 16. Slide 10. crowdsourcing volunteerinig / distance services, SMS servicesSlide 11. the selected ICT/Media tools, because of…..Slide 12. The Dream (benefits of ICT and Media use)Slide 13. wrap upFOR ERNST / FacilitatorsNote for facilitator: use examples on how ICT resolved a programmatic challenge (i.e. recorded training /education to reach out to more people). Go deeper in on the challenges (not reaching enough people,hard to reach thouse cut-off etc.) to avoid challenges in the area of hardware/funding. And how do ICTand Media help to overcome programmatic challenges. First the challenge than the salutation. Stakeholder Engagement Workshop Pack – Conn@ct.Now 15
  • 17. 2. What’s done here? (120)And what are the challenges / gaps?Step 1.Stick flipcharts together and draw a web (see picture) withoutwords/text.Step 2.Put Children and Youth in the middle of the web and ask theparticipants to mention different kinds of ICT and Media toolswhich can be used in the work with and for children and youthin Uganda (refer to the Conn@c.tNow presentation). Write theideas on the lines of the web (see example picture).Step 3.Give all participants sets of post-its in different colors (green,yellow, pink, red). Tell the participants that they have to individually write on the pink post-its all theprojects they (their organization) implements using ICT and Media tools. They can write as manyprojects/activities as they want as long as they are implemented by the organization. They do not stick thepost its yet, only after having finished all the post itsStep 4.Ask the participants to write on the green post-its the target group that the different projects/activitiesare focussed on and connect it to the pink post it.Step 5.Ask the participants to write on the yellow post-it’s the location where the project takes place (covers)and connect it to the pink and green post its.Step 6.Ask the participants to write on the red post-it’s the programmatic challenges you face in this project (inshort) and connect it to the pink, green and yellow post its in order to make the 4 post-its one paper.Important: The promatatic challenge does not mean the lack of funding or hardware, but the challengesin regards to reach, quality of the intervention, expertise or capacity etc.Step 7.Stick those papers (projects) on the web-lines (so radio projects on the RADIO line etc.)Step 8.Ask participants to present their post-its one by one in 60 seconds. Focus on the programmatic challengesof the projects and how ICT and Media could resolve those problems / challenges.Note to the facilitator: a format is developed for the report writer to note down the info of this exerciselogically and systematically. Stakeholder Engagement Workshop Pack – Conn@ct.Now 16
  • 18. Part II - Consult & ConceptualizeExpected results part II o Concrete, realistic, inspiring project ideas to implement Conn@ct.Now, based on input from children and other stakeholdersSessions part I: 3a, 3c, 4 and 5Session 3a Consultation with ChildrenGoals - To enable children to share their views on how ICT and Media tools (can) impact their lives. (in the field of education, psychosocial, child protection and participation).Output session 3a 1. Consultation report 2. Recommendations, input for the workshopPreparation required: (see Annex B)Resources required: Excellent facilitators (see Annex B)Total time: 1 dayFacilitator: PDA / PDM in country and Ernst (HO)Proposed Steps & Activities1. Let’s ask the children (1 day)See separate document: “Child Consultation Methodology” (Annex B) Stakeholder Engagement Workshop Pack – Conn@ct.Now 17
  • 19. Session 3b Feedback from the consultation with the childrenGoals - To feed back and transform the wishes, dreams and desires of children into concrete recommendations for programmes/projectsOutput session 3b 1. Understanding and appreciation of the views of children amongst participants 2. Summary of Consultation Report with main findings and recommendationsPreparation required: summary of report on consultation with children focused onrecommendationsResources required: Laptop, beamer, flipchart, many colored markers, dots, VIPPcards (colored A5 papers)Total time: 1 hourFacilitator: PDM / PDA or other senior staff in country with support Head Office(Ernst)Proposed Steps & Activities1. What did the children say? (60 minutes)Note for the facilitator: After the Child Consultation a summery will be written on what the children havesaid. The report will be short and to the point, it should function as a reference document during and afterthe workshop. The document will concentrate on: 1. The problem regarding Education/Child Protection and Psychosocial Support according to the children and Youth. 2. How children and youth use ICT and Media tools in their lives 3. How children and youth think ICT and Media tools can improve the situation concerning Education, Child Protection and their Psychosocial Support situation.The main reporter of the workshop will be writing the summery and present the summery to the group (apowerpoint presentation with the main findings and quotes and maybe some pictures of the childrenmakes the summery moreinteresting!) After this presentation the participants that joined theconsultation will form a panel. The panel will answer questions of the group (people that did not join forthe consultation).The facilitator should check with the group whether what they have heard connects to what they ‘knowor assumed’ about the children and youth.The recommendations of the children will be put on an A3 poster and put in the Workshop Room in orderfor everyone to see it and consider it during the formulation of projects. Stakeholder Engagement Workshop Pack – Conn@ct.Now 18
  • 20. Session 4 From Concepts to Project IdeaGoals - To present examples of concepts to trigger thinking along an ICT and Media line. - To generate potential additional concepts / ideas. - To localize concepts to concrete project ideas for [country] - To ensure concepts / projects contribute to overall objectives and organizations programming framework - To filter down from X number of projects to the 3 ‘best’ projects according to the participants.Outputs session 4 1. Overview of project ideas 2. Project ideas plotted in MATRIXPreparation Required: Ensure that the Programming Framework used in Session 1is usable again. Print 25 copies of the blue-print (format) from concept to projectidea. Have flip charts from day 1 with mapping of existing projects / activities readyfor use again.Resources Required: Laminated posters of all concepts (from HQ), 5cloths/curtains to cover the posters, flip charts, markers, masking tape, oldmagazines and newspapers, scissors, glue, Programming Framework (already usedin Session 1), blue-print (format) from concept to project idea (from HQ) post-its,stickers, (high) hat, optional some dress up stuff for the ‘voting’ exercise.Total time: 4+ hoursFacilitator: Head office and PDM/PDAProposed Steps & ActivitiesImportant - Lessons from Colombia and Uganda WorkshopIn some countries the use of ICT and Media tools in the field of psychosocial support, education and childprotection could already be common practice, in this case the explanation of the concepts (postercampaigning) is a repetition and should be cancelled. To judge this the mapping exercise of existing ICTand Media projects should give the facilitator enough information.1. Poster Campaigning (45 min)The coalition working group at Head Office developed initial concepts on the use of ICT and Media toolsfor educative, psychosocial and psychosocial support purposes. The concepts are worked out in adocument (Annex D).The facilitator should read and understand the concepts described in Annex DNote for the facilitator: the concepts will be presented as ‘teasers’ to the participants. The posters willgive a first impression of what the concept is about. The different concepts are: Stakeholder Engagement Workshop Pack – Conn@ct.Now 19
  • 21. o Youth Led Service Centers (ICT centers) o Helplines o Radio o SMS (phone applications) o …Step 1The concepts (posters) will be presented one by one. At the end 1 or 2 empty posters will be shown togive the participants the opportunity to add concepts that do not fit within the already presentedconcepts.Step 2.The participants will be asked what concept they would like to work on more. What concept would theylike to develop further into project ideas? Groups will be formed based on interest. (fingers up if you areinterested in concept X etc.)Important - Lessons from Colombia and Uganda WorkshopIn Colombia we formed groups according to interest, expertise and experience in certain concepts(technologies and tools). For example there was a group of people brainstorming about projects that useRADIO another group brainstormed about projects involving SMS or PHONES etc.In Uganda however we mixed up the groups and gave them an open assignment to come up with projectideas in regards to Psychosocial Support (PS), Education (EDU) and Child Protection (CP) using whateverICT and Media tools they think could add value to reaching the goals of the project.The second is preferred with a good explanation that the projects should address issues regarding PS, EDUand CP and incorporate the recommendation from the children and youth and the use of ICT/Media toolsto overcome programmatic challenges like; outreach, quality, frequency etc.2. Get it started (from concept to project idea] (120 min)Note to facilitator: the different groups should work in different rooms / areas. The groups should haveflipcharts and markers to write down their ideas. The group will as well get an instruction paper where theassignment is described (Annex I).Important: stress that the project ideas should reflect the recommendations of the children!3. Presentation of Project Ideas (45 min)Step 1.The sub-groups are coming back together. The Programming Framework used in session 1 is used again.Note to the facilitator: inform the participants that all project ideas are presented and that at the end theparticipants are asked to vote for the project idea they see most potential in.Step 2.The project ideas will be shortly presented to the group while sticking the ideas in the ProgrammingFramework to indicate what programming goals it achieves and what type of intervention it is. (i.e.education / direct services). Presentations should not take longer than 3 minutes per project idea. Stakeholder Engagement Workshop Pack – Conn@ct.Now 20
  • 22. 4. Activity: and the winner is…? (vote for ‘best’ concepts) (30 min)Note to the facilitator: After all the project ideas are presented the group will be asked for the projectidea they believe has highest potential (is best, most relevant, nicest or whatever you want to call it). Thevoting should be done in a creative way like;Step 1Have a voting committee consisting of facilitators of which one is ‘director’ another one observer and anassistant. To make it nice and energetic you can transform the characters by giving them a high-head,jacket, glasses, or whatever dressing clothes that are funny and available.Step 2.The ‘director’ asks the group to vote for one of the project ideas and write the vote on a post it.Step 3.The ‘assistant’ goes around the group to pick the votes (in the high-head)Step 4.The observer counts (symbolic) the votes and opens them one by one (to make it exciting…)Step 5.The ‘director’ counts the votes and keeps track on the winning project idea (use flipchart)Step 6.The 3 or 4 best project ideas will be chosen for a next round of brainstorms today.Important: if the facilitators notice that it’s a close count or a fourth project idea should not be left out (isinteresting, has high potential) they could decide to add a fourth ‘best’ project idea! However do notselect more because it will not be possible to work out more than 4 project ideas to project proposal. Stakeholder Engagement Workshop Pack – Conn@ct.Now 21
  • 23. Session 5 Making it concrete (from project idea to proposal)Goal - To further develop the winning project ideas into draft proposalsOutput session 5 1. Draft project proposals (3 or 4)Preparation Required: HO Coalition partners and War Child country Team need toagree on 2010 plan. What do we commit ourselves to? Is there budget to start aproject already, can we provide capacity or other support? What can we do in 2010?- Formulate project objective per project.- Per project 6 flip charts with headings (1. objective, 2. title, 3. target group, 4.activities, 5. partners (who do we need?), 6. your role (all participants)?Resources Required: documents of the 3 winning projects, explanation on thecarousel method/tool, flip charts, markers.Total time: 2 hoursFacilitator: Head Office and PDM/PDAProposed Steps & Activities1. Project ideas to Project Proposal (120 min)Note for the facilitator: Tell the group that this activity aims at the further development of the projectideas into more concrete project proposals (3 or 4).Step 1.Divide the group according to the number of project ideas selected (either 3 or 4).Important: In order to make sure that everyone participate it might be an idea to put all the moredominant participants in one group (just for this exercise).Step 2.Tell the group that the next 2 hours they have time to work in small groups on the selected project ideas.In order to give everyone a chance to give input on the 3 (or 4) projects we will work according to the‘Carousel Method’. This means the following; o The 4 project ideas are in brief written on different flipcharts and those flipcharts are divided over different rooms / corners of the venue. o The objective of the project ideas will be written on the flipcharts in advance those are developed during the previous exercise in session 4) o Next to the flipchart you hang the assignment. The assignment is described in Annex M. (different questions to answer) o Divide the groups over the flipcharts o Give every group some markers. Stakeholder Engagement Workshop Pack – Conn@ct.Now 22
  • 24. o Have a sign, like a whistle or something else that makes a sound. o Give a start sign. o Give every group 25/30 minutes to answer, discus and give input on the questions asked in the assignment (Annex M)Blow the whistle o Let every group turn to the next sheet (another project idea) apart from 1 person that ‘owns’ the project. This person will stay with the project and present to the next group what the project is about and incorporates feedback from that group. o Give every group again 25/30 minutes to look at the sheet. Let them consider the answers of the former group, write their reactions if needed, and give more answers.Blow the whistle o Let the groups turn to the next sheet (project idea), and do the same thing. o Continue until every group returns to its first sheet. o The person that ‘owned’ the project (stayed with the project) will update the group on what the other groups have said. The feedback from the other groups will be incorporated. o Let each group present the project they started with to the entire group.Important: again, stress that the project ideas should include the recommendations of the children! Stakeholder Engagement Workshop Pack – Conn@ct.Now 23
  • 25. Part III - Agree & Get StartedExpected result part III o A clear and agreed on plan on development and implementation of Conn@ct.Now for 2010Sessions part I: 6 and 7Session 6 Conn@ct.Now – localized action planGoals: - To all be at the same page in terms of actions required to get to a successful result. - To use the momentum to generate commitment to the program - To ensure specific, realistic, time bound follow up plans are in place before the end of the workshopOutput session 6 1. A clear and agreed upon country specific action plan for further development and implementation of Conn@ct.Now in 2010. 2. A national working group to take the lead on further development of Conn@ct.Now in the country?Preparation required: Need a clear overview of possible commitments, existingplans and budgets of the coalition partners for the country in 2010, includingavailable man hours to provide follow up, to fit in the action plan, as well asagreement on what is feasible from the coalition point of view.Resources required: n/aTotal time: 2,5 hoursFacilitator: Country Representative / Director with support Head OfficeProposed Steps & Activities:1. Having said this…. (Who, Does What, When) (90 min)Note for the facilitator: This session is scheduled to create commitment and agree on next steps after theworkshop. It might take shorter or longer than 90 minutes depending on what the country wants to getout of this and how much they want to agree on and plan for the next steps.Important - Lessons from Colombia and Uganda WorkshopIn Colombia and Uganda this second last session was done without a creative method and as short aspossible. However if time allows it would be much more participatory and efficient to do the planningusing the below described ‘Hot Air Balloon’ method.In any case it is important to seek commitment from all participants / stakeholders in the room. A way todo this is to have the 3 or 4 projects presented to the group and after the 3 or 4 presentations ask the Stakeholder Engagement Workshop Pack – Conn@ct.Now 24
  • 26. participant to 1 put a yellow post-it on the project they see their organisaiton play a role in (could be 1 or2 or 4 whatever they think they can contribute to) and a pink post-it on the project their organization iswilling to lead.The facilitator shortly looks at the result of this exercise and agrees on the lead organization and thanks allthose organizations that are willing to play a role in the projects. In case there is more organizationswilling to take the lead a solution should be found.-----------------Hot Air BalloonA method for planning a projectStep 1.Pre-prepare a picture of a balloon for each group.Step 2.Explain that the balloon represents a project, etc. to be analysed. Theballoon itself is ‘what needs to be in place’ (for example whatresources, skills etc). The basket is ‘who needs to be on board for theballoon to take off’ (for example all the stakeholders, partners etc.).The ropes holding the balloon down are ‘what will stop the projectfrom taking off / stop it being successful’ (for example the blocks orconstraints).Above the balloon ‘what will help the project to fly’ (all the elements that will enable theproject to be successful).Step 3.Allow the groups to fill in the balloons.Step 4.Present, compare and discuss.ApplicationThis method is content-free and can have many applications. For example ‘a successful Child Rightsawareness campaign’ or ‘a good youth radio show can be the subject of the balloon. If the image of aballoon is not easily related to, other images can be used.AdaptationFor example the image of a ‘matutu bus’can be used: o What is needed - the frame of the bus. o Who is on board – the passengers. o Constraints – bumps in the road or road blocks. o Power to move forward – engine or fuel. Stakeholder Engagement Workshop Pack – Conn@ct.Now 25
  • 27. Session 7 Commitment & ClosureGoal - To evaluate and recap the workshop and agree on outcomes and way forwardOutput 1. Report on workshop (general output)Preparation Required: 30 evaluation formats printed (HQ provides format),inspiring PowerPoint presentation with pictures of the workshop ready (recap of 3days),Resources Required: evaluation formats, PPTTotal time: 1 hourFacilitator: Country Representative / Director with support Head OfficeProposed Steps & Activities1. Recap and Overview of the Workshop (60 min)Note to the facilitator: this is the last session of the workshop, its important to recap the steps that wheretaken, the ‘mile-stones’ and achievements. During the workshop its nice to make pictures that visualizethe process. The pictures can be put together in a flashy PowerPoint that also includes the steps takenachievements. Showing the PowerPoint will ensure a nice and energetic recap of the workshop and is agood moment to check whether all participants agree on the outcomes.An example PowerPoint is available (Colombia Workshop) to give the facilitators an idea of how such canlook like.2. Final comment and evaluation with participants (30)The workshop has come to an end. Ask all the participants to comment on the workshop in a maximum of3 words. Give everyone a opportunity to do this. In case you did the session on ‘Expectations’ in thebeginning of the workshop, check whether those are met.Thanks the participants for their participation, remind them about the fact that they will receive aworkshop report and other agreements you made and hand out the evaluation form (Annex T - Evaluationform MFS2 Stakeholder Engagement workshop). Ask them to hand in the filled evaluation form beforethey leave the workshop venue.------------------End the workshops with a festive lunch, dinner or drinks or ensure you have a social gatherduring the workshop. Stakeholder Engagement Workshop Pack – Conn@ct.Now 26
  • 28. 7. Budget Specifications (format)Please find included in the pack the excel document: Annex 7. Budget Specifications (format), tobe used for making up the budget of the workshop. Stakeholder Engagement Workshop Pack – Conn@ct.Now 27

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