E-Motive Going Global

​

Review, Retrospective

and Sprint Planning

​

12th May 2015

Purpose

Create a space for the task team to:

• review what has been done with focus on the product,
• perform a retrospective on how we have worked together focused on the process and finally,
• plan the following monthly sprint.

​

Collective note taking: here in this link! And on this presentation

​

Agreements:

• Close all other unrelated windows to maintain energy and focus
• Don’t explain much if technology fails, just get on board again
• Try to position the camera viewer near your camera (to look “in the eyes”)
• Other?

​

Funny 4 min. video about online meetings. ;-)

Agenda

Participants: Task Team

Present

• Thomas Lewinsky (process leader)
• Liza Kozlowska (E-motive online manager) / Raffaella Toticchi
• Soledad Pons (team leader Community management SM)
• Carolina Escobar Mejía (strategic support Community management SM)
• Nicolas Martin (strategic support Community management SM)
• Diego Ramirez (ICT expert SM)

​

Not present

• Bob Overbeek (ON online expert) - Could not be in the call, Liza spoke for him
• Carin Boersma (project leader E-motive) - On holidays

​

Index of relevant documents

As agreed during the call, this is a list of documents to act as a dashboard when you need to access information about the project:

• Somos Más Proposal and Budget to Oxfam Novib
• Presentations and notes from face to face meetings
• March: Design workshop (design document here)
• April: Kick-off pilots and Role Charters (design document here)
• May: Comms Training (design document here)
• Notes from meetings of Task Team
• Notes from meetings with pilots:
• Empulse Game lead by Elos Institute
• Empower2Innovate lead by Young in Prison
• Global Queer Muslim Movement lead by CoC
• Decision on Community Management System: Federated or Centralized
• Proposal User Stories (being validated with UX/design team)
• Technology Dashboard

​

Checkin

What is the color that represents

how you come to this meeting?

What do you need to “park” outside

to be really present?

​

E-Motive Going Global

​

Review

​

Review of Product objectives

Review of Product objectives

Review: Activities

Result: Design meeting. Agreement on work plan

Activities:

• Co-design the agenda for the design meeting
• Proposal and budgeting creation
• Meet and decide together, co-facilitating and bringing in relevant information when necessary
• Collect info for proposal and budgeting adjustments

Done

19th March!

Review: Activities

Result: Technological needs assessment. Agreement on pilots technological needs covered by virtual space for pilots

Activities:

• Develop questions for pilots
• Request answers by email and/or calls
• Assess what can/should be covered by the technology platform at pilot hub stage
• Share information at pilots kick-off and validate with them
• Develop, start trying out and document

​

​

Done

19th March!

Review: Activities

Result: April Kick-off pilots workshop. Aligned and well-informed pilots start

Activities:

• Design the agenda and validate with task team/pilots
• Prepare, facilitate, participate and harvest workshop
• Share agreements/decisions with participants
• Launch communications rhythm with pilots to observe and provide support to set up their content
• Creation of the virtual space for the pilots based on common components (groups, discussions, etc.) - doing.

​

​

​

Done

1st April!

Doing communities for pilots

Review: Activities

Result: 12 user stories and observation. Insights for going global services and platform components

Activities:

• Decision on type of user stories to gather e.g. format, way of gathering information, etc. both on the results of the pilots that can be related to the 4 services, as also the work of the pre-existing initiatives on Food, Deepening Democracy and Artivism.
• Realization of interviews/surveys
• Analysis and documentation
• Formatting to be shared in the design workshop in June to inform services on platform

​

​

​

Doing

Review: Quality

• How do we want to evaluate the product in the future meetings?
• Process quality indicator. We can evaluate the quality of our meetings, that we know in which direction we are going and who is doing what.
• Quality related to some of the deliverables that are coming up. Involve people of users of some of this products for this idea that we have.
• Meaningfulness of the things we are doing. Connection to the pilots and the Going Global dream. “Do I feel what we are doing is meaningful?” What can be done about it?
• We can create a short reflection form to fill in the day before our task team meetings, also by the pilots. Include also biggest excitements to the moment. Sole will make that happen.

​

Update on Pilots

URLs of pilots spaces and status:

​

1. Empulse Game lead by Elos Institute: They are the most advanced. Launched last Friday with communities closer to them. Game starts on 9th June.

​

2. Innovate to Empower lead by Young in Prison: Community managers hired and working towards going public on 1st June with already many stories published.

​

3. Global Queer Muslim Movement lead by Common Ground: Gerrit was in South Africa last week and re-enrolled The Inner Circle. Their Digital Manager Latheem is trying to come to the Amsterdam training. Most behind in time but moving forward.

E-Motive Going Global

​

Retrospective

Kicks l Celebrate success!

• Open discussions to the approaches on the structure of community management system were very positive! Diego was stuck and sharing it opened possibilities to ensure alignment and make an appropriate decision. Very helpful.
• Communicating from a trustful relationship and building trust.
• As a team, we have been communicating not only the good things, but also the critical issues and difficulties to flag something and get support or propose.
• Really enjoying the international approach, not only Netherlands. Connected with people in the whole world, same goals, same approaches. Walking the talk.
• We have all the creativity we need to make something out of this! Reign in the creativity to refine it into this common product. Be able to celebrate at the end the whole, the approach, not just three pilots.
• Trying to manage the project with agile approach. We are using it in a good way ad hoc, it's going well.
• Good work in documenting all steps in the way. I know when I go back to something that I was not present, that it is written somewhere and organised.

Tips l What can be better

• Better understanding of who was responsible for what regarding technology. Lost the focus on who was responsible for that. Holidays. Solved as chose to separate the spaces. Appreciation of Liza’s email about holidays. We will take notes for the next month. Add holidays of other countries in our calendars.
• Activities of the pilots on the platform will take some time to begin. Structure of the project will require some adaptation. There will not be so much observation at this point.
• How can we better include the research partner? Liza is setting up lunch with them and the researchers in the past, they don’t have much time available. Carin will ask them to make a movie about it. What should this movie entail? Personal call then add them to our meetings. Face to face conversation is better. Risk that they are at the boundaries of the process. Having a solid research component to deliver substantial input for how to make research for this. Looking forward to them challenging us.

Tips l What can be better

• To have an index of the relevant documents available for the task team in an organised way. It will be included in this presentation monthly.
• What happens if pilots are not going according to plan? On conversations with pilots, Carin would need to step in. But Sole should inform Carin of what is going on.
• Confusion of who should be answering to some of the emails. Bring in Liza on calls with pilots if there is need to clarify something, the same as Diego.

Prioritize improvements

1. About our role:
1. As community managers, make sure things with pilots partners are going according to plan.
2. If they are not, inform Carin and propose alternative solutions.
3. Implement sending email informing task team after pilots calls with summary
2. Better inclusion of research partner through
• more clarity to move from good will to specific roles, input points, check points, time they have available (Sole to check with Carin/Thomas on this)
• one-on-one weekly or bi-weekly calls (Sole)
• lunch with past research partners (Liza)
3. Inclusion during task team monthly meetings
• Index of relevant documents (Sole to include on this presentation)
• Include others holidays in calendar and mention of this during the monthly calls

E-Motive Going Global

​

Sprint Planning

Sprint Planning: Scope

• What is the Minimum Viable Product for this month? Please note that this month has 3 weeks instead of 4. Let0s prioritize what we want to achieve next month.
• Community part of pilot spaces launched. Guide pilots in the usage of their spaces and if the needs have changed or not.
• Reflection: We might have to take a decision of what we achieve for the June design meeting. Mockups and suggestions would be based on user stories interviews and not observations. Inputs will be different from what we initially imagined.
• The goal is that there is some funding based on the pilots. Bring it more to a strategic level for this process.
• Do we keep the target or should we postpone the goal of having mockups for the design workshop since we will not have much observation by then? We keep the date as it is.

Thoughts on Design Workshop...

• Important stocktaking workshop, to say “this is where we are…”
• Something for potential donors…
• Stick to the design workshop dates. Don’t worry about having everything ready, but show what we have and decide together where we go…
• Mockup and services might be in a premature and raw status, probably not be implementing right away, but feedback and reflections on that and after 2-3 weeks after the workshop we take the decisions on services and functionalities of the platform.
• Officially, as from the 1st July Liza, Carin, Bea are not working on E-Motive anymore. We have to take into account potential changes. In June we will know more and it will be more clear.

Sprint Planning

Result: Digital architecture/mockup of platform. Draft design of services and suggestions of implementation with initiatives

Activities:

• Analyze user stories, pilots evolution and needs expressed by task team
• Make a proposal of the structure of the platform including the services, based on E-Motive’s existing website

To do

Sprint Planning

Result: Proposal of the services technical functionalities to partners. Joint decision on ways to implement them throughout pilots and initiatives

Activities:

• Present proposal at the June design workshop with task team and partners
• Provide space to validate/decide together

To do

Sprint Planning

Result: June Design Workshop. Partners have clarity on platform and space is provided to form a plan to attract donors/investors lead by Carin/Thomas

Activities:

• Design the agenda and validate with task team/pilots
• Prepare, facilitate, participate and harvest workshop
• Share agreements/decisions with participants
• After workshop launch activities decided there with the different stakeholders

To do

Sprint Planning for 2nd June

Holidays May

• Holidays in different countries
• 14th - 15th May in Netherlands and Germany
• 15th May in Spain
• 25th May in Belgium, Spain, Netherlands and Germany
• Trips for work or vacations
• 18th May Carin will be back (probably not at the Amsterdam training, in Brussels)
• 18th - 20th May part of team in Amsterdam for Comms training
• Maternity leave
• 28th May last working day of Liza

​

Checkout

• Thank you very much
• Good people again, no hate yet ;-)
• We are going to places!
• Had fun again and I like it
• Better mood than this morning even if it was a three-hour meeting!
• Happy to be in
• Feel on the same page, glad
• Still color red! Focused on numbers
• White page filled with a lot of things to do
• Much more clarity