PAN ASIA ICT R&D Grants Programme Learning Forum

To have ready:

• 2 lapel microphones for MCs
• 1 lapel microphone for President
• Bell/Gong

• roundtables to seat 60 people
• 4-5 people per table
• café like atmosphere ie. nice table cloths covered with large sheets of paper
• markers on tables and name tag stuff if participants are invited to make their own tags
• Space for project gallery

• Participants can sit where they like

• Nanditha to complete

• Nanditha to complete

• Start to herd participants into room if necessary, asking people to sit down

• Nanditha to complete
• Registration should be inside room to help getting started on time

• Participants have been asekd to bring business cards that they can give to the organizers during registration.
• What about putting information into a wiki as a way to get participants familiar with wikis?

• Where does information go?

• find out about name tags

• same as previous session
• roundtables to seat 60 people
• 4-5 people per table
• café like atmosphere ie. nice table cloths covered with large sheets of paper
• markers on tables and name tag stuff if participants are invited to make their own tags

• Participants can sit where they like

• 4-5 markers per table

To have ready:

• 2 lapel microphones for MCs
• 1 lapel microphone for President
• Bell/Gong

• MCs to introduce themselves then invite welcome remarks?
• Speed round of introductions
• Provide an overview of the day including any logistical information:
  • start and end time
  • agenda included in the folder; print out of A3 agendas

• Needs to be outlined

• confirm Dr Indarajit's welcome

• Cafe style (no change from previous session)

• Slide handout with process outlined
• Paper tablecloths for group recording

• Need to identify 3 questions for discussion groups

• Outline the purpose of the session which aims to generate conversations related to the difference that their projects have made with respect to (for example)to policy change and dialogue, developing innovation technologies and applications, and the strategies involved in communicating research findings.
• Explain what will be done with the paper tablecloths
• Facilitate the process
• Bring the session to a close before break

• The tablecloths will capture a number of points which are difficult to capture in a report format. I would suggest that we invite the 'journalist' or 'rapporteur' to interview a few of the table hosts to capture information and key points that could be captured in a report (or on a wiki)

• Invite 2-3 people to share something that surprised them during their rounds of conversations. It could be a point that was made or a thread that surfaced.

• Need to remove majong sheets

• finalise questions
• determine process for documentation ie what will be done with the majong

• No change in plenary
• Raised stage set up with comfortable chairs, coffee table, water
• Organise chat show guests during break

• participants can sit where they like

• iriver (or some sort of recording device to capture content electronically)
• lapel microphones for each guest
• lapels for the guests
• 1 lapel for the host
• 2 wireless microphones for questions/views from plenary

• need to be drafted

• Introduce the session and the host who in turn will introduce chat show guests and outline the purpose of the session which is to highlight ICT4D trends, programme directions and research areas of interest from the perspective of donor partners and invited guests
• Close the session reminding people where to go to lunch and when to come back from lunch
• Madan

• Phet
• Gerard Ross
• Gabe
• Margaret

Chat Show Methodology (and could consider using the Inquiry Circle): The session is similar to a panel but in a more relaxed and informal environment. The host of the show acts more as a journalist eliciting interesting opinions and stories from the quests.

May consider using the inquiry approach. The host invites the first guest to answer a question related to the topic. The guest will respond to the question then finish off by leaving a question to the next guest until each guest has had the chance to answer and ask a question. Time permitting, the last guest will leave a question to the audience who will take on the inquiry approach at each roundtable. A volunteer at the roundtable will respond to the question that was posed and leave a question for the next person at the table. The questions and answers continue at the roundtable for 20 mins or until 10 minutes before session ends.

Could also start (or end) the session using a spectrogram to get participant perspectives on the same set of issues.

• may consider recording the session and making it available on the workhsop website

• Facilitator to remind people where to go to lunch and when to come back from lunch

• agree on process
• finalise roles ie. who is the host, who are the guests and what are their roles
• outline list of questions
• Madan to initiate a discussion online with guests prior to the session and arrange a f2f on the 20th.

• no change to plenary ie. tables of 4-5 participants
• Chairs on a raised platform for the contributing authors and session host
• need to figure out spacing around the room for the break-outs ie. could do chairs in circles around flipcharts

• participants can sit where they choose for the plenary portion
• may need to move their chairs to the thematic discussion of choice

• Signs for the thematic areas covered by the authors
• Flipchart paper and markers for each thematic area

• LCD for the presentations if the contributing authors want to make them
• Flipcharts for each group
• Projection screen
• Lapel microphones for each author and host

• Welcome participants back from lunch
• Invite Madan(?) to:
  • provide a brief overview of the research publication
  • outline the purpose of the session ie. provide an opportunity to the contributing authors to present some of their initial findings and solicit feedback and ideas from participants
  • explain the process ie. each contributing author has 7 minutes of fame to make a presentation followed by two rounds of small group discussions
  • introduce the contributing authors
  • keep track of time ie. 7 minutes MAX per contributing author
  • explain process that follows presentations
  • announce when first round has 5 minutes remaining
  • announce when first round is over
  • invite people to move to a new group
  • in the new group, author could repeat presentation made in the first round, highlight the ideas that were raised and ask new group to build on them

• Contributing Authors

• Contributing authors have 7 minutes to make a case for their session
• Two rounds of discussions to follow where the participants are invited into the thematic group of choice to discuss the work in greater detail

• remind people when to return from break

• Finalise the groups ie. health, education, policy etc.
• Email contributing authors to let them know about this opportunity and the process
  • Encourage authors to use flipcharts to highlight key points and track ideas
  • Remind them that they have only 7 minutes to make a case for their work ie. if they use slides 3-4 are suggested and pictures are often more meaningful
  • Might suggest that they ask someone in the break-out group to be a flipchart rapporteur
• Find a time keeping mechanism ie. red, yellow and green cards?

• No change ie. tables of 4-5 partcipants

• Participants can sit where they choose

• Two coloured cardboard cards (half the size of A4); 5 of each per table
• 4-5 markers per table

• Should come up with a set of questions to help guide the discussion

• Explain purpose of the session ie. to discuss issues related to sustainability and expansion with the goal of generating ideas on ways to address them

• similar to world cafe except that there it won't be done in rounds
• provide a set of 3 questions with the last one inviting them to identify factors that contribute to sustainability and expansion

• each group is asked to identify 3-5 factors that each contribute to sustainability and expansion (one colour for each card)
• where do we put the cards?

• ask for 2-3 sustainability and expansion factors in plenary
• explain what will be done with the cards ie. will they be posted on the wall for the rest of the workshop, added to a wiki, etc?

• collect cards to be put ??

• identify questions to be addressed in the discussion groups and create 1 pager as handout
• agree on groups ie. by thematic or not
• need further thinking on close
• what do we do with the cards?

• no change ie. still in tables of 4-5 participants

• no change ie. participants stay in their seats

• Paper ie. could invite participants to record their reflections possibly on a template
• Markers
• If we want to put the reflections up on the wall, we should have signs for the wall ie. 'Takeaways' and 'What I want to know'

• What is one thing, which could be an idea, a concept, a lesson, a new connection that you will take away from today?
• What is one thing that you want to know about before the workshop comes to a close?

• Explain the purpose of the session ie. to give time to reflect on the day
• Explain the process
• Ask for volunteers to take part in an After action review of the day to look at ways to improve day two and three
• Give time for end of day annoucements

• none

• Participants are invited to spend 5 minutes asking themselves the questions:
  • "What is one thing, which could be an idea, a concept, a lesson, a new connection that I am taking away from today"
  • "What is one thing that I want to know about before the workshop comes to a close?"
• After 5 mins, they are invited to find a partner and share their responses (10 mins)
• Ask for 4-5 volunteers to share their one thing in plenary
• Ask for volunteers who would be willing to take part in a 30 min AAR
• Ask for announcements including information on evening activities

• Could ask that they record their responses on a piece of paper to be posted to the wall?

• Decide on documentation of session

• organise a circle of chairs around a flipchart

• they can sit where they like

• flipchart and 2 markers

• flipchart stand

• what worked (+)
• what should be done differently in order to do better (deltas)

• explain the purpose ie. to highlight things that worked and didn't work so well in order to make day two better
• facilitate the AAR
• could ask for a volunteer chart writer; if not, will also need to take notes

• Explain purpose and process of the session
• Ask what worked well?
• Ask what didn't work so well?
• Ask for recommendations for doing better tomorrow
• Thank the group

• Flipchart notes
• need to figure out where these should be posted

• Same as day one; groups of 4-5

• participants can sit where they like but are encouraged to move around and sit with people who they might not already know

• LCD and Screen

• welcome participants
• invite announcements
• share feedback from the AAR session
• provide an overview of the day highlighting any changes resulting from the AAR

• welcome participants
• invite announcements
• share feedback from the AAR session
• provide an overview of the day highlighting any changes resulting from the AAR

• Agenda drafted on a flipchart or slide

• identify who does the welcome and overview
• will need to draft the final agenda the night before or morning of

• no change ie. 4-5 participants per table

• again, participants sit where they choose, but are encouraged to sit with someone they don't already know

• 5 cards for what worked; 5 cards for what didn't work so well; 5 cards for recommendations
• 4-5 markers per table

• what worked?
• what didn't work so well?
• what specific actionable recommendations would you make to help ensure that the next programme is better?

• explain the purpose of the session ie. the programme wants to learn how to improve overall administration and operations of the programmes and is looking for ideas from those involved
• explain what will be done with the outputs of the session ie they will inform the future programme
• explain the process

• AMIC might want to give an overview of the programme ie. what did it set out to do and what acutally happened. One way to do this could be in the form of a quiz getting participants to answer questions on the programme
• Could consider the following After Action Review, AAR, like approach:
  • at the tables, groups are invited to spend time discussing what they felt worked and what didn't work so well; they ideas are captured on cards as clearly as possible
  • each group is invited to share one thing that worked, one thing that didn't work so well and one recommendation for improvement
• Alternatively, could do more of an [appreciativeinquiry.case.edu/ appreciative inquiry], AI, approach:
  • pairs interview each other about their involvement in the programme ie. looking back positively on the past to generate ideas on what should be done in the future

• AAR approach: capture what worked well, what didn't work so well and recommendations on cards
• AI approach: on cards, capture 2-3 ideas to make the programme better

• AAR approach: each group is invited to share one thing that worked, one thing that didn't work so well and one recommendation for improvement
• AI approach: record 2-3 ideas for making the programme better on cards

• collect cards

• finalise process including the presentation of what the programme set out to do and AAR vs AI appproach
• create slides or handouts with the questions
• where will cards be recorded?

• To be discussed with Venture for Fund Raising

• To be discussed with Venture for Fund Raising

• To be discussed with Venture for Fund Raising

• To be discussed with Venture for Fund Raising

• To outline the purpose of the session ie. address core ideas around resource mobilization including the managment process of building stakeholder relationships, the need to diversify sources of income, techniques, and organizational requirements for successful resource mobilization
• Introduce Venture for Fund Raising

• Venture for Fund Raising

• Outline purpose of session
• Introduce Venture for Fund Raising

• finalise room set-up and equipment requirements
• confirm timing of the session with Venture and discuss what happens if they exceed the schedule ie. cut back on lunch or break

• main area is a circle of chairs (no tables)
• documentation area set up with 5-6 computers and a printer
• wall with a 'marketplace' sign where people will propose topics
• 8 break-out circles of chairs around the room (and possibly in additional rooms)
• a flipchart and markers is within each break-out circle

• participants can sit anywhere in the circle

• documents ie. templates for discussion reports, computer sign-up
• signs
  • theme
  • marketplace
  • principles of open space
• 50 markers
• A4 cardboard like paper of different colours
• tape for the walls

• 10 flipchart stands
• 5-6 computers with internet access
• 1 printer preferably networked

• Explain the purpose
• Open the space
• Be ready at the documentation centre

Two rounds of parallel discussions to take place in the afternoon and two in the following morning.

• Document Report templates to be provided.
• Topic initiators expected to document discussions that take place by end of day.

• organise documentation and determine whether feasible to do write-ups on computers
• identify topic areas as suggestion
• what do we mean by ICT Hypes, Realities and Applications??

• Circle of chairs (no tables)

• Participants can sit where they like

• Lead the closing circle

• Ask if there are any announcements to be made
• Explain the talking stick (which could be a microphone). The talking stick gives the person holding on to it the right to speak and be listened to.
• Invite people to share a word that describes how they feel at that moment

• Might want to capture the words in closing circle as they often make useful quotes for workshop documents

• main area is a circle of chairs (no tables)
• documentation area set up with 5-6 computers and a printer
• wall with a 'marketplace' sign where people will propose topics
• 8 break-out circles of chairs around the room (and possibly in additional rooms)
• a flipchart and markers is within each break-out circle

• documents ie. templates for discussion reports, computer sign-up
• signs
  • theme
  • marketplace
  • principles of open space
• 50 markers
• A4 cardboard like paper of different colours
• tape for the walls

• 10 flipchart stands
• 5-6 computers with internet access
• 1 printer preferably networked

• Welcome and morning announcements
• Outline process ie. continuation of discussion topics
• Invite new topics
• Remind topic initiators that discussion reports need to be written-up in the computers by end of break

• Welcome and morning announcements
• Outline process ie. continuation of discussion topics
• Invite new topics
• Let participants know that there is no planned break but coffee will be made available

• Discussion report templates to be completed in the computer

• will we be able to print copies of the discussion report to distribute by end of the workshop? ie. how quickly could we get 50 copies of a 15-20 page report?
• can we plan for a non-scheduled break and have coffee available until 1130?

• no change ie main area is a circle of chairs (no tables)

• A4 for participants to write down one thing that they are interested in acting on having taken part in the workshop
• tape

• Explain purpose ie. to give participants time to reflect on something that they want to do as a result of having taken part in the workshop and to share the idea with a peer for feedback
• Outline process
  • participants will have 5 minutes to think about something that they want to do and write it on a piece of A4 paper name included (could provide an action template)
  • participants can post their action on the wall and are invited to pair up with someone who may have a similar idea or someone with whom they would like to share their idea

• participants will have 5 minutes to think about something that they want to do and write it on a piece of A4 paper name included (could provide an action template)
• participants can post their action on the wall and are invited to pair up with someone who may have a similar idea or someone with whom they would like to share their idea
• each pair has 20 mins total to exchange actions for feedback

• Cards with actions and names posted on walls

• need further thinking here

• need to finalise the process and do a reality check based on the time

• Chairs in circle ie. no table

• Participants can sit where they like

• Evaluation Form

• Box in centre of circle to place evaluation form

• Explain the purpose of the evaluation ie. why is it useful and for whom

• Distribute evaluation
• Provide 10 mins to complete evaluations

• Evlauation Forms

• Thank participants

• Encourage participants to put them in a box

• Create evaluation form
• Identify what purpose the evaluation serves

• Circle of chairs (no tables)

• Participants can sit where they like

• tbd

• Lead the closing circle

• Ask if there are any announcements to be made
• Give space for thanks
• Explain again the talking stick (which could be a microphone). The talking stick gives the person holding on to it the right to speak and be listened to.
• Invite people to pass around the talking circle sharing a memory or idea that they are taking away from the workshop (reminding them that there is only 30 mins and that there are 50+ participants)

• Might want to capture the words in closing circle as they often make useful quotes for workshop documents

• Finalise question or idea to be shared in closing circle