Preparing Day 0 - 18th of June

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What is the felt need for Day 0?

Based on reactions and feedback from Zeist, there is a feeling that:

  1. People, especially those new to KM4Dev, want to better know the community as well as the current 'state' of KM4Dev
  2. There are linkages between the KM4Dev community and other networks/communities that are worth exploring

What do we expect this event to become?

We expect KM4Dev 2008 to become a place where:

  • People feel at home, in a welcoming environment
  • Connections are made across the community resulting in follow-up contacts
  • The spirit of the community is felt
  • People will have fun! There is dynamism and energy.
  • Questions about the community are answered
  • Expectations are implicitly managed as people get to know the community better


What is the core 'product' being offered to those who choose to take part? (And who is volunteering to work on process)

1. KM 101/Basics (Brainstorming on Thurs)

The committee decided against running a session that would explicitly focus on KM basics. Instead, it would look at ways to incorporate KM content into session discussions including ice-breakers.


2. KM trends (Ewen). Objective: to show areas of interest and how focus is changing in the community + identify areas of overlap and complementarity with other networks.

  • Network-like mapping of concepts and time line with arrows to different bubbles (and arrows between concepts to show connections from one concept to the other as they mingle and transform). Sb to guide KM4DEVers through map + reps of other networks to identify areas they are working on / focusing on.
  • Use colour codes to show type of info: tools, requests for support, philosophical discussions etc.
  • Put it on the wall.
  • and ask participants to add emerging patterns / focus areas (existing ones that I forgot + new ones that people would like to discuss in more depth)

Time Required: 10 mins to present (which could lead to discussions elsewhere)


3. The KM4Dev community: The history, structure, tools (Lucie with Josien)

Ideas for the session:

Introductions (30 min): speed dating, or in groups or pairs. challenge to find the right person(s)


2,5 hr block in the morning for storyboard and chatshow, then break up in smaller groups for DO-monstration

    • We could do a visual storyboard as a timeline (or "river of life" idea) of KM4dev since 1999 and ask people to come up and add things to it (e.g. the year they joined) and once all is added, I could run through the major moments in the history for the whole. We can cover governance, structure, etc. in this timeline, I would need to be pretty big though, if we end up with 70 people there!
    • could also go into the future.. let the river diverge
    • duration of session: more than 1 hr, 75-90 min
    • We could do a chat show (Nancy is game as host) and elicit stories from the panel and audience
    • starting from a question "after joining KM4dev, when first did you find the value?" Also: "what would you have liked to know about KM4dev when you joined?" duration of session: 1 hr
    • We can have computers to demo the different KM4dev tools, with volunteers on hand (Lucie, Josien, Ewen, Luca). It would be more than just a demo: accounts to be settled then and there and people actually practising. Helping them over hurdles on the spot and they will come back to the wiki more easily afterwards. A DO-monstration rather then a demonstration (but this needs time and some careful planning).


4. KM4Dev relationships & Interrelationship of communities present (Allison with Josien)

The idea to use social network approaches to explore the connections within KM4Dev and between KM4Dev and sister communities. We prefer using a direct drawing approach over an indirect questionnaire based approach.


This will be a half day session (approx 3 hrs) where participants can draw (paper based) Influence Network Maps with the group split up into smaller subgroups. The subgroups would be mixed between old and new members and KM4Dev members and members of other communities so as to ensure greatest possible learning and cross fertilization.


Eva would be able to facilitate this alone but is quite open to having people team up and co-facilitate.


The results (paper maps) would be on exhibition on Day 1 so that people could comment and add their views and we (maybe 4-5 core interested people) would sit down together on Day 2 to combine the understanding from these maps and the comments into one "final map" ("final" meaning a snapshot at one point in time in a fluid community) which would then be share with the whole community.


As preparation we would need to discuss what it is that we want to map out. Eva has offered to facilitate that discussion and would work with the sub-committee to draw a map according to our understanding - this helps as a pre-test, plus it will be interesting to compare this first image with the one we come up with through the Day 0 process. Discussion to take place during the week of June 9.


Eva suggested that it would be useful to have someone capture documentation electronically. Will need clarification on what can be documented before approaching Kris (who volunteered to do some documentation) to find out if he is interested in helping out. Luca also volunteers to document the session with images, audio recording and video, if available. Luca also can be responsible of collecting online the material produced during the session.


5. KM4Dev tensions/poles/dualities (Ewen). Objective: Show variety of people in KM4DEV and areas of interest, discuss differences and expectations.

  • What are dualities? In events, dualities between pragmatists and theorists and between large orgs and small orgs
    • Pragmatists – theorists
    • North – South
    • KM systems and tools – people
    • Open KM – Stealth
    • Small organization – large organization / network
    • One org – HQ + country offices
    • Active poster – Active lurker
    • KM mandate – working a.o. on KM
    • Answers – Questions
  • Need to define broad categories (types of content) so people can mention what interests them most.
  • Need to summarise and discuss expectations on the disc list and in meetings.
  • Decide what are the major dualities we would like to map.
  • People find logos from their pole and put it on their profile (sticker / pin card on chest? – card with 9 slots and stick the logo of each pole on their card)
  • Call poles to divide, category one by one. 5 min. to brainstorm on key issues / expectations for their group: in disc list / in events on one flipchart  2x9 flip charts
  • Then mix in 2 rounds: one of pragmatists vs. theorists and one of large vs small orgs and map out in more details their expectations
  • Wrap up: diversity and lots to learn from one another. Get back to this in open space by detailing expectations re: list and events and is there a need to develop specific discussions / groups / nodes to discuss some issues relevant to one pole in more detail?


Eva's note on the dualities for consideration in the mapping exercise:

There are a lot of dualities, that can be integrated in the drawn map next to the actor names (as actor characteristics). This concerns for example:

  • Pragmatists – theorists
  • North – South
  • Active poster – Active lurker
  • KM mandate – working a.o. on KM

Then there are some that might be drawn as links:

  • open km - stealth
  • questions - answers

However, those things that have negative connotation (stealth, lurking) would maybe not make sense to map explicitly if this activity is supposed to IMPROVE your community. For "lurking" a change of term might be enough (observing?). Stealth on the other hand might be an issue that you might rather discuss detached from individual actors...

Some issues in the dualities session sound like a discussion about the network properties:

  • Small organization – large organization / network
  • One org – HQ + country offices


6. KM4Dev buddies (Brainstorming on Thurs). Objective: meet other people, get introduced to KM4DEV and the spirit of the community. For older KM4DEV members, to find out what is getting newbies interested.

    • Organise a supermarket with sheets/stickers for different concepts or expectations etc.
    • Use badges from tensions / dualities to meet each other and find buddy. Priority given to duality between older vs. new members

7. Information on members projects, programs, organisations and/or networks (Lucie) Objective: offer participants an alternative (or more classic ;-)) way of bringing in what they are doing.

Suggestion: we ask people who want to "present" their KM project or programme, or organisation, or network, to bring what is necessary to fill a poster/flip chart, which would be in the common room. This poster should be sufficient to "tell the story" without having someone there BUT we could do a lunch-hour session for those who want to know more. Everyone could be at their posters during this hour and people can walk around with their sandwiches and ask questions. Perhaps we can limit these posters to no more than 12, first come, first serve?

Here is a draft message for the participants (should we create a Dgroup for wshop participants?):

"Dear KM4dev workshop participants,

A few of you asked if there would be any possibilities during the three days to present what you are doing, either your KM project or program, or the work of your organizations or network. The bulk of the workshop - June 19 and 20 - will be carried out as an Open Space, which will allow you to raise any topic you choose and to discuss these with interested workshop participants.

We are also planning - on June 18 - a day of KM4dev community discovery (or re-discovery!). During this day, you will have many opportunities to discuss and reflect on KM4dev, both the community and the field of work. We also want to invite those of you who want to put forward what you are doing by creating posters. These posters should be sufficient to "tell the story" without you being there but we will do a lunch-hour walkabout session for those who want to ask questions. There is space in the main area for 12 posters which will be accepted on a first come first serve basis. Any in addition will be posted around the workshop venue where space permits. We will have markers and flip chart paper, you will need to bring any other material you'll need. We will not have any access to computers or audio-visual equipment such as LCD projectors, this will be a "low-tech" environment!

If you wish to create a poster, please email me directly (do not hit the reply button to this email) before June 6: llamoureux[AT]bellanet.org"


(AH Comment: do we really need to limit the number of posters? I am not sure why space and time are restrictions. Instead could we say that there is space in the main area for 12 posters which will be accepted on a first come first serve basis. Any in addition will be posted around the workshop venue where space permits?)

Who is the core 'audience'

  • People who are new to KM4Dev
  • Members of related networks which could be KM4Dev members affiliated with other networks or other network members not affiliated with KM4Dev
  • "Old" members should get a value out of the day, too!


Who are we (the sub-committee)? What qualities do we bring?

  • Allison (detailed, fun, energetic, knowledge of KM4Dev community)
  • Josien (knowledgeable on the venue & logistics, ability to see patterns and relations)
  • Lucie (big picture, focused on the process, knowledge of history and community of KM4Dev, focus on people and their experience)
  • Ewen (big picture and gaps, idea generator but less strong on finishing them, fun, knowledge of languages, attention to people)
  • Simone (available after May 15)
  • Luca (attracted by km4dev group, photographer, attention to people, fun of technology, traveler, knowledge of CoP)

How will the sub-committee work together? What are our principles of cooperation?

  • go with the flow
  • whoever can work and put time into something, does
  • if people do not respond silence is consent
  • when a decision needs to be taken, they make it to the group and no response means to go ahead


As a community, KM4Dev has evolved following these supporting principles:

  1. Open and interactive in nature
  2. Supports and encourages a mix of individuals (Northern and Southern participation,large and small organizations, academics and practitioners, male and female)
  3. (International) development is the specific, underlying context to our exploration of KM/KS issues and approaches


Who else is interested in getting involved

The following 'oldies' were identified through the survey as willing to do something on-site (though we would need to confirm):

  • Allison Hewlitt
  • Amit Chakravarty
  • Dorine Ruter
  • Ewen Le Borgne
  • Jaap Pels
  • Josien kapma
  • Lucie Lamoureux
  • Luca Servo
  • Maarten Boers
  • Marc Steinlin
  • Nancy White
  • Peter J. Bury, IRC
  • Prabhu Rajendran
  • Riff Fullan
  • Sarah Cummings
  • Simone Staiger-Rivas
  • Sophie Treinen
  • Taline Haytayan

NOTE: Will need to revisit this list to identify other possibilities ie. those who didn't complete the survey but will be taking part. The assumption is that this is an interactive event and as such, EVERYONE is interested in getting involved.


Others expressed a specific interest in being involved:

  • Eva Schiffer for Network Mapping (Net-Map Toolbox)
  • Maarten Boers to introduce the ComPart system
  • Steve Glovinsky to showcase Solution Exchange

What is the overall direction?

  • (bev and josiens ideas, just as conversation starters. A mental picture....
    • Tags. People wander around with large brightly coloured tags pinned to their clothes. Eg red for KM4dev, blue for CP2, purple for Itrainonline etc. You decide to be tagged with a community tag if you one way or the other identify with that community and are willing to talk to others about it. Some people may have 3 or more tags, many people have one or two, some do not have a tag at all. The KM4dev tags are common, and some tags may be very rare.
    • Booths. Each community has a fysical space, like a corner or a table, where they can share materials or have a poster or flipchart presenting their community. By going to this space you demonstrate your interest in starting a conversation about this community.
  • (we will be fairly small group for a fair, so nothing too fair-like, more a way to get people to wander and start conversations, dynamic yet relaxed, the conversations while gazing over the Tagus river sound very good) So peoples' stories, and a un-fair... a Tale Fair?

or what about "Fairy Tales"? or "Fair o' Tales"? With a wonderfully costumed Fairy flying around with a magic wand that can bring people together and tell their tales?

  • not tags but tell-tails... to get people to tell their tales?
  • Also it would be nice to engage in a real task together. Preparing creative future scenarios? Discussing community strategy? Mapping networks and overlaps, or 'family relations' between communities? Drawing "portraits" of a community, for the family portrait? Compare leadership within the different communities?
  • inventory of things that newbees need to know
  • include 'relax' time on the terrace with a view over the Taag and free discussions with the old hands...
  • ask each of the represented communities to prepare a "wordless" presentation of their community (what, wherefore, whom, challenges, etc.) Could be a poster, a self-explaining PowerPoint, video clips, graphics (learnt last year) or whatever. All these presentations could be scattered around in the meeting rooms or the terrace, so all participants could wander around, look, ask, talk, discuss and get to know what already is being done and in that way creating a basis for the more in depth discussions during the two following day's. In that way from our side we could work on a presentation of ComPart and Dgroups for example.
  • From Maarten - "as you know we will organise a meeting the two day's before the actual KM4dev meeting with eight people from Southern organisations, to brainstorm about (needed) support for Southern Partners of the ICCO Alliance in their learning and capacity development activities and especially how the communication for that purpose can be organised (the so called ComPart system). We would very much like to introduce the system and get feed back from the KM4dev community on that subject, so I could imagine we prepare a presentation for the afternoon of day 1 (note: he means Day 0)"
  • From Nancy: "What if we asked on the list "What would you have liked to have known about KM4Dev when you joined?" Just a brainstorm. And then use that to help our planning for day ZERO. (what a funny name, eh?)"
  • From Monique: a request to be able to "watch presentations from Day 0"
  • Come up with a definition that we feel comfortable with for the key concepts (KM, IM, OL etc.) so we can skip those discussions?
  • Look at past trends and conversations in the KM4DEV community and see how we are evolving: What was the community busy with 5 years ago? 2 years ago? Now? Most importantly, where is it heading? The emergent side of networks is by far the most interesting and the more likely to indicate where there's overlap and gaps between KM4DEV and related networks.
  • We could perhaps define some key factors to compare networks and give a rating in a star-shape (like the M&E group in KM4DEV 2007)? Factors could include: emphasis on systems Vs. people, pragmatic Vs. theoretical, consolidation of info or not.
  • Perhaps we could have a network analysis to see if any network has different types of members, covers different regions etc. Not sure this is really needed though ;)
  • For the first half, presenting KM4DEV, what matters I think is to clarify expectations and avoid that some members are getting into sthg completely different to what they were expecting. In this respect, we may have a session where an interviewer asks a group of KM4DEVers whether KM4DEV (various questions, e.g. KM4DEV is a job posting resource site - no, KM4DEV is trying to identify knowledge sharing mechanisms to unlock resources in the development sector - Yes, KM4DEV offers funding - no) and the group answers yes or no. We just need smart people to come up with a good list of questions.


Agenda Outline (9 to 530pm)

Introductions (30 mins)

  • Following a short welcome and overview of the day, we would do an icebreaker type of exercise
    • speed dating, or in groups or pairs. challenge to find the right person(s)
    • dualities
    • Simone suggested doing the dart board [1] for the dualities (i.e. reading statements and asking people to place themselves on the borad according to where they feel they belong). Allison suggested a variation on this by using the spectogram [2]
    • we want to keep it simple and fun
    • could do a Part 1 in the AM and Part 2 right before the network mapping in the PM
    • the dualities on name tags was also discussed, as it can be a fun way for people to approach each other ("oh, I see that you are a pragmatist from the North who believes in a Stealth approach to KM!")


To do

  • Continue thinking about and then make a decision on exercise (Ewen and Luce with input from anyone)

A KM4Dev Community Storyboard (75 mins)

  • create a visual storyboard as a timeline (or "river of life" idea) of KM4dev since 1999 and ask people to come up and add things to it (e.g. the year they joined) and once all is added, run through the major moments in the history for the whole. We can cover governance, structure, etc. in this timeline, it would need to be pretty big though, if we end up with 70 people there!
  • could also go into the future.. let the river diverge
  • could look at jumpstart storytelling (Seth Kahn) to have the strongest stories emerge in small groups?
  • think about ways to incorporate KM trends
  • would use Day -1 to initiate the storyboard

To do

  • Further research and work on fleshing out the process (Lucie with Ewen)
  • Think about documentation for community members not present

Break (30 mins)

A KM4Dev Chat Show (60 mins)

  • elicit stories from the panel and audience
  • Nancy has agreed to be a host
  • questions for consideration:
    • After joining KM4dev, when first did you find the value?
    • What would you have liked to know about KM4dev when you joined?

To Do

  • Identify questions, possible guests, session title and elaboration on the process (Josien)
  • Think about documentation to community members not present


KM4Dev Tools "Do"-monstrations (45 mins) - in parallel with the Information on members projects, programs, organisations and/or networks

  • the idea is to demo by doing on different KM4dev tools, with volunteers on hand (Lucie, Josien, Luca and Ewen)
  • more than just a demo: accounts to be settled then and there and people actually practising.
  • helping them over hurdles on the spot and they will come back to the wiki more easily afterwards.'

To Do'

  • additional planning and thinking; name session? (Lucie, Josien, Luca and Ewen)
  • tools to DO-monstrate: the website, the wiki, the blog, the flickr collection, the facebook group, others?

Information on members projects, programs, organisations and/or networks (45 mins) - in parallel with the KM4Dev "Do"-monstration

  • space for people to "present" their KM project or programme, or organisation, or network
  • people bring what is necessary to fill a poster/flip chart, which would be in the common room.
  • this poster should be sufficient to "tell the story" without having someone there though it would be useful if the presenters could be at their posters in this 45 min session

To Do

  • Finalise draft invitation letter to participants (All to comment in wiki)
  • Send invitation out to participants & think of better title? (Lucie)


Lunch (1.5 hrs)

Discovering Connections within the KM4Dev Community & Other Networks (3 hrs)

  • Eva Schiffer to facilitate; Allison to assist; Nancy also interested (others welcome)
  • use social network approaches to explore the connections within KM4Dev and between KM4Dev and sister communities via a direct drawing approach
  • participants can draw (paper based) Influence Network Maps with the group split up into smaller subgroups. The subgroups would be mixed between old and new members and KM4Dev members and members of other communities so as to ensure greatest possible learning and cross fertilization.
  • the resulting maps would be on exhibition on Day One so that people could comment and add their views
  • on Day 2, core interested people would sit down together (as one of the OS sessions) to combine the understanding from these maps and the comments into one "final map" ("final" meaning a snapshot at one point in time in a fluid community) which would then be share with the whole community.
  • need to think about how the duality session would fit (and if it doesn't, could it be an interesting intro to the session)
  • See Eva's blog post for more information on the process


To Do

  • follow-up with Eva re the integration of the duality session (Allison)
  • discuss electronic documentation possibilities with Eva (Allison) DONE: Will run an OS topic session on how to do that post-workshop

Other To Dos

  • Send message to the KM4Dev Workshop Core re communication with participants (Allison)
  • Send update to KM4Dev Workshop Core re summary of meeting (Allison)
  • Develop Buddy Process (Simone?)
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