Coordination Committee

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1 Coordination Committee Learning Framework

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Coordination Committee Learning Framework

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Planning Stage: Reflection on our own situation, outcomes and actions

Background Information on Harambee

To strengthen existing networks and collaborations in Africa by:

Supporting network coordinators in the design and implementation of network strengthening activities ie. providing access to resources (people, funds and materials) and coaching/mentoring
Developing capacities related to network coordination ie. offering workshops (with a twist), creating safe and comfortable spaces for shared learning, incorporating action and reflection
Identifying and filling gaps in existing training and research-oriented resources in relation to networking and collaboration

Comment: Indicator: If things went as well as we hope, a community of network coordinators will emerge

Question 1 - Situation:

1a. What do we think are the salient features of the situation that we face?

we have a vibrant coordinating committee (that wasn't envisioned as strongly); we communicate regularly; common vision & positive
relationships between ourselves and the focus networks and the focus; we are moving in molasses even though we all know where we want to get to; at the top of a hill where the pieces are being put into place
working with networks which are often difficult creatures; not often full time jobs so there is often competing responsibilities
working virtually; across the boudaries
working with networks that have different expertise and focus and yet we are trying to get them to work together
silent partner

1b. Why do we think those are the salient features?

Vibrant committee: Need to convince and show them that there is ongoing Contrast is salient because the discontinuity
Working virtually: Many projects get to work together
Focus Networks and Coordinating team: Focus of what we are doing
Working with different networks: Expect them to work together but it is hard when people don't have enough commonality ie. agriculture people and health people

Question 2 - Outcomes:

2a. What outcomes do we think are desirable in this situation?

to have a vibrant network
mutual learning from coordination committee and focus networks
original learning; knowledge production from the experiences; harambee will be able to produce original resources/knowledge
focus networks in general feel that they are more effective at what they are trying to do
feeling that we have created conditions for a new kind of networking; part of what we can talk about is something that is called 'meta-collaboration'; or inter-collaboration; taking the network idea beyond the boundaries that we are thinking about ie. bringing in the GKP folks into workshops; thinking outside of our own goals

2b. Why do we think those outcomes are desirable in this situation?

if we have active networks we will have internal sharing
opportunities to learn from each other
important that a project like this (quite unique) and objectives are important to come up with something unique, documented and shared (and because I am a librarian)
belief that a networked way of doing things is more powerful; it allows for a more participatory engagement in one's surroundings and the whole being greater than the sum of the parts
beneficial for the whole; unforseen and positive things that can result from thinking beyond a network

Question 3 - Actions:

3a. What actions do we expect to lead to those outcomes in that situation?

New Knowledge:

Focus network work has to start
Monitoring the processes and the work as they happen
Wiki can be used; Dgroups
Documenting what the focus networks are doing
Processes that collect the work as we carry on
Physical Framework, Forms to capture
Focus Networks need to buy-in

Mutual Learning:

FNs dgroup would be useful as a space for encouraging:

mutual interaction
shared learning
keeping each other posted on what we’re learning, etc.

Vibrant Networks (both FNs and FN-CC network)

Need a combined communications strategy
Some FNs don't have sufficient resources or connectivity (unlike CC)
Need to find the best ways for mutual communication

New Kind of Networking

Facilitate a pre-scheduled dialogue on the FN dgroup around the ideas involved with 'inter-networking'
Take advantage of opportunities to share trainings and other events, both among FNs and beyond (if feasible)

FNs feeling they are more effective as a result of Harambee engagement

Ask FNs on an ongoing basis, how Harambee CC and project can help them
Design a simple feedback mechanism (perhaps a short questionnaire, perhaps a series of questions on the FN dgroup) to gather FN feedback

3b. Why do we think those actions will lead to those outcomes in that situation?

New Knowledge

It is intangible; if you don't have a framework, it becomes difficult to collect in retrospect

Mutual Learning

We have to be in close interaction in order for such learning to occur
Feedback from FNs need to be increased in order for us to learn

Vibrant Networks

Notice the CC is constantly engaged, which is why it is vibrant
We need to support such engagement for FNs

New Kind of Networking

Innovative thinking about networks needs to be founded on shared thinking arising from dialogue and shared experience

FNs feeling they are more effective

Knowing what FNs feel they need will help lead Harambee to positive path to provide for those needs
Because this outcome is intangible, we need a way to elicit qualitative feedback about FN members' feelings

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Review Stage Interview

Interview done by Gracian with Jackie (to be edited by jackie)

Phone wasn't always available so we have used other technologies such as skype and on one or two occassions
The time factor creates some difficulty

Working with the Focus Networks is still a bit of a challenge

commonality is network coordinators so we want to bring them together
communication has improved but not by much
What would it take to make that happen? The focus networks have to develop their own strategy to communicate and work with each other

Q. What would you have done differently?

Would have changed the plan of engagement with focus networks so that it isn't just focus network; explore other avenues such as face-to-face - at a minimum we would have phone calls
Most focus networks don't use the wiki so the update isn't as much as we would like but access is still a problem for some of the networks including ARN
First meeting was successful but many assumptions were made; after initial face-to-face the energy was lost; this meeting is an opportunity to figure out a better strategy for longer term engagement
People have had the chance of gaining hands on experience in using technologies so there may be a greater uptake

Q: In your own assessment, what would be the key things that you would emphasise that the networks should take away from this meeting? A: I would love for the networks to (1) explore the technologies further as they can support our collaboration (2) use the focus networks list as a space to share information

Q: Would you say that your objectives have been met? A: We have four major objectives, except for the research component, we have started addresses the objectives and have achieved some milestones

Q: What are the learnings that you would give to someone else doing something similar? A: To ensure that you have a vibrant coordination committee and a strategy to communicate and plan better for times when participants don't meet face-to-face. It is a demanding project where exceeding our hours is necessary. One assumption was made that the focus networks would find more value in communicating with each other. They didn't.

Q: What would be your suggestion to increase network engagement? A: Maintain the focus on the network coordination but include them more explicitly. As for creating a network of network coordinators, that should come from them not from us.

Q: What is your next big goal? A: Continued support of the focus networks the extent of which relies on phase II funding; Support to the small grant recipients.

Q: If you cannot choose which networks get involved A: The common thread is that those who get involved are network coordinators

Q: Does the type and function of network influence coordination? To what extent can you generalise the role of a coordinator? A: I appreciate your concern and to a large extent agree. On the surface, it may not appear that we

Q: Is there a link between SGF and the Focus Networks? Is there a deliberate plan to continue linking them? A: Yes. For example we have already included everyone in a mailing list and we already know that a focus network coordinator and

Q: Is there is deliberate action to continue supporting those that weren't funded? A: The approach for the committee is to create the enabling environment. It is up to the members to decide how they will be involved.

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Developing Indicators

The coordination committee has also spent time thinking about a set of graduated progress markers or indicators demonstrating change. We need to work on a way to track the changes that we see taking place.

Component of the Harambee Project	Expect to See	Like to See	Love to See
Supporting network coordinators in the design and implementation of network strengthening activities	qualitative aspects of activity on FN Dgroup and any wikis created for FN input (e.g., specifically collaborative traffic such as sharing of lessons, challenges, attempts to engage others in dialogues/activities) Level of interest and engagement level and depth of activity on FN Dgroup and any wikis created for FN input existence of joint activities or efforts to bring other FNs/CC members into events/processes of originating FN production of outputs for consumption of other Harambee partners and broader audiences attempts to influence the shape of the Phase II workplan
Developing capacities related to network coordination	Ongoing use of Harambee communication fora after phase I and especially after Phase II A group linked to Harambee that is recognized as having and supporting development of expertise in the ICT4 and KS4 collaboration areas
Identifying and filling gaps in existing training and research-oriented resources
Harambee Outreach Strategy	Level of interest in the Small Grants Fund (number of applicants) Diversity of SGF applicants i.e geographical and sectoral spread Number of regional and international events Bellanet Africa is invited to attend and /or to talk about Harambee Number and diversity of subscribers to Harambee mailing list (Allison's note: not sure what mailing list? diversity represented by what?) Activity on the Harambee mailing list and blog (Allison's note: what is meant by 'activity'?) Number and diversity of participants at events organized by Harambee (under Bellanet Africa)		Expression of interest from donors to fund the project Creation of outputs for the resources section of the Harambee website or for other audiences

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Review and Theorising Stage: Reviewing and development of 'local' theories

This section is intended to outline the process for review and development of local theories.

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Learning Table

This learning table was developed early in the project. It could serve as input into the Research component of the project.

What to learn	How to learn	Learning Indicators
What are the 'big' challenges faced by Networks Coordinators and networks in general, what can be done to address them and what a project like Harambee can and should be do to support coordinators in dealing with them	Ongoing interactions between CC members and their respective FN partners Promote discussion of challenges on FN Dgroup Ensure ongoing dialogue on CC Dgroup about engagement strategy \|\|
How do we engage Focus Network Coordinators in such as way that they find the support they are looking for among themselves	Animate the Focus Network list Keep Focus Network Coordinators up-to-date with the Harambee Coordinationg Committee discussions Dialogue between the Harambee Coordination Committee (CC) and the Network Coordinators on challenges facing the CC Encourage Focus Networks Coordinators to share challenges Encourage Focus Network Coordinators to share their strengths/expertise Encourage more one-on-one communications among networks in the same field of interest, especially offline where possible \|\|
How can tools such as wikis and Dgroups be better used to support collaboration	Build in periodic Peer Assist and After Action Review exercises Maintain wikis and Dgroups as primary means of communication/information sharing Experiment with additional tools (e.g., podcasting) \|\|
What can be done to improve communications and collaboration across regions, cultures and time zones?	Schedule periodic process-related discussions for reflection/learning Rotate responsibility for facilitation of process-related dialogues \|\|
What is the value of a project like Harambee in supporting networks? How is this value demonstrated both internally and externally?	CC should take on or contract task of 'mining' CC and FN Dgroups and interviewing core Harambee participants for purposes of learning and of reporting Quick interviews could be conducted with FN coordinators and other FN members (and perhaps captured as podcasts)\|\|
What makes networks work?	Here a number of research questions were identified: How to support a growing network? What are common 'growing' pains and how can they be addressed? How to keep momentum within a network? What tools exist that can support network coordination and in what contexts they work better? In particular, what is the role of podcasting, if any? How to effectively administer and manage a network? How to evaluate/assess a network? What are the indicators? The gender dimension of networks. How do men and women differ in their use of and interaction in networks? How to facilitate better interaction - both face-to-face and online? This area needs to be developed in a way that is closely linked to the resources section of the website and to identified gaps for which Harambee would fund new research \|\|