Contribute/Meetup/SF Dec 2013/Breakout format

CBT Meetup 2013 - Breakout format

Breakout sessions will proceed as follows:

Wednesday December 11th - SWOT + Priorities Setting

11:30am - 12:30pm

• SWOT analysis [60 mins]: an exercise where all participants are asked to identify the strengths, weaknesses, opportunities and threats related to their specific community building pillar. This will help serve as the contextual backdrop for the rest of the session.
  • Intro on how SWOT analysis is and how it will be done [5 min]
  • A large wall will be cleared and separated into 4 sections (S/W/O/T) and everyone will be given 20 minutes to write down their thoughts on post-it notes and stick them to the relevant section of the wall. [20 mins]
  • Track leads will gather all post-it notes and organize them by themes/categories while the others take a coffee break [15 mins]
  • Track leads will then read through them to the group. Participants will be encouraged to comment on their post-its and flesh out their idea more or bring clarifications if necessary. [20 mins]

1:30pm - 3pm [90mins]

• Setting Priorities [45 mins]: track leads will drive a discussion with their teams and ask them to come up with the top 5 items from the strengths, weeknesses, opportunities, threats that need to get tackled in 2014

• Carousel share back [45 mins]: Once the 5 priorities are identified teams will present their priorities and gather feedback from the others. To do this, a "carousel" will be organized:
  • each breakout team will designate 5 presenters and 5 note-takers and have their own booth
  • all participants will then be regrouped in 5 "carousel teams", chosen randomly (team A, B, C, D and E) - NB: presenters of the same breakout team cannot be in the same carousel team
  • each carousel team will stand at one booth for 7 minutes and the relevant presenter at each booth will have to present their priorities, and (s)he will be flanked by a note-taker tasked to write down all feedback gathered.
  • once the 7 minutes are up, each team moves clock-wise to the next station.

Thursday December 12th - Drafting of Action Plans

Please see action plan template: https://cbt.etherpad.mozilla.org/2013-meetup-actionplan-template

9:15am - 10:45am [90mins]

• Carousel share back [90 mins]: Once the 5 priorities are identified teams will present their priorities and gather feedback from the others. To do this, a "carousel" will be organized:
  • each breakout team will designate 5 presenters and 5 note-takers and have their own booth
  • all participants will then be regrouped in 5 "carousel teams", chosen randomly (team A, B, C, D and E) - NB: presenters of the same breakout team cannot be in the same carousel team
  • each carousel team will stand at one booth for 15 minutes and the relevant presenter at each booth will have to present their priorities, and (s)he will be flanked by a note-taker tasked to write down all feedback gathered.
  • once the 15 minutes are up, each team moves clock-wise to the next station.

11am - 12:30pm - [90 mins]

• Part 1: Crafting of draft 2014 Action Plan: Based on the 5 priorities set on the previous day, each team will be asked to craft a draft action plan for the next 12 months which working groups will use as a the single source of truth when planning its roadmap for 2014. The action plan should indicate the team's:
  • Goal: what is the broad primary outcome desired? (SMART goals: http://en.wikipedia.org/wiki/SMART_criteria)
  • Strategy: what approach will be taken to achieve the goal ?
  • Objectives: what are the measurable steps that must be taken to achieve the strategy?
  • Tactics: what concrete tasks need to be done to achieve the objectives?
  • Owners: who is responsibles for getting the task done
  • Timeframe: when is the task due?
  • Resources: what resources are needed? what resources are in place? How can this plan work if there aren't any additional resources? This is what we have and this is how much we can achieve with it. If you give us extra resources we can do more!

3:30pm - 5pm [90 mins]

• Part 2: Post-panel refinement: Based on the previous panel discussion, teams will be asked to refine and polish their plans.

Friday December 13th - Finalization of Action Plans + Metrics

9:15am - 10:30am [75 mins]

• Part 3: Carousel share back of draft action plans [45 mins]: Each team will present their draft plans and gather feedback from the others. To do this, a "carousel" will be organized:
  • each breakout team will designate 5 presenters and 5 note-takers and have their own booth
  • all participants will then be regrouped in 5 "carousel teams", chosen randomly (team A, B, C, D and E) - NB: presenters of the same breakout team cannot be in the same carousel team
  • each carousel team will stand at one booth for 9 minutes and the relevant presenter at each booth will have to present their plans, and (s)he will be flanked by a note-taker tasked to write down all feedback gathered.
  • once the 12 minutes are up, each team moves clock-wise to the next station.

• Part 4: Integrating feedback [30 mins]: Once the carousel is over, the teams will regroup, discuss feedback gathered and integrate it in the draft action plan.

10:30am - 11:30am [90 mins]

• Part 5: Next Steps: Each team will polish their action plans, polish their slides for the Brownbag presentation later in the day, and discuss practical next steps (eg. schedule weekly meetings, communication channels, etc...)

2pm - 3:15pm [75 mins]

• Part 6: Measuring Success: Each team will discuss how they will track progress and measure success (ie. metrics, feedback, communications, etc... ). Track leads will be responsible for integrating their team's recommendations in their action plan, make final edits to the general document and submit the final draft version to the CBT lead for general review.