ESEAP Hub/Theory of Change

The problem being solved by the ESEAP Hub is the limited access, representation and inclusivity of communities in the region to freely share and access knowledge, hindering the realisation of the sum of all human knowledge.

The ESEAP Hub's mission is to provide services and support to communities across the ESEAP in order to increase their capacity and representation in the region and wider Movement.

After several consultations with ESEAP communities through in-person and online meetings as well as asynchronously on Meta-Wiki, ESEAP Hub has decided to focus on five key goals, which are:

• Improving engagement by diverse community languages and projects through translation
• Enhancing communication in ways that address language differences, time zones, culture and distance
• Empowering community capacity through knowledge, experience and resources sharing
• Building trustworthy, transparent and equitable regional community decision making mechanism
• Advocating the representation of ESEAP point of views in the global WMF movement

Learning and evaluation plan

Goal and objectives

Overall goal: Empower and enable communities across the ESEAP region to freely share and access knowledge by addressing communication barriers, building capacity, enhancing decision making and advocating for regional representation.

Key focused areas:

• Improving engagement
• Enhancing communication
• Empowering community capacity
• Building trustworthy community decision-making
• Advocating for the representation of ESEAP

	Inputs	Processes	Outputs	Outcomes	Impact
Goal	What we need to deliver our activities	What are the key activities we will need to conduct to reach the goal	How will we measure the initial success of the project/initiative	How will we see signs that the project has been effective after the initial launch etc	What is the ultimate strategic impact of the work we want to achieve? Be bold and visionary!
Improving engagement by diverse community languages and projects through translation	People (translators, project manager) Communication plan for the ESEAP Hub/region, which will address two types of communication: • Notice announcements • Information requiring feedback from stakeholder/s	Communications Strategy Develop a Communications Strategy and Plan that supports translation for the multiple languages across the region. Multilingual and Cultural Sensitivity Ensure communication is adapted to the various languages and cultural nuances within the region. This could involve providing community communication content in multilingual, translation services, and culturally sensitive messaging. Translators Group Form a Wikimedian based translation group (paid and volunteer) for content that goes to meta pages or global. Re-assess the translation services at 6 months and 1 year. Survey to measure success of translations in supporting people and attracting new participants.	Translated content increasingly available with 80% of materials translated into 5-6 main ESEAP languages (aiming for 8 ESEAP languages in the long run). Translation available at the 10 ESEAP community meetings across a 12-month period with 80% of sessions offering interpretation into 5-6 main ESEAP languages. Also, annual ESEAP community conference and bi-annual Summit with translations. Growing library of knowledge in multiple languages.	Language inclusivity through accessible communications and knowledge resources, with 80% of those serviced by the Hub feel they have greater access to content and are more empowered to engage with it. Facilitation (6 number of shared/joint projects) of cross-cultural collaboration and exchange, and strengthened relationships across the region.	Empowered communities who have access to the tools, information, and networks they need in their preferred language, so they are better equipped to make informed decisions, solve problems and drive change. Increased knowledge reach (through translations), leading to enhanced accessibility and inclusion of diverse voices.
Enhancing communications in ways that address language differences, times zones, culture and distance	People (translators, project manager) Communication strategy and plan for the ESEAP Hub/region	Meetups Facilitating and organizing ESEAP community meetings, help desk office hours, Hub community meetings, and potentially meetups, regional contests and partnerships. Supporting Regional Conferences Supporting affiliates in organizing annual ESEAP Conference and ESEAP Strategy Summit by participating actively in selection processes for hosts to make sure they have the capacity to run a good conference and support scholarship selection to make sure their participants are increased in diversity. Regular Updates Implement a schedule for regular updates to keep all regional stakeholders informed and engaged. This can include monthly newsletters, webinars, and community calls. Scheduled Regular Convenings • Monthly community meetings (10 in a year) • The ESEAP Conference or Strategy Summit (1 in a year) • Set up dedicated online help desk • ESEAP Highlight Session/Progress Update to Communities (3 in a year) • Monthly activity calendar announcements on Meta-Wiki For Year 2-3 • Local meet up with ESEAP Boards. (2-3 in a year) • Sister Hubs meet up or exchange session (1-2 in a year) • Launch a new regional campaign (when need arises) • Provide regional rewards for global campaigns (when needed)	Strengthened individual chapters and affiliates, with 30% of the community involved in monthly meetings, 50% attending the annual regional and national community conference and 20% of communities feeling mentored/supported because of these spaces. Growing local communities of engaged volunteers and contributors through affiliate/geographic representation at the annual conference by 5%. Measure with a survey and feedback whether meetings and training spaces support communities to access financial support for key operational/ programmatic costs, in a way that is easy/not burdensome.	Empowered communities, affiliates and user groups have resources in their preferred language, and capacity to drive positive change and expand their reach. Communities attract and grow their own local membership, and increase their representation at regional ESEAP meet ups and conferences. Expansion in engagement across the ESEAP region, through sharing knowledge, joint projects and shared resources.	An inclusive network that responds to and reflects community voices, adapts to change, addresses challenges and supports the diverse needs of users and contributors. Strengthened communication and engagement across the ESEAP region from sharing of knowledge and projects.
Empowering community capacity through knowledge, experience and resources sharing	Connect affiliates and communities to training and learning opportunities. Establish a baseline of the current level or status of the following, then select two key areas to focus on during first year: • Help desk • Human resources sharing • Mentorship training • Technical support (e.g., tech incident reporting, tech guidance) • Dispute resolution • Documentation inclusiveness processes • Support for outreach and community extension services	Provide community building support through dedicated online help desks (monthly office hours) in English +1 or 2 different languages, facilitated by paid staff (and who report back on these sessions to the ESEAP Hub/Board) on topics including: tech support, grant writing, HR, mentorship, leadership etc. Community skill mapping across ESEAP region by linking into WMF's Capacity Exchange program and Let's Connect program. Identify and compile key information into a booklet for new people and User Groups to support ongoing engagement. • Tailored Training Programs Develop specific training programs that address the unique needs of different community members that perform multilateral collaboration, including technical skills, project management, and leadership development. • Mentorship Opportunities Create a mentorship program where experienced Wikimedians in the region can guide and support newer or less experienced Wikimedians in the region, fostering a culture of growth and learning.	Provide a platform (Zoom or Google Meet) to support regular office hours, and/or training using WikiLearn (or other training platforms) with 20 number of people from the ESEAP region participating. Improve awareness by 10% (measured in pre and post review surveys) for accessing support and capacity building, including key contacts and where to find member resources. Six sessions to develop skills and capacity in grant writing, mentorship and leadership support provided to communities, with 10-20 people at each session. Outreach to two communities without affiliates to support community growth, access to grants and participation in training with a view to setting up a new User Group. Develop an e-document "Newbies Handbook" (PDF or digital) for the ESEAP Hub and region.	Strengthened community engagement through regular in-person support and effective practical network support. Skilled community leaders effectively guiding and supporting local areas and the ESEAP region. Expanding community network that fosters growth and diversity, including underrepresented communities. ESEAP Directory of skills and knowledge holders reflecting a broad range of cultures, languages and backgrounds. Increased community representation and diversity in ESEAP Hub through outreach and active engagement to communities that do not yet have an affiliate.	Sustainable community growth through long-term community building efforts. Active and empowered marginalized communities through increased representation, access to resources and opportunities, and stronger knowledge equity. Increased access to knowledge as a result of community led outreach initiatives.
Building trustworthy, transparent and equitable regional community decision-making	• Decision-making processes • Governance • ESEAP Charter	Provide transparency in the Hub governance body decision-making process, and use meta as the primary form of communication for decisions and discussions.	Clear, structured plans and timelines with clearly identified channels to share information and key decisions/messaging using Meta-Wiki, in at least 5-6 targeted ESEAP languages (aiming for 8 ESEAP languages in the long term). ESEAP communities are more aware of decision-making processes and reporting (criteria, timelines and factors considered) and there is a 5% increase in contribution through clearly defined processes. Feedback mechanisms including surveys, community conference workshop and on-wiki discussion with 5% of people responding with their views on the methods allowing community members to contribute to decision-making through appropriate platforms or channels.	Increased transparency in governance decision-making processes, increasing trust and accountability. Community involvement and engagement in the decision making process. Improved decision making with diverse viewpoints informing and shaping directions and decisions.	Enhanced community engagement in the Hub's decision-making processes, building trust and confidence within the Hub community. Inclusive governance culture that values transparency, inclusion, open dialogue and respect. Effective decision implementation from increased support of inclusive and open decision-making processes.
Advocating the representation of ESEAP points of view in the global movement	ESEAP members active in the Global Movement bodies. Facilitate introductions, partnerships and networking for ESEAP members at a global level. Mapping the ESEAP perspective on wider issues critical in our region (eg, minority representation, internet access, data governance issues, etc)	Advocacy and representation of ESEAP in global discussions, acknowledging that time zones are a key factor. Articulation of the region's needs, challenges and opportunities at the global level. WMF and other affiliates and initiatives, are invited to present and participate regularly at ESEAP events.	Increased presence of ESEAP members from current 3% participation in global forums and conferences to 5% (10% in the long term). In the first year, an increase to 5% in the number of partnerships and networks between ESEAP and other affiliates/user groups from across the world to amplify the impact and reach of ESEAP issues and initiatives.	Amplified regional voice providing increased recognition and visibility of the ESEAP region in global discussion and decision-making. Knowledge exchange and expertise around local and regional issues, and insights for regional strategies and approaches. Increased collaboration opportunities and partnerships that may leverage resources and support to enhance ESEAP initiatives.	Advocacy and policy influence creating an environment that supports ESEAP's long term engagement in the Global Movement. Regional empowerment and sustainable active participation. International collaboration and collective action advancing both ESEAP and open access to knowledge.

Learning questions and metrics

Communications (translation)

• Learning question: How effectively are translation services supporting inclusivity and access to knowledge across different languages in the ESEAP region?
• Key metrics:
  • Number and percentage of materials translated into key ESEAP languages (languages to be determined)
  • Number of sessions/meetings offering interpretation
  • Survey responses indicating satisfaction with transitions and impact on participation
  • Growth in participation from communities using translated materials

Communications (other)

• Learning question: How effective are the communication strategies in fostering community engagement and knowledge sharing?
• Key metrics:
  • Number of community meetings, conferences and help desk sessions held
  • Attendance rates and geographic/affiliate representation in these events
  • Feedback on the ease of access to financial and programmatic support through meetings and training sessions
  • Increase in community participation and engagement

Community capacity building

• Learning question: How are the training and learning opportunities impacting community capacity and growth?
• Key metrics:
  • Number of help desk office hours and training sessions held
  • Number of participants in capacity-building initiatives (grant writing, mentorship, leadership, etc)
  • Increase in awareness of support mechanisms and key resources
  • Outreach effectiveness in reaching communities without affiliates
  • Creation and distribution of a "Newbies Handbook" and its impact on engagement

Community decision-making

• Learning question: To what extent are decision-making processes within the ESEAP Hub transparent and inclusive?
• Key metrics:
  • Frequency and clarity of communication and governance decisions
  • Community awareness and satisfaction with decision-making processes
  • Increase in community contributions and engagement in decision making platforms
  • Feedback on governance transparency and trust

Advocating for ESEAP representation

• Learning question: How successful is the ESEAP Hub in increasing the region’s presence and influence in global movement discussions and bodies?
• Key metrics:
  • Increase in ESEAP representation in global forums, bodies and conferences
  • Growth in partnerships and networks between ESEAP and other global affiliates
  • Survey feedback on the visibility and impact of ESEAP issues and the global level

Data Collection Methods

Data for the metrics will be collected by the following methods:

• Surveys: Collect quantitative and qualitative feedback from participants, stakeholders and community members
• Interviews: Conduct in-depth interviews with key community leaders, translators and participants in various initiatives
• Event attendance records: track participation in meetings, conferences, global bodies and training sessions
• Document review: Analyze meeting minutes/notes, communication plans, and governance decisions for transparency and inclusivity

Timeline

Year 1

• Establish baselines for key metrics
• Implement initial surveys and feedback mechanisms
• Reassess translation services (at 6 and 12 months) and adjust strategies based on feedback

Year 2-3

• Continue monitoring progress towards goals
• Adjust activities and inputs as needed
• Expand the scope of activities (e.g. local meetups, new campaigns) based on Year 1 findings

Reporting and reflection points

It is crucial to build in reflection points to review progress, and for reporting to ESEAP and global communities:

• Quarterly reports: Summarize progress on key metrics, identify challenges and adjust strategies
• Annual evaluation: Comprehensive review of progress towards the goals, impact assessment and recommendations for future activities
• Community feedback: Incorporate feedback into ongoing activities and decision-making processes