Strategy/Wikimedia movement/2018-20/Working Groups/Community Health/Minutes/2019-02-04

25 February

The discussion was about the steering Group monthly update, Scoping document and guiding questions, as well as follow up sub meetings in the week

Scoping guidelines/questions

The scoping guidelines were shared to better explain and clarify different sections in the scoping template, for example the length of the document being 2-3 pages, looking at the challenges of the  being achieved in the current situation and envisioning Wikimedia 2030,.

• The scoping will have questions, a background on how the questions were raised, and the impact we want to achieve.
• There will also be 2-3 granular questions to the community, and areas that we want external experts to work on.

Review of Scoping Documents

There are 3 scoping documents (Resources and participation, Group culture, Structure/decision making), and 5 clusters,

• Group culture and Structures/decision making reflect the focus we had for Community Health, but there’s need to rephrase them so that people understand our content better.
• Phrasing of the questions to find a way of getting quality rather than negative feedback.
• If there are some areas that seem to be neglected and not connected to the scoping documents, they can be documented in a meta page, or somewhere they can be contextualised. The 3 Working Group meeting in Berlin also had some questions that do not have context, which were raised but not sure how the answers would be based upon or how they can be answered

Community conversations on the scoping questions will happen after translation on different community channels like village pumps, meta, and other options. These questions can be modified in the end of March/beginning of April, with input from the Strategy Liaisons,  external expertise (in the analysis phase).

• The core team and strategy liaisons will be around to support and facilitate these conversations.
• If people don’t feel comfortable publishing their responses for privacy, anonymous views and other channels where people do not need to provide their names, will be possible.
• Strategy Liaisons will to reach out to these particular communities that are not represented, around the time of the summit (focus in on the 9 language liaisons - Arabic, French, German, Hindi, Japanese, Mandarin, Russian, Spanish, Portuguese - at the moment)
• Would be helpful for the Community Health Working Group members to get together to answer such questions on communities that are not represented.

Follow up sub meetings

• February 27 2019

Summary: (Note-taking here was only for half of the one hour meeting duration)

• The community conversations will be initiated on Meta, then Strategy Liaisons will bring them to the respective communities and language wikis, on village pumps or relevant channels, if the Community Health Working Group would like to do a Survey, they can work with Core Team, considering what will happen to the data and survey results.
• In the previous Strategy process (in 2017), there were Strategy Salons conducted in different places, which is planned to happen a little bit later in the analysis process around May/June, where these salons can provide insights to answer these questions with new voices or external partners.
• March 1 2019

Structures, processes and resources in support of community health

• The focus in this meeting was to add content, comments and finalise the 3rd scoping document: structures, processes and resources, questions in the community section will be asked to the community, but the Working Group needs to have a better understanding of which feedback is expected from the community.

• Questions which are already defined and known to most community like conflict of interest might need to be left out of the scoping questions. Chinmayi will make further comments about this topic in the document.

Community questions

• Community questions need to be designed in a way that the community can self regulate, and be interested in sharing their own culture, values, that are accepted behaviours in their environments, but this depends on the target community and what they might be interested in, it would be better to have this in an external looking/approach.

Group culture

• All Working Group Members need to provide comments, as per their wiki knowledge, use suggest mode, and provide any missing terms and topics in the scoping documents. It would be good to have participation, together with access, as sometimes access affects participation, and creates a huge gap.
  • In terms of advocacy, and participation, there was project tiger done in India, which can be an example of taking this beyond the communities to newcomers for participation.

18 February

There were no comments from the Previous meeting notes, the discussion focused on Wikimedia Summit planning, cluster documents and scoping as well as Community Health Working Group coordination.

Action Items from the last meeting

Most of the action items had been completed.

• Pavan Santosh and Jackie Koerner will follow up merging documents in the next few days.
• Mevant was invited to the Product and Technology Working Group who liked the idea of discussing overlaps between their group and community Health in their next meeting.

Questions on the Working group schedule leading up to the Wikimedia summit and beyond

• From the office hours on 11 February, a schedule was made that’s to be followed until the Summit.
• Expectations of the Working Group and what the Summit will provide
  • The Summit is a platform for the organised part of the movement to get together. It’s dedicated to the Movement Strategy Process and a chance for the Working Groups to speak and talk with on of their main stakeholders of the movement to help refine and talk about the analysis work after scoping.
  • The movement stakeholders can provide perspectives, inspiration and a reality check on what’s being discussed at the moment by the Working Groups. There will also be online conversations with other parts of the movement (The summit schedule is still being finalised)
  • The Working Group will expect to determine areas of synergies, interact with other Working Groups, and determine what will happen in the next months or weeks before Wikimania.
  • While the Working Groups are deep in the process, there will be parallel sessions that will take care of onboarding new people to the Movement Strategy process at the summit.
  • All the scoping documents will be published on meta for community conversations starting in March, the Working Groups can reach out to experts, analysing and determining how they will come to the answers of questions raised in the scoping documents.

Clustering document(s) and scoping

These two topics had been talked about during the office hours on 11 February, if there are overlaps, bringing them into one or two documents won’t be a problem. Combining the clusters, filling the scoping documents and asking the group to comment and review these documents can  be done moving forward

• Filing the two scoping documents (Scoping document structure/decision making - work in progress and Scoping document group culture - work in progress) will come from the two current documents that Jackie Koerner is working on.
• Jackie will send out the merged cluster documents to the group (this week) for feedback.
  • combined cluster document
• The Scoping questions guidelines shared by the core team will help to filter and look at scoping content in a wider view
  • The guide has a strategic direction, the Community Health Working Group needs to determine relevant themes and how these can be involved in the current documents and discussions.
  • Looking at how the Community Health questions and current work are geared towards the Strategic direction, and if the questions in the criteria are at the right level.
  • The next office hours meeting can be changed into a regular call, and might need an external facilitator.
  • Phillip and Pavan might need to brief the facilitator before the call to provide context: Pavan to write an email to follow up with Philip.
• Everyone is invited to contribute to the development of a definition for community health.

Coordination

Sandra Rientjes will not be in position to fulfill some of the duties and discussions as the Working Group Coordinator due to a staff gap (staff member who left) with lots of deliverables at Wikimedia Netherland, she will not leave the group but will not be as active as before, Pavan and Phillip offered to join in as new coordinators, until April when Sandra is back.

11 February

• Working Group Office hours discussion about Ideas on the definition of community Health Development, Scoping timeline/schedule, and contributing to the cluster documents.
• Scoping documents will be published March 4-8 2019. More structured information will be shared

04 February

The discussion focused on wrapping up the cluster documents and updates from the meeting of the Working Group coordinators

Core Team joining the meetings

• The Core Team has dedicated one person per Working Group to directly join the calls and provide direct answers on the process, related to the support needs of the Working Group, so that feedback is not waited until the next meeting.

• This is a key factor to make sure that all Working Groups are aligned and have a direct line with the Core Team.
  • The Working Group can also determine if they do not wish to have the dedicated person present in their calls.
  • Note taking will still be done by the Information and Knowledge Management Team.

Wrapping up the cluster documents

• The 5 cluster documents will be maintained, but need to be merged for overlaps.
  • Structured/decision making and Group Culture/Behaviour) have been worked on, and Working Group Members have been asked to review these two, and other documents, so that they are completed this week.
  • Leadership and structure were huge components, as part of the overlaps.

• There’s need to develop a template on how a community develops over time, versus capacity models and content for knowledge and opportunities for people to be supported to become successful.
  • There could be more patterns when the documents are merged to come up with rich content.

• If there are any missing competences/content or pieces of information, these can be highlighted using the suggest mode in google documents using the two documents that have been worked on (we can give this the next 24 hours)
  • If there’s anything that can be examined further, please reach out to Jackie Koerner.

• There’s a scoping template shared by the Core Team: As long as content is good and it makes things more clear for the Working Group, the Core Team is fine with merging the scoping documents into the template."
  • But for the community conversation, it would be good to have not more than 5 questions to make it easy for community feedback, for example at the Wikimedia Summit.
  • All the guiding questions to be created will be the basis that lead to the recommendations, trying to avoid too many questions will make the work easier.

• After clustering, maintaining one document might be easier, it would be good to have a single version at the end.
  • Having different documents is an intermediate step to sort thinking and scoping, to help (the Working Group Members or a reader who has not been part of the conversations) understand where something came from;
    • Can also be reflected by “labels” or “key words” at the top of a section

Meeting of the Working Group Coordinators, and Working Group support services

Community Health Working Group sent an update of the Working Group progress to the rest of the Coordinators (participants) on mail.

• The notes of the meeting from the Working Group Coordinators were shared.
  • Community Health Working Group had already utilised support services from Virtual Facilitation, but the Working Group had decided, they did not need a facilitated meeting at the moment when sorting the scoping and documents, maybe for another brainstorm.
  • At the end of February there will be the first official scoping check-in point, when all Working Groups present their scoping documents, in preparation for the broader community as well as participants of the Wikimedia Summit to review.
    • If there are any delays, this will be like a point of assessment, until the end of March 2019.
  • Feedback from the affiliates at the Wikimedia Summit and an online community conversation, in different languages in March for communities and individuals will be part of the community consultations.
  • Working Group travel: Wikimedia Foundation Travel Team recommends travel requests to be provided at least 12 weeks ahead of planned travel dates and meetings, the Working Group should inform the Core Team of any travel plans as soon possible.
  • Confirmation of interim coordinators to become permanent coordinators: Sandra Rientjes and Pavan Santosh had been selected as the Working Group representatives.