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3. After the meeting the discussions go on!

One of the first discussions the facilitator will have with the seminar organisers -and they will have with the guest speakers- has to do with the status of the documents and presentations (PP or others) of guest speakers. More specifically, they will discuss the level of dissemination before and after the seminar. This point is extremely important and relates to the question on access to and dissemination of information and data contained in these presentations.
Today, a broad discussion has started in different media on free access to information in all its forms. And the definition of the different access status (licence) is suggested under the concept of Creative Commons to which we adhere. These different licences turn information into a common good, a private good, a private but collective good, a common good subject to certain conditions (being quoted, only for reading, for reading and modification, that may be used commercially but with no appropriation, etc.) For further information, visit the site http://fr.creativecommons.org/
To summarise: data, information and documents presented during this seminar may be disseminated outside the meeting, especially via the seminar's website, in several ways:
Whatever the case may be, publishing documents and presentations on-line must, in all cases, be done after the seminar, in the days following. Otherwise, the dynamic created during the seminar is interrupted and participants who had accepted to drop their pens and listen to the presentations more actively will feel frustrated. Therefore, the task of publishing on-line must be planned by the organizers so that it really is done as part of the process.

Authors : Association Outils-Réseaux, Vincent Tardieu
Illustration credits under creativecommons: by Moustic 2011 - by Ultimcodex - by Moustic 2011 - by Outils-Réseaux - by Zerojay
Keywords :

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Organising the communication of an event from a distance

Card's author : Corinne Lamarche - SupAgro Florac
Card's type of licence : Creative Commons BY-SA
Testimonies : I can explain an experience relating to distance working that surprised me for its efficiency. I was part of a small group in charge of communication at the 2013 Moustic Meetings that grouped 200 people.

How was it done?

At the start I only knew four of the eight people I met at the event. We had participated together in around fifteen distance meetings during five months, using Skype. I wasn't sure it would work at the start; Nevertheless, the result was excellent! I was really surprised at the ability we can have to work at distance from the moment we choose the right tools and people are ready to share and listen. Of course, the skills of one another all contributed, but this was not enough. Collaborative tools helped us a lot.

What we created

For this event, a wiki was created with sections for each of the commissions (Co-steering, programming, financing, communication). Exchanges flowed well thanks to posting a kind of spreadsheet on one page with several sections to it:
  • things to do (summarising the decisions taken at the end of the meetings), which I could refer to, to see what tasks I had to do and, those I didn't need to do and those that depended on available time. At the beginning, these tasks had been assigned to one or two people, but not exclusively; this allowed us to see the progression.
  • the days for the meetings agreed beforehand. At first, we discussed everyone's availability (working time) and holidays.
  • the link to take notes at the meetings; and an emergency pad if the host server crashed for any reason (this happened to us once).
  • the address of the discussion list so that people working in other commissions could communicate with this one.
  • reference documents (with a link to each Google doc or to a work tool). It is worthwhile listing the documents that are useful for the commission to make finding them easier than searching through emails. One and a half months before the meeting, many documents were created and an email was sent every time to provide the link to the documents. Sometimes the subject of the message was not clear and this posed some problems when it came to finding this information. So I decided to collect all the links and place them on this page describing the contents. It is also important not to create several spreadsheets but rather several tabs on the same spreadsheet
  • the minutes of the meetings. Five days before the meetings, I sent an email reminding the date and time of the meeting, a link to the pad containing all the information and meeting agenda asking if anyone wanted to add more points to the agenda; sometimes I also wrote down some questions and got answers back the same day. One week before the meeting, I would read the minutes of other sub-commissions and if there was anything that should be told the group I would write this down also. After the meeting, the facilitator or someone else would post the meeting minutes on the wiki page (with a format, hyperlinks, readable) and would send the link to the other members, (also so those who could not attend the meeting would be informed) and with a reminder for the next meeting
  • the list of participants with the names, surnames and roles of the participants in the sub-commission

What I think is important is to decide what tools will be used, for what purpose, and how beforehand; it is especially important not to change along the way, or being sure that everyone can master the tool.
Internet link : http://moustic.info/2013/wakka.php?wiki=ComMunication
Keywords :

Pearltrees

Card's author : Frédéric Renier, Supagro florac
Card's type of licence : Creative Commons BY-SA
To begin with : Pearltrees allows organizing bookmarks in a tree-like form. It allows sharing favourites from the internet on a website. It allows benefiting from others' searches but also to organise collaborative searches.
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Official website : http://www.pearltrees.com
Keywords :
Tool's boxes : Web Watch tools
Introduction :
Requirements : Skills
  • knowing how to browse the net
  • knowing how to install an extension on your browser
Technique
  • flash reader on your computer
Some practical uses :
  • Sharing bookmarks
  • Collaborative searches
  • Social bookmarking
  • Organising bookmarks
Using the tools :
Advantages :
  • original presentation
  • linked to Twitter and Facebook
  • Widgets generation
Drawbacks :
  • data cannot be imported or exported
  • No RSS feed
Licence : Proprietary software, Freemium
Using : Easy
Setting up : No setting up

Prezi

Card's author : Outils-Réseaux et SupAgro Florac
Card's type of licence : Creative Commons BY-SA
To begin with : Prezi is an online presentation software. Its peculiarity, compared with classical presentation software such as Impress or Powerpoint, is that the presentation is not linear. The whole of the presentation is on only one space, you reach information by zooming in or zooming out.
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Official website : http://www.prezi.com
Keywords :
Tool's boxes : Animation
Introduction : Example : a lesson about cooperation by Jean-Michel Cornu

Requirements :
  • Creating a Prezi account
  • Being connected to the internet
  • Having a Flashreader software on the computer (for Prezi editing)
Some practical uses :
  • Project presentation, face-to-face or remote
  • Creation of a course notebook or of an online educational software
  • Remote part-creation of a presentation
Using the tools :
Going further :
Advantages :
  • More dynamic presentations !
  • Well-adapted to a presentation in a logic of attention (I adapt the presentation to the audience's attention). This notion is the opposite of the logic of intention : I bring my audience from A to B
  • Allows to organize yourself in a mindmap way or in a linear way.
  • Downloadable presentation, which means an internet free presentation
  • The downloaded presentation is self run-time, no presentation software is needed on the computer.
  • Access to presentation is possible from any internet connected computer
  • Enables synchronous and asynchronous co-edition
Drawbacks :
  • In its free version, creation can only be done online
  • Beware of motion sickness by abuse of rotating effects
  • English interface
  • In the free version (except for Education) all presentations can be seen online, there is no private space
Licence : Proprietary software, Freemium
Using : Easy
Setting up : No setting up

Project accelerators

Card's author : Laurent Tézenas - Montpellier SupAgro
Card's type of licence : Creative Commons BY-SA
Description : To ensure this activity works, it is important to take the method onboard and follow the rules.
There must be three roles:
  • a presenter: the person presenting the situation or problem
  • a facilitator - the guardian of the method: who briefly introduces the methodology, gives a reminder of the rules, and ensures everything runs smoothly.
  • a secretary: the person taking notes (this is shared on Etherpad)

Phase 0: preparation (5 min.)
At the start of the meeting, the group must choose:
  • a person to introduce the situation-problem: they are advised to prepare the question right from the start based on their reflection on what they see as a difficulty in their professional practice.
  • a facilitator (guardian of the exercise)
  • a person to take notes (or a role shared on a pad)

Phase 1 : introducing the problem or the situation (5 min)
The person who has accepted to talk about their problem presents the situation as clearly as possible and explains the background. Then he or she explains how they define the problem. The other members of the team listen.

Phase 2: Clarifying the problem (5 min)
Group members ask any questions they may have to properly understand the situation; during this phase they must stick to questions relating to factual information (to better understand the context, for example). The person who explained the situation then makes the clarifying remarks.

Phase 3: contract - reformulation of the question (1 min)
The person who explained the situation clearly states what he or she expects from the other group members. (I would like the group to help me to....)

Phase 4: reactions, comments, suggestions (20- 30 min)
It is especially the other members of the group who intervene: they give their impressions, reactions, perceptions after assessing and interpreting the situation. They work especially to come up with a different way of looking at the situation, fitting a new framework around it. They can give practical suggestions or give advice.
The person who introduced the situation listens and refrains from intervening. This person is interested in noting down what they thought was important to retain.

Phase 5: Synthesis and action plan (5-10 min)
The person who explained his/her situation takes a few minutes to complete a small action plan with the remarks made by the group members (a personal summary of what he/she retained). During this time, the other participants take notes on the ideas and remarks that may be useful to them in their projects (crosscutting ideas, etc.)
After this time to take notes, the person who explained their situation presents their action plan, indicating how he or she will follow it up. Other members do not discuss the choices of the person or his/her action plan; they simply witness the path this person has decided to take; they can express their support and encouragement. “Crosscutting” ideas noted by other participants are presented after this in a large group.
Phase 6: Evaluation and integrating lessons learnt from the experience (5 -10 min)
To close the meeting correctly, it is convenient to have a recap on what happened. The person who asked for help can explain his or her experience; the group can evaluate how he or she proceeded and, if required, can make corrections for the next meeting. The group is advised to leave some minutes so that each group member can take notes on what he/she has retained from the meeting.

Adapted from : PAYETTE, Adrien and CHAMPAGNE, Claude. Le groupe de codéveloppement professionnel. Québec, Canada : Presses de l’université du Québec, 1997. ISBN 2-7605-0981-8.

You may download a simple version, adapted by Laurent Tézenas Download Accelerateur_de_projet.pdf (92.2kB) (in French)
Keywords :

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RSS feed and syndication

Card's author : Outils-réseaux
Card's type of licence : Creative Commons BY-SA
Description : What do this mysterious symbol and barbarian acronym mean?...