YWAMKnowledgeBase:Sprint2009

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May 11 - May15

Location Brussels, hosted by YWAM Brussels.

Virtual connection on <skype action="call">kevincolyerwork"</skype>

Daily virtual meeting 16h00-17h00 (GMT+1)

Blogs and daily reports?

Participants

Physical

  • Kevin
  • Arnoud
  • Steve
  • Rodney (part time?)
  • NakedICame?
  • Frankwin?

Virtual

  • Lots!

Thoughts and comments from those not able to be present

Some of the responses to my initial announcement of the Sprint were really kind:

"Dear Kevin, That is great to hear about and I wish I could take part in it as it   is sorely needed in our organization. It is truly a shame all the "re- inventing of the wheel" that we continually do. I was just discussing with a friend of mine in Cairo today how many   people have taken photos, videos and made contacts all over the world,   who over time get lost or do not go to use. I suppose we need to   really thank the Lord for those regional/ministry leaders try who keep   everything together and organized. If only our student groups would   know them all and how to use their resources! Many thanks for your work brother, keep up the good work. It is   useful. There is a great long-term purpose and no matter what people   say or do, I think the Lord is guiding your efforts incredibly. Thank You, Jonathan"
"Dear Kevin Thank you so much for the precious invitation for YWAMKB. I am very happy to hear about the face to face gathering for initiatives of improvements and developments. I would really love to have face to face meeting. But at this time, I am very busy with my schedules on the office and work. And I am not able to come. (haha, from Nepal, even if I can come, geographically, I am really away far, and far away from you guys) But I wish and pray that the Lord will bring more people together with you to this plan. He may provide you all the wisdom, guidance and anointing. May the Lord be with all of you. "
"Thanks for the invitation..... First of all i'm sorry for not doing my part for our KB... i've been   and will be busy till may second week.... Unfortunately i won't be able to come for the Sprint Meeting.  But i   will be able to join for the meetings over skype which i would like to   do... not because i will have or have something to share but would   like hear from all the wonderful people from the Sprint Meeting.  but   if i have some idea or some thing i can contribute i will surely do   that...."
"Sounds like it would be great fun.  It is unfortunate that I won't be able to come during that time. For sure, keep me posted about when I can join in online via Skype or Instant Messenger. Nathan"

So we will work on the virtual side of the meeting!

Programme

11th - 15th May 2009

The aim is to do a lot of work! We want to take the YWAM KB on several steps in terms of content, accessibility, usefulness and uptake in YWAM.

As well as the physical participants there are virtual participants who we will include as much as possible recognising that geographical division do not prevent participation in the KB. We will use a regular report back time for this and IRC/Skype and other technologies that help us achieve these ends.


Monday
Tuesday
Wednesday
Thursday
Friday
  • 9.00 Start with planning session – what shall we do this week?
  • 11:00 Publish plan on Sprint pages for Virtual participants
  • 11:30 Coffee
  • 12:00 Seminar: Improving YWAMKB skills (Wiki Syntax and helpful hints)
  • 9:00 Discussion and planning day's work then Work time
  • 11:30 Presenting YWAMKB to YWAM Brussels Staff
  • Mid course correction – are we going in the right direction this week?
  • Work time
  • 9:00 Discussion and planning day's work then Work time
  • 11:00 Coffee
  • 11:30 Seminar – The Ethics of Free software and Creative Commons
  • 9:00 Discussion and planning day's work then Work time
  • 11:00 Coffee
  • 11:30 Finish off remaining work

(Kevin will be leading a training session elsewhere during the morning - unavoidable)

Lunch
  • 14:00 Work time
  • 16:00 IRC and Skype chats – share and feedback from virtual Sprinters!
  • 14:00 Work time
  • 16:00 IRC and Skype chats – share and feedback from virtual Sprinters!
  • 14:00 Work time
  • 16:00 IRC and Skype chats – share and feedback from virtual Sprinters!
  • 14:00 Work time
  • 16:00 IRC and Skype chats – share and feedback from virtual Sprinters!
  • 14:00 Review Session
  • Review progress
  • Assign future task
  • Rejoice and relax!
  • 16:00 IRC and Skype chats – share and feedback from virtual Sprinters!
Evening Meal
20:00 Relaxing time at Place Jordan for Fries and Beer Free Free Free Leaving or Party time!

Ideas, thoughts, wishes, comments etc.

Please put any raw ideas for the week here. It really doesn't matter what you put. Please sign though!

Thoughts from Saulo

Hello Kevin,

Let's point out below some guiding questions whose answers might help you to promote YWAM KB worldwide!!

CENTRAL POINTS:

1) What it is exactly the YWAM Knowledge BASE? Would it that be a data base website with a wiki-format?

2) What kind of EXAMPLES you could point about the usage of YWAM KB on the daily YWAMer work worldwide?

3) How can you desbribe step by step how does it work at all? Please, leave to us a basic tutorial concercing, fro

4) Which is or the vallues YWAM KB is founded in? Regarding this, how is working the connection of its own vallues and the YWAM, as aslso, UofN vallues?

5) Opportunities for Communication, Research and IT-staff from the YWAM world!

 Ok, for now, then! I guess that with these information above, we can prepare a brief-text to announce the work of YWAM KB.

Hope it helps, Kevin!

Blessings,

Saulo Xavier YWAM Curitiba-Brazil.

Agenda

What we want to achieve will go here

  1. Article on Knowledge Management (Steve - in process) Knowledge management
  2. Start up some new knowledge threads – eg how to start a new team, what new YWAMers need to know. (KPC - Done)
  3. Use scenarios – how might the knowledgebase be used in various scenarios (KPC and AD - Done)
  4. Should lead to clear vision and missions – rather than starting with this it should become apparent through considering it's use. (See summary)
  5. Tuesday: Work through scenario/thread of How to start a New Team Thread (all)

Task List

What we will do and who will do it during the Sprint goes here

Day summary

Monday

Today we met and started to process of talking about the KB. We brainstormed a whole slew of ideas. We could group the ideas in two sections:

  1. Details - quality issues, marketing, style guides, long term thoughts, gaps and holes
  2. Management of the knowledge - The KB could just be a puddle of knowledge but is that the best way to serve YWAM? We think it needs to be about helping YWAM make best use of its knowledge. Thus it leads to the purpose of the KB being to make YWAM more Effective and to Multiply YWAM's work and workers.

We worked on some scenarios and ideas of what people would want so that we can have an idea of how we can serve up the information and make it useful. We recognised the need to "trial" or "observe users" gaining the knowledge from the KB to better understand their needs.

We made a start on some threads to go on the front page to lead people through the swamp of knowledge.

On Tuesday we will work on one scenario - How to start a new team and use the experience to work out how we should organise the knowledge.

We finished by talking to Torgrim on the skype. Nice to have him along.

Tuesday

Brilliant youtube discussion that impacts lots of our hot areas -- collaboration, democracy, bottom up....

Key ingredients to stimulate culture change within an organization to motivate knowledge and information sharing, Major Angela Burth, USAF

  • Get knowledge and information sharing outside structural hierarchies
  • Recognise knowledge and information sharing organizational behaviour
  • Recognise and reward subject matter experts
  • Provide objective measures of contribution, value, trust and reciprocity

Key Ingredient: the secret sauce

  • How to motivate participant?
  • Answer the questions
    • What's in it for me? and/or
    • What's in it for my organization?
  • Bottom line
    • Organizational and senior leaders buy in
    • Recognition of behaviour -- make it matter, if it doesn't matter they won't participate.

Good books

This video is a WOW!!! It is an advertisement for sharing knowledge funded by Lotus but we could use it ourselves -- if it is legal? Lotus put it out in 2000 so it is dated and they may be happy for us to use it?

Today we were thinking about presenting the KB to others and did so. Then we created a scenario that someone might ask and did some backward planning on how it might be done (starting an evangelism and church planting team). See: YWAMKnowledgeBase:How to start a New Team Thread.

The aim is to create a learning thread though the KB. In doing so we will discover where we have gaps in knowledge and where the KB is working.

We also talked a lot about social network and the application to KB. But realised we have some more primary concerns before investing lots of resources in integration with social networking and the marketing benefits that brings the KB.

Wednesday

Can we look at pages like the "special pages" page and see if it can all fit on one page and not overflow to another one? (probably not - they are hard coded in php --Kev-The-Hasty 09:05, 13 May 2009 (CEST))

And, is the font the right size across the site for clarity and maximum information in one view? Or is that a dumb question? (It's not dumb but consider the factors: different OS', different browsers, different screen sizes, different fonts systems and fonts installed, just a few!)


New notes from the whiteboard

The Purpose of YWAMKB: To Help YWAMers to be Effective and Multiply

This Week:

  • Strategy - Gaining a Big Picture
  • Accessible - Clear - Getting right to the Knowledge
  • We are now undergoing a transition from a semi-random entering of articles to a more focused goal of helping YWAMers get skills they need to do the job.
  • YWAMKB is not about getting people to join the KB (contrast with aim of Facebook: Facebook is about joining Facebook) but be more a community joined around helping other YWAMers.
  • The KB Community are people who value the KB as a tool to help other YWAMers
  • IDEA: ask NTN (New Teams Network) to work together on one specific area for 2 months
  • IDEA: DNA Infusion notes up (front page)
  • IDEA: What is my question? (front page)

5 years View

  • KB will have been Effective and Multiplied to YWAMers of all cultures.
  • Strong community of YWAMers who want to help other YWAMers be E+M using YWAMKB as a tool.
  • KB will be effective as equipping with specific skills and be a vast general resource of information.
  • De-centralised leadership: Key people on all continents caring for KB
  • In 5 years time SAK will be NOT ESSENTIAL to the life of the KB (SAK = Steve, Arnoud and Kevin)

Core strategy for next 12 months

  1. Develop the threads, mapping what is missing and trying to fill the gaps (30% effort)
  2. Strengthening the KB community (30% effort)
  3. Refining and pruning the KB documents and interface (15% effort)
  4. Keep telling people about the KB (15% effort)

Effort assignments correct?

Summary of the Day

  • Where we are going in the next 5 years (roughly!) (see above)
  • We have been thinking about the KB Community (inviting people to the tribe, inviting tribe members closer to the fire)
  • We have been working on the starting a new team thread (YWAMKnowledgeBase:How to start a New Team Thread
  • We are dreaming of having another sprint in 2010 (poss in Berlin ;-) poss in May)

Thursday

To Do today: Kevin

Proposal for Discussion

Thought - we are getting a number of pages that are really adverts for schools or events and don't offer instruction other than the contact address of the promoter (who should be considered a resource person). I (Kevin) do not like to discourage people with their first few posts but I would like to propose we have a policy:

  • Not to accept adverts for YWAM schools or events
  • Relational contact with community who post pages like this with help and advice for turning it into an instructive article. We could use a template like {{NoAdvertsPlease|Date}} with a category _Article was an Advert with a link to a policy page? YWAMKnowledgeBase:Policy
  • As a final case we should remove the article.

Comments please!!!!!

Friday

Accomplishments of Sprint

This is the summary of what we achieved, thought about, decided and have set out to do for this coming year.

Sprint in Images

Interesting videos (repeated from above)

Virtual Participants

  • Torgrim Løkken
  • Damon May
  • Sokgon PArk
  • Shauna Booth
  • Rodney Blevins
  • Fred Kiwanuka (contrib article Community Development)
  • Chris Duwe (contrib article Child Evangelism)
  • Jon Lee
  • Malin Tangen
  • Another Female Friend who I wont post their name here.

Accomplishments

  1. Migrated site copyright licence from GFDL to CC:BY-SA. See YWAMKnowledgeBase:Copyright
  2. Set up a mailing list at: groups.ywamnetworks.com
    • Modified the email new user notification to add some some to subscribe people to the mailing list server.
    • Bulk added old mailing list to new one!
  3. We got together and had a nice time
  4. We celebrated how far we had got and appreciated each other
  5. Make the purpose of the KB much clearer. Recognised that we started humbly and vaguely and with a lot of trail and error, but now have grown and become much more focused.
  6. Beginnings of a long term strategy in place. Realising the what "Knowledge Management" is (it is a technical business term) and the role of it in YWAMKB
  7. Clear idea of what we can do for the next year:
    • Building the KB Community (Arnoud is the Emperor of this bit)
    • Creation of "Threads" - taking the contents of the KB and making it accessible in such a way as to answer certain core questions YWAMers are asking. The "Threads" will need development this year. Commenced work on Starting a New Team
  8. We had a great time with virtual participants and gained new insights into how people new to the KB perceive it.
  9. Start of Policy page, Mission and Vision pages and more as a way of expressing the ethos of the KB
  10. Participants from Canada, Norway, Egypt, Korea, Brazil and more countries joined us.
  11. Described and assigned tasks for next 12 months
  12. Agreed to meet in 12 months time. Perhaps in Berlin (If Toby will/can host us!)
  13. Improved the visual look of the front page (more white space - removed items not very helpful - added threads block)

Key pages worked on in the Sprint

Resolutions

  • Content before Beauty
  • Let's keep going - its been great so far!
  • Plan for long term future - 5 year plan starting with a one year plan.

On going work and Todo's

In the next 12 months (May 2010) Here names are attached to action points but are not limited to that person! + means others/anyone/everyone

Community

Goal - to improve the communication in the community

  1. Weekly Skype meetings "Hour of Power" (Aim to connect and chat with people) ARNOUD + others
  2. DONE: Monthly Skype Meetings - (Agendared and business orientated) KEVIN and ARNOUD
  3. Facebook group - Stimulation ARNOUD
  4. DONE: Mailing List (now open for ALL KBians) and Monthly Email KEVIN and ARNOUD +
  5. DONE: Button on main page "Join us on Facebook" and "Join the mailing list" KEVIN
  6. DONE: Blank profile on User pages for users to fill in ARNOUD

Maintenance

Goal - Improve the general upkeep and de-cruft.

  1. Clarify tasks and training to do the work KEVIN
  2. Set Goals for tidiness of wiki KEVIN
  3. Set 4 days for maintenance to invite whole community to (Spring clean etc) ARNOUD
  4. Calculate Bus Factor and devise strategy to reduce it to 0 KEVIN

Publicity

Goal - Keep getting the word out

  1. Think in terms of regions
  2. Will continue this in monthly meetings - standing topic

Knowledge Management

Goal - make the knowledge more accessible so visitors are helped and become more effective

  1. "Thread" creation. Aim to fill all current threads by May 2010 +
    • STEVE Knowledge Management article and take some threads
    • ARNOUD SOE thread
    • KEVIN Starting team thread and lots of other threads
    • + Others should work on threads.
  2. Write out design goals and general wiki goals KEVIN
  3. Invite a tame web designer to look and and review site with suggestions KEVIN +
  4. Seek a graphical person to take on this aspect +
  5. Evaluate the site using Evaluate your YWAM website criteria KEVIN

Thoughts and Reflections following Sprint

We think another Sprint will be helpful what we learnt was:

  • We more quickly come to conclusions
  • We can debate and change our minds on things quicker and with less effort
  • We like each other and had a lot of fun

Kevin found it a little challenging to be in his office and close to the family when running the Sprint.

  • So to find a distraction free setting with good internet will be essential.
  • Cost as low as possible for maximum participation
  • Virtual participation!!!! Keep the community alive!

Sprint 2010

Suggestion: May 2010 in Berlin or some other place.

Things we could do:

  • Spend time with users observing and coaching and planning improvements based on those experiences
  • Focus on some details
  • Focus on writing about specific topics
  • More strategy etc. like this Sprint!