Artefact Group for use at OSI2016 It has been adapted with permission for use at OSI2017 Facilitator Guide OUTCOMES OSI2017 OSIs mission Advance open scholarship OSI outcome ID: 660071
Download Presentation The PPT/PDF document "OSI 2017 This guide was originally writ..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
OSI
2017
This guide was originally written by the
Artefact
Group for use at OSI2016. It has been adapted with permission for use at OSI2017.
Facilitator
GuideSlide2
OUTCOMES:
OSI2017
OSI’s mission: Advance open scholarship.
OSI outcome:
Create an effective, robust framework for discussion and collaborative action between a diverse array of stakeholder groups in scholarly communications and publishing. Start to find a path forward.
Your group outcomes: Design actionable policy proposals specific to your groups (your workgroup topic and your stakeholder group assignment).Slide3
OSI2017 Agenda (relevant parts only)
Wed 4/19/17
10:15 AM-12:00 PM
Workgroup meeting 1
1:30-3:00 PM
Workgroup meeting 2
3:30-5:30 PM
Stakeholder meeting 1
to
discuss common OSI interests and possible collaborative efforts, plus elect a summit rep for
2017-18
Thurs 4/20/17
10:00-12:15PM
Summit group meeting concurrent with
mix & match
workgroup and stakeholder group meetings (see conference program for details)
1:30-3:00 PM
Workgroup meeting 3
3:30-5:30 PM
Workgroup presentations
Fri 4/21/17
8:00-10:00 AM
Breakfast (provided)
during select
stakeholder
group
presentations,
plus
summit
group
report,
and
workgroup
presentation follow-up questions (if
any)
10:30-12:00 PM
Open
mic
followed by closing presenter at 11:45. As time permits between 10:30 and 11:45, also allow for c
ontinuation
of presentations
(as needed),
final full-group votes (if
any),
fast
pitch presentations (if any
),
and an nSCI
presentation
on 2018 and
beyond.
Slide4
Wednesday
Session 1
(1.75 hrs)
S
ummarize the issue, the various perspectives involved, and the relevant proposals (if any) advanced at OSI2016 and elsewhere. Describe the areas of agreement and disagreement between stakeholders and the knowledge, perspective and/or policy gaps that may be powering these different viewpoints
.
Session 2 (1.5 hrs)
Design a policy proposal that balances
the needs and interests of all stakeholders. Identify criteria, options and possible “no agreement” points.
Thursday
Session 3
(45 min)
Listen to ideas from delegates outside your workgroup, visit other workgroups for ideas.
Session 4
(1.5
hrs)
Incorporate feedback.
Describe
the challenges your proposal faces and how these might be addressed. Finalize presentation.Final presentation (5 mins + Q&A)Present proposal to full group.
LaterWrite a paper with your groupSummarize your proposal in written form for a broader audience and for follow-up.
Workgroup GoalsSlide5
Wednesday
Session 1
(2 hrs)
Describe the areas of agreement and disagreement between stakeholders and the knowledge, perspective and/or policy gaps that may be powering these different viewpoints
. Also discuss common OSI interests and possible collaborative efforts for 2017, and elect a summit group rep for 2017-18
Session 2 (45 min
)Listen to feedback from delegates outside your stakeholder group.
Session 3
(30 min)
Ready final presentation.
Friday
Final presentation
(5
mins
+ Q&A)
Present proposal to full group.
Later
Write a paper with your group
Summarize your proposal in written form for a broader audience and for follow-up.Stakeholder group goalsSlide6
WORKSHOP BEST PRACTICES
Articulate the rules participants need to follow at the beginning, for example:
For the purpose of the conference, everyone in a group should be considered peers
High-performing groups (HPGs) have roughly equal contribution from members
HPGs have people sensitive to what others are thinking and feeling
Assume good faith behind a statement, not malice
Focus on
functions
in publishing rather than stakeholders or individuals
Avoid “case building” that disregards all other input
Best practicesSlide7
TECHNIQUES FOR DISAGREEMENT
Disagree? Try accurately representing an opposing viewpoint in your own words.
Still disagree? Consider if the disagreement itself is an example of what you’re here to identify. What progress does it block? What actions could overcome it?
Best practicesSlide8
TECHNIQUES FOR BALANCE
It’s
okay
if some people talk more and others less for a while. Equal contribution can average out over a day, not over every single conversation.
Is dominance interfering? It is not rude to say, “X, we've heard a lot of useful ideas from you. I want to make sure we also hear from others on this topic before we run out of time.”
Is someone consistently quiet? Try periodically asking for their thoughts.
Repeat problems? You could try turn-taking, egg-timers, or other balance techniques.
Talk during breaks to see if something else is going on.
Also, check if this is a good time for small breakout groups.
Best practicesSlide9
SETUP FOR SUCCESS
Wear nametags all 3 days. Seems silly. Isn’t silly.
Articulate the rules for the use of mobile phones.
We suggest silencing them and also scheduling multiple tech breaks throughout the day.
Using tech for team needs is fine!Have an alarm or timer to help track toward goals. You can assign someone to be "time cop.”
Sticky notes, pens, whiteboard, and monitor are in each room.
Successful Facilitation
Dave McColgin
ArtefactSlide10
SETUP FOR SUCCESS (continued)
Document as you go! Practice sharpening your points into Post-It headlines or simple sketches.
Lay out the physical workspace. Have in plain view materials that capture progress over the 3 days, like easels or large post-it sheets. Add to them with markers or post-its so everyone can always see the current state and reflect on improvements.
“Spatializing” the work forces thoughts to be sharp and recognizable, helps everyone keep track, and makes it easier to cluster, prioritize, and assess agreement.
Successful FacilitationSlide11
PRESENTATION DRAFTING
Topic definition
Problems, trends
Themes
Ideas
Parking LotSlide12
WHEN TO BREAK INTO SMALL GROUPS
Consider breaking into smaller groups when:A large task can be broken into clearly-defined pieces
Small groups of 3-4 can be more effective than a dozen people trying to take turns
Smaller group's knowledge aligns to a particular area
Make sure not to spend too long without sharing your summary with everyone. Avoid splitting up for key group activities that need shared input and reflection (choosing priorities for the group's work, finding consensus, recapping, or searching for breadth of input.)For example, in Session 1 you may identify current trends in your topic area. Perhaps 3 subgroups of 3-4 could divide trends by stakeholder type for 8 minutes of brainstorming and summarizing.
Successful FacilitationSlide13
BRAINSTORMING ENABLERS
1. Start with a clear prompt!
Start with a phrase like, “how might we…” and break big ones into pieces.
2. Defer Judgment
No bad ideas here, there will be plenty of time to critique later. Go for quantity!
3. Encourage wild ideas
Shoot for the moon and you might get a breakthrough, bring it back to earth later
4. One conversation at a time
Let the ideas be heard and build on them
5. Stay focused and on topic
Discipline leads to better results
6. Be visual
Be visual: it's not about drawing skill, it's about clearly capturing the essence of an idea in a way that allows others to “get it” later without you. At LEAST make people document with a post-it that has a "headline". Day 1: Workgroup sessions 1 & 2Slide14
BRAINSTORMING TECHNIQUES
Think of analogous solutions in completely unrelated spaces.
Think of “extreme users” to spark bigger ideas.
Consider a small but provocative trend in your area. What if it really took off - what ideas does that spark?
Build on the ideas of others. Try, “Yeah and what if”, instead of “but”. Combine concepts.
Find a rhythm to share as you go. Don’t spend 20 minutes with heads down.
Keep momentum by moving on as soon as energy wanes. It sounds strange but it lets the creativity level stay high for the next topic.
Day 1:
Workgroup sessions 1 & 2Slide15
This group skews smart, egalitarian, and verbose. You have a special risk of great conversation
without any resolution!DOCUMENT AS YOU GO!Slide16
Not every part of the proposal needs to have consensus. It could be interesting for the whole conference to hear an idea that has partial support so long as that's not the whole proposal.Slide17
Effective Presentation Generation
Develop a presentation that maximizes feedback from the other groups and clearly communicates the results of your time.
Take the other OSI attendees on a journey (albeit a short one) that has an intro, development, and conclusion.
Decide what are the most the important things you want your audience remember. You can’t get across all the nuance in this format.
Try using images that reinforce the main ideas you are communicating.
Day 2:
Workgroup sessions 3 &
4Slide18