Workshop game and planning
tools
Drew Mackie and David Wilcox developed a
workshop game and planning tools to help residents and
housing association staff to think through possible
projects - even though they might be unfamiliar with
new technologies.
During a half-day workshop participants were able to
develop a scenario reflecting the key issues for individuals
and groups in the neighbourhood; use a set of project
cards to assess what technology might be appropriate
to meet those needs; prioritise activities; and reflect
on how they could take things forward.
If more time were available - or at a subsequent event
- participants could then think through in more detail
what would be needed to develop specific projects and
an overall programme.
The scenario
If we were playing 'for real', as we did with the
Joseph Rowntree Housing Trust, those participating would
outline the strengths, weaknesses, opportunities and
threats to the area and those living there. They would
also describe what projects were already running. Where
we used the game at a conference or other awareness-raising
event, participants invented a fictitious scenario.
After doing that they filled in one of the diagrams
on the priorities sheet, showing the strengths or weaknesses
of the situation.
The cards
Participants divided into groups of about seven, and
each group was given a set of cards drawn from the long
list of possible projects we had developed (see Chapter
8).
Each card has:
-
a simple graphic to distinguish it
-
a brief description of the activity or project
-
a number of points roughly representing resource
costs
-
an indication of what resources will be needed
to implement the project.
The priorities sheet
The priorities sheet helps a planning group decide
what activities are most important, and when they should
be undertaken, in the context of their current situation.
There are three elements to the sheet:
-
a current situation matrix in the top left corner
-
a main matrix of timescale - short, medium, long
- against importance - high, medium, low
-
a future situation matrix in the top right corner.
After brainstorming the strengths and weaknesses of
the current situation (see above) the group fills in
the current situation matrix. This shows different 'stocks';
the example sheet shows environment, community, economy.
The question for the group is how far is each of these
fragile, stable or robust. After discussion, the group
fills in the matrix to show how high the stock is in
each instance. (Other stocks could be substituted: for
example, degree of active citizenship, lifelong learning
or social inclusion in an area.)
Participants are asked to choose those cards most relevant
to the needs that they identified, and then place them
on the priorities sheet. Additional ideas can be added
on sticky notes.
So that not all cards are chosen, the groups work within
a budget of, say, ten or twelve points. Each card has
a number of points attached. Groups consider the 'costs'
of adding further ideas, and how costs might be cut
by sharing resources.
The group then fills in the top right matrix showing
how far the situation would be improved if citizens
and other key interests engaged in the activities and
projects chosen.
Finally the group then reviews the implications of
choosing the cards. Each card has a resource implication:
for example, staff, volunteers or resources needed.
What do these add up to? How can resources be shared?
The session ends with feedback from all groups taking
part. The results can be analysed to show:
After the priorities exercise the group could turn
to more detailed planning, using the planning sheet.
The planning sheet
The planning sheet is designed to help those developing
and running initiatives think through the range of issues
that they will face during the process.
The sheet has two dimensions:
1 Time
-
Getting started.How and when the initiative got
started. Initial planning.
-
Developing. Getting funds, getting going.
-
Delivering. Running the initiative.
-
Keeping going. Ensuring sustainability.
2 Issues
-
Planning/resources. What are the key tasks? Who
makes decisions? What funds, volunteers, help in
kind, will be needed at different stages?
-
Community/user involvement. How will partners and
citizens be involved at different stages? Market
research, marketing, feedback, consultation, involvement
in major projects.
-
Partnerships. With whom? How will they be developed?
-
Management. What staff and volunteers will be needed?
What operating procedures? Where will responsibilities
lie? What governance?
-
Technology. Connectivity, equipment, maintenance
etc. How will this be planned and managed?
-
Project development. What will the initiative do?
How will projects be developed?
The purpose of having discussion slots on the sheet
for longer-term issues is that they should prompt thinking
about initial planning - particularly where funding
will come from.
The purpose of the issues dimension is to remind planners
that, for example, technological planning must be undertaken
in association with organisational development and community
participation.
The checklist section in this guide expands on the
planning issues. More at A framework
for project and system planning >
Cards to play the game
You can download of pdf of A
set of cards to play the game >.
The content of the cards is below.
Access for all - 3
The initiative commits to creating community, work
or home access for all who want it.
Needs: Centres, outreach staff/ volunteers, equipment,
support.
Families online - 1
Parents, children - and grandparents - can learn about
ways in which the Net can be used by different members
of the family.
Needs: Access, curricula, tutor/volunteers.
Broadband - 3
All homes, centres and offices have access to broadband
and connections enabling video as well as email and
web application when these are developed.
Needs: Tech team and systems, cable or other service
provider.
Support for disabilities -1
Special software, and adapted hardware, is designed
to provide people who have disabilities with easy access
and a supportive environment.
Needs: Access, appropriate hardware, software and tutor.
Fee-based ICT Services - 1
The initiative sells a variety of online services to
residents, organisations, and businesses in order to
engage local interests and earn income.
Needs: Local needs survey and business plan. Staff
and services.
Superchannel - 2
A studio and broadcast facilities enable residents
to create their own programmes.
Needs: Facilities, project manager, training.
Participation online - 1
Discussion lists/forums are created so that different
interest in the community can air their views. Volunteers
learn new skills by facilitating.
Needs: Confident users, committed agencies, facilitators,
appropriate system.
Planning workshops - 1
The development team runs a series of workshops with
key interests and citizens to engage them in development
of the system.
Needs: Commitment to participative process and relevant
skills.
Local centres - 2
The initiative develops and supports local centres
- in community centres, libraries and other places -
providing access and training for residents and business.
Needs: Premises, staff, long-term funding.
Local gateway website - 2
The initiative develops a website of local information
with links to all key local projects. It acts as a portal
to forums and other applications.
Needs: Technical and content skills, systems, maintenance.
Housing services Online - 2
Repairs, exchanges and other services provided by the
landlord are available online. Needs: Systems, access,
staff training.
Residents info Services - 1
The initiative subscribes to a national service providing
email, web, paper-based and telephone conferencing services
relevant to tenants and community activists.
Needs: Subscription, access.
E-learning - 2
Schools, colleges and universities create access and
training for students and develop online learning programmes.
Needs: Major development programme and commitment from
institutions.
Staff online - 1
The initiative works with the landlord and other agencies
to train and support staff who will develop online services.
Needs: Agency commitment, training and support programme.
Digital champions - 1
The initiative recruits, trains and supports a network
of people prepared to champion the use of ICTs in their
neighbourhoods and organisations.
Needs: Training and support programme, equipment.
Community intranet - 2
Homes with computers or digital TV are able to use
an internal system for newsletters, discussions, online
services and personal home pages.
Needs: Tech and content team. Access provision.
Non-profit support -1
The initiative provides funding, services and support
to enable community groups and non-profits to get online
and serve their clients.
Needs: Online services, support programme.
Volunteers/mentors - 1
Volunteers mentor young people,do technology projects
for voluntary groups, bring people interested in careers
together with experienced professionals
Needs: Co-ordinators, affiliated online mentoring programme.
Laptop lending - 2
Residents who complete a basic computer literacy course
qualify for laptops on loan, so they can develop computer
and online projects at home.
Needs: Laptops and maintenance plan, ISP accounts.
Local ISP/ASP - 3
The landlord and other agencies use their collective
purchasing power to create and resell connectivity and
online services to residents, organisations and businesses.
Needs: Technical and business development staff.
Community content - 1
Local centres work with residents to develop 'fun'
activities and content relevant to people's lives.
Needs: Staff, volunteers, facilities.
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