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Sample Annotated Agenda and Facilitator Guide to Generate Ideas for an American or Community Spirit

Annotated Agenda Given to Facilitators

American Spirit Initiative

Meeting Chart

Divided Communities Project: November 16, 2018 , The Ohio State University, Columbus, Ohio, Drafted by Susan Carpenter

Desired Meeting Outcomes:

  1. Understand the purpose of American Spirit Initiative.
  2. Discuss and recommend the best American spirit aspirations.
  3. Consider next steps for the American Spirit Initiative and comparable local initiatives

 

Time Agenda Item Purpose Activity Person Materials Comments/?s
6:30

 

 

Dinner Welcome and     meeting attendees At each table introduce yourself

 

Before dessert informally welcome everyone and ask each person to introduce him or herself. (Name and affiliation.)

 

Remind people of the schedule-logistics for the next day.

 

 

 

____

 

 

 

 

____

Name tags

One Fine Point Black Sharpie (in case someone wants to change their name – spelling or to use nickname)

Assignments to make sure these people are comfortable and meeting others:

____: ____ (arrives a half hour late)

____: ____

____:____

8:00 Breakfast ____ and students arrive at 7:40 a.m.

Supplies will be in the room off the meeting room; 6 tables will be there, 4 nearest the podium for the meeting

– Name tags

– Packets w/ agenda

– Easels, flip charts, pens and tape in place at tables

– Mics ready to go

– Computers ready at each table

– Large screen pulled down in front of room

 

____ & ____: set up table with name tags downstairs

____ & ____: arrange participants at 4 tables with name tents, distribute packets

____ & ____: get mic’s & computers & screen ready

____ & ____: Arrange flipcharts at tables & in front (toward podium)

8:25-

8:35

Transition to Tables Get everyone seated by 8:45 or earlier Request that people finish their breakfasts, conversations and move to assigned tables

 

Name tents placed at appropriate table

____ – Name tents put in place

– 6 Roundtables, with 4 for use during meeting

– 2 students with computers at each round table

 

 

8:35 – 9:00 – Welcome and Introductions

 

 

 

 

 

 

 

 

 

 

-Welcome

 

-Offer overview of DCP

 

 

Explain ground rules

 

 

 

 

 

Introduce participants

Welcome

 

Provide brief history of DCP, including accomplishments to date

 

Explain meeting ground rules:

“No attribution without permission”

 

(Review packet contents. Note bios of participants?)

 

Ask individuals to give their name, affiliation, location

____

 

____

 

 

____

 

 

PP Slides (____ will run)

 

 

PP Slides

 

 

 

 

 

 

PP Slide with: Introductions:

– Name

– Affiliation

– Location

 

 

 

 

 

 

 

Consider for participant packet:

– DCP descriptive info

– Summary of American Spirit Initiative

– Specific pages from Chisel site, including list of 6 questions

– List of   participants with their affiliation

– Blank sheets of paper

– Other?

 

9:00-

9:15

 

American Spirit Initiative

 

Provide context for today’s meeting

 

 

 

 

– Explain the background and purpose of the American Spirit Initiative

 

-Describe work-to-date:

– Focus groups

– Chisel

 

-Review meeting outcomes and agenda

 

 

-Explain in greater detail what will happen in the next session

(Remind people what we are seeking aspirations, review list of criteria, explain role of the table facilitator and recorder)

 

____ PP slides

 

 

 

PP slides

 

 

 

PP of Meeting Purpose, Agenda, and Outcomes

 

PP slides

 

9:15 – 10:30 Generating, Assessing and Narrowing Suggestions for American Spirit Elements (Small Groups) Enable participants to articulate and share their thoughts with the small group

 

Review all suggestions made by members of the small group

 

 

 

 

 

 

 

 

 

Review and refine candidates for American Spirit

idea

 

 

 

 

 

 

 

Select four ideas to share with the whole group

 

 

 

 

 

 

 

 

 

 

 

Elaborate, refine each of the four selected elements

– Each person writes suggestions for a possible American Spirit aspiration/ ideal, on 8 ½ x 5 1/2 post-it sheet of paper (one sheet for each suggestion)   (5-8 min)

 

– Facilitator goes around the table asking each person to share one of their ideas and describe why they chose it.

– Post each idea on the flip chart after the person has spoken.

– Continue around the table posting one additional idea in round robin fashion until all ideas are captured on the flip chart. (15 min)

 

– Ask your group to review all posted sheets.

– What observations to you have?

– Would you like more information or clarification on any idea?

– Cluster suggestions where appropriate.

(15 min)

 

– Ask group members to review all the ideas on their newsprint and then individually choose their top four American Spirit ideas   based on the criteria questions.

– Give each member a four 1” post-its and ask them to post

one on each of their four top ideas.

– Select the top four based on voting (10 min)

 

– Choose one of the four selected ideas and generate.

two sentences that elaborates on the idea and offers why you think it qualifies as an American Spirit idea.

Provide a story that further illustrates the idea, if you have time.

Move on to the next element until all four have been discussed. (30min)

A designated facilitator (Steering Committee member) at each table leads table work

 

 

(See guidelines for facilitators)

 

At each table: One student takes notes on the ideas and is ready to present the ideas; one student takes notes regarding how process is working (with local identity project in mind)

 

Table 1

Fac: ____

Flip: ____Amer Sp notes: ____

Process notes: ____

Table 2

Fac: ____Flip: Josh

Amer sp notes:

____Process notes:

____

Table 3

Fac: ____

Flip: ____

Amer Sp notes:

____Process notes:

____

Table 4

Fac: ____

Flip: ____

Ameri Sp notes: ____

Process notes:

____

-PP With Chisel list of questions

– 8 ½ x 5 1/2 Sheets of colored paper. (Different color for each table?)

– Enough marker pens for each table participant

 

 

-Newsprint pad for each table

– Easels for each table

– Flip chart Markers

– Masking tape

 

 

 

Student at each table capturing conversation on a laptop

 

 

 

 

 

 

 

Enough small sticky post-its for each person to have four.

How many suggestions should each person offer initially?

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

10:30-

10:45

Break 10:40   Ask people to return to their tables

 

All Break set up in foyer
10:45- 11:30 Share Results with Whole Group Review work done in each small group – Identify common themes

– Offer additional observations and comments

 

The student from each table who took the American Spirit idea notes will share results. – 3 hand- held mics

– Student capturing conversation on a computer

 

(Do we want to insert any of the ideas that came out of earlier focus groups? We talked about being prepared to do this, if we felt we needed it.)

 

(Is there a way to share small group results graphically on the computer in front of the whole group?) ____ & ____, see powerpoints. Could you please do this?

 

11:30- 12:00 Small Groups Continue to Refine their Thinking Refine American Spirit ideas based on whole group discussion

 

Based on what you heard from the other tables how would you like to refine,   modify or change your suggested aspirational elements?

 

Add more detail.to support each idea. Provide a story, if possible – could links to founding of the country or 21st Century America

 

Table facilitators

 

(See Guidelines for Table Facilitators)

12:00 – 12:30 Lunch Buffet

 

Students and facilitators to find out how things are going by mingling

 

Food in foyer

Eat at tables in meeting room

 

12:30 – 1:00 Small Group Input on American Spirit Content Text final small group suggestions for inclusion and prioritizing to be posted on screen for whole group reaction – 3 hand- held mics

– ____ & ____ capturing conversation on a computer

 

1:00 2:00 Guidance on Next Steps

(Small Group)

 

 

 

 

 

 

 

 

 

 

 

Application of aspirational elements

 

 

 

 

 

 

 

 

 

 

 

Before breaking into small groups, hear from ____ on ideas for refining; ____ & ____on how public officials might use; ____ on polling. (15- 20 min)

Break into small groups. Capture on newsprint suggestions for:

1. How to continue to refine the list of aspirational ideas

2.How the list of American Spirit ideas can be used in communities and beyond to help overcome divisions.

3. List groups that might be interested in using the American Spirit Initiative

4. Offer other general advice

(40 min)

 

Students take notes

 

 

 

 

 

 

 

 

 

 

 

 

Newsprint sheets

 

 

 

 

 

 

 

 

 

 

 

 

 

2:00-

2:45

Presentation and discussion of small group work and next steps – Each table takes a turn offering what it has suggested for question one. Brief comments or reactions.

(10 min)

Proceed to hear suggestions from each table for question two with brief comments or reactions.

Proceed to question three, then four.

 

2 hand-held mics

– student capturing comments

 

2:45-

3:00

Individuals Complete Form 8 minutes to write;

7 minutes to discuss what wrote

____prepare the form This is to help with the interviews after the meeting and with the community identity/spirit report

 

3:00-

3:15

Final comments and Wrap-Up

 

 

– Participants:

Gather last pieces of advice

(5 min)

 

 

– Describe next steps by DCP

 

 

– Thanks yous

(10 min))

 

– Rove through the group with wireless mics; (Kassie & Abby)

-Remind people about how the notes will be handled

 

To Kettering Foundation, JAMS Foundation, and participants

 

____ & ____ 2 hand-held mics

– students capturing comments

3:15 Adjourn  

 

3:30 Bus Departs Chartered bus departs for the airport

 

 

Guide for Table Facilitators

 

9:15 – 10:30 a.m. Offering Ideas in Small Groups for the American Spirit and Assessing Them

Purpose: Capture, review, refine ideas for the American Spirit. Identify top four ideas from your group.

Activity:

  1. Identify Ideas

Ask each person at your table to write suggestions for a possible American Spirit aspiration/idea, on 8 ½ x 5 1/2 sheets of paper (one sheet for each suggestion).

Prompting question could be: “What are some ideas for an American Spirit that you think could bring the country together, despite people’s differences?”

Consider the following:

  • Breadth of support across the political/idea spectrum
  • Depth of commitment to the aspiration
  • Assistance in motivating Americans to work across societal divisions
  • Authentic and natural feel
  • Especially, perhaps quintessentially, American
  • Ease of understanding and communication

(5-8 min)

 

  1. Share Ideas with the Group

– Facilitator asks each person to share one of their ideas and describe in a few sentences why they chose it.

– Post each idea on the flip chart as it is described.

– Go around the table a second time posting one additional idea from each person, continue in round-robin fashion until all ideas are captured on the flip chart.

(15 min)

 

  1. Discuss Ideas with the Group

Ask your group to review all posted ideas. Ask group members:

  • What observations do you have?
  • Would you like more information or clarification on any idea?
  • Cluster suggestions where appropriate.

(15 min)

 

  1. Vote for Top Four

– Ask group members to review all the ideas on their newsprint and then individually select their top four ideas.

– Give each member four 1” post-its and ask them to place one on each of their four top ideas.

– Select the top four ideas based on results of individual voting.

(10 min)

 

  1. Refine and Elaborate on the Top Four

– Choose one of the four selected ideas and generate two sentences that clarifies or refines the idea and offer why you think it qualifies as an American Spirit idea.

– Move on to the next element until all four have been discussed.

– Provide a story that further illustrates each idea, if you have time.

(30min)

 

10:30 – 10:45 a.m. Break

10:45 -11:30 a.m. Share Results With Whole Group

11:30 – 12:00 Continue to Refine Thinking in Small Groups

Purpose: Refine American Spirit ideas based on whole group discussion

Activity:

– Based on what you heard from the other tables how would you like to refine, modify or change your suggested aspirational ideas?

– Add more detail to support each idea. Provide a story, if possible – could link to founding of the country or 21st Century America

(30 min)

 

12:00 Noon   Buffet Lunch

12:30 -1:00 p.m. Small Group Input on American Spirit Content

Purpose:   Post final ideas and vote for top ideas among all suggestions.

Activity:

– Text final small group suggestions for inclusion and prioritizing to be posted on screen for whole group reaction (10 min)

(Remaining time will be for whole group reaction and prioritizing – 20 min)

 

1:00 – 2:00 p.m. Guidance on Next Steps: Recommendations for ways to use American Spirit in Communities Small groups generate:

Purpose: Explore how the American Spirit ideas and process might be used in communities and by other groups beyond.

Activity:

– Capture on newsprint suggestions for:

  • How to continue to refine the list of aspirational ideas (15 min)
  • Specific suggestions for how the American Spirit could be used in communities and by other groups beyond (20 min)
  • List groups that might be interested in using the American Spirit idea (10 min)
  • Offer general advice   (10 min)

2:00 – 2:45 p.m. Small Groups Share Ideas with Whole Group

2:45 – 3:00 p.m. Individuals Fill Out a Form on and Discuss How the Process Can Be Improved to Use in Future Initiatives

3:00 – 3:15 p.m. Final Comments and Wrap-up