Documents to Release Part 3.PDF.pdf

Document 18: BOP Feedback Session, October 2021

Pre-event activities (incl comms)
10 days prior:  1st pre-event participant email
•  Action: Stronger language around registering for the Portal before the event and to email
support.culture if needing support/help – Jeanette/John
Mon:
Participant phone calls (updated script)
•  Action: Clarify in script to check if individuals are individual or part of a team? (…so we can
put them in a suitable hub) - John - done
•  Action: Ask in script: Are you collaborating or working with any other teams coming to the
event? (…so we can put them in the same hub) - John - done
•  Action: Ask in script: Are you bringing a support person to the event at all? (…so we can sort
out registration info and we are aware they are coming) - John - done
•  Action: Block in calendar time for participant phone calls by the full project team (ideally
need more people doing these) - Nicole - done

Tech rehearsal
Tues:
Evening test event
•  Action: Add Online Portal tutorial to the test event - John
Weds/Thurs:   2nd pre-event participant email (updated template)


Kaiawhina pack distributed (includes pre-event participant emails)
Fri:

IT set-up and tech training (1-1 Zoom training with new kaiāwhina instead of group
session)

Online Portal:
•  Action: Create screenshot or video guide for Portal as a resource for people struggling –
Kristen/Hannah/John
ID
•  Investigate how would we do this - John

Event structure

•  Some teams missed out on expert sessions; Finance and Mātauranga Māori were at capacity
for BOP.
•  Action: Look at creating more expert sessions - John
•  Kaiawhina can offer being “expert” for certain things
•  Action: Add something in kaiawhina pack around the expert booking process – especially for
new kaiawhina - Nicole
•  Action: Soften language in MC script around booking with experts – John/Simon
•  Action: check expert contracts for privacy info/rights  - John

Kaiawhina
•  It’s a challenge for some kaiwhina to split time between their different teams
•  Action: Share in chat if you have availability to support other kaiawhina and introduce Online
Portal later in the day (check where it is in the script) – All kaiawhina
•  Action: check MC script and kaiawhina script for any double ups - Simon

Tech
•  Co-hosting essential in main stage unless we change to a webinar, which brings other
challenges (security, break out rooms etc)
•  Action: Investigate pros/cons of Webinar - John
•  Tech issue response can be tightened
•  Action: Create response plan and link in with Gabs and Simon around MC’s role in the
response (pre-planned MC script) - John
•  Action: Confirm direct channel between John and Gabs/Simon so they know what’s going on
- John
•  Important to keep group Teams chat as quiet as possible unless necessary
•  Spotlighting – manual process (must be clear on names when picking on participants and
use the name that matches what they are using on Zoom)
•  Mic issues is most common problem – easily fixed and could be incorporated into
kaiawhina/expert training

Panel
Some participants’ feedback was that the panel sharing sessions were “sterile, dry and not like a
conversation”. One team also told their kaiāwhina that it was not in line with Māori kaupapa to have
a Pākehā chairing.
Suggestions to address this:
•  Set expectations upfront
•  Upfront communication about the degree of engagement and interaction from the
voting evaluation panel members (that should come from one of them)
•  Shared responsibilities
•  For each session share welcome and scene setting responsibilities amongst the
panel
•  Possible rotation of Chair to provide a varied experience for both the panel and
participants
•  Extend (realise this is a long stretch)
•  Extend sharing sessions by 5 mins to allow for mihimihi and pepeha for those that
want it

Other notes/questions
• Is there an expectation for Kaiawhina to attend their participants’ panel sessions?
• Can other team members take on the role of MC?

Document 19: Manawatū Feedback Session, October 2021
Notes/Action Points from Manawatū Whanganui Debrief

Pre-event activities
10 days prior:  1st pre-event participant email
•  CFMS tutorial video helped portal registrations

Mon:
Participant phone calls
•  Idea was discussed to text participants who don’t answer, rather than leaving a voicemail
Action: research texting apps – John
Action: Add into phone script that a pre event text will be sent - John

Tues:
Evening test event
•  Low turnout for this event
Action: reinforce importance of attending test event during participant phone calls - All

Weds/Thurs:   2nd pre-event participant email, Kaiawhina pack distributed, hubs allocated
•  Some participants were provided wrong hub meeting links
•  Approx. 10 no shows at event (predominantly individuals)
Action: Quality assurance to make sure the right links are going out – Nicole, Jeanette
Action: Oversubscribe next event, in preparation of pullouts – Nicole, Jeanette

Fri:

IT set-up and tech training
•  Numbering IT equipment worked well and enabled a quick pack down on Sunday
Action: Text all participants on Friday morning (and potentially prior to test event)

Event structure
•  Lots of positive feedback received from participants
•  A couple of issues with wrong participants in expert sessions and expert no shows
Action: Reinforce the importance of experts checking participants in waiting room – John
Action: play Te Urungi video at some point during the weekend  - John

Kaiāwhina
•  The number of no-shows meant that some kaiāwhina were quiet
•  It was discussed how to handle projects that clearly don’t align with the fund. Pre event
eligibility criteria screening not possible
Action: examples of successful/unsuccessful projects to be imbedded in comms – Kathy/Jeanette
Action: Jeanette not to choose her own hubs anymore!!

Tech
•  A few tech issue experienced, although nothing major. Mix of system glitches and human
error.
•  Webinar option was researched but not viable due to various reasons, mainly connected to
the breakout room feature
Action: investigate whether participants videos can be turned on in main stage

Panel
•  It was a struggle for some kaiawhina to find available panel sessions. Saturday sessions were
not booked up, while Sunday was hectic
•  Issue around participant driving during panel sharing session, creating an unsafe
environment
Action: write some examples of why it is important to book sharing sessions on Saturday - ???
Action: guidance around ensuring safe environments for sharing sessions. Add incident on risk
register – John, Nicole

Other notes/questions