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How is a co-creation session organised?

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  • QUESTIONS AND ANSWERS

    How can we connect the ideas that emerge from the listening process1 with the co-creation 2 stage?

    We will have a list of ideas which emerged from the listening process. The Facilitating Team3 will arrange similar ideas into Topics Groups4. For each Topic Group, a Working Group5 will be formed.

    He Co-creation general chart tool is specially designed to help you to consolidate the information and identify the Topic Groups.

    The Working Groups which are formed will have their own agenda for meetings and will use different tools to outline the proposed solutions in more detail.

     

    What are the design principles6 and why is it important that they be established?

    The Design Principles are rules that enable you to take into account the working values which are accepted and shared by both the Facilitating Team and the Working Groups. They will serve as a guide while the prototypes7 are being designed and the co-creation sessions are conducted.

    Examples of Design Principles:

    1. Identify and draw on local knowledge without transposing external models which are not applicable to the needs and potential of the community8.

    2. Work up and design solutions with a broad spectrum of the community.

    3. Adopt the gender-based approach throughout the entire action.

    4. Take the conditions of systemic change and its different levels into account.

    5. Be mindful of sustainability in its environmental, economic and social aspects.

    These statements should be present as a guide in all the sessions which are conducted and be used to refocus or rethink the solutions that are being developed.

     

    What are the Working Groups and who participates in them?

    The Working Groups are the groups of people that participate in the successive co-creation sessions aimed at developing a particular idea or group of ideas. Their make-up needs to be as diverse as possible. It is therefore essential that the following participate:

    • People from the community, especially women and young people.

    • Authorities (Administrations), public officials.

    • Experts9.

    • Businesses.

    • Representatives from the organisations that make up the W4P platform.

    • Professional organisations, of trades, of workers from the community.

    For example: if we are working in a locality where agriculture is the main source of work and the challenge we are looking at is youth employment, we will invite young people from the area but also (i) associations or cooperatives of farmers from the locality (ii) a distribution or storage company (iii) a research centre that works in that area ... (this list is not exhaustive).

     

    How do we invite people to participate in the Co-creation Working Groups?

    Invitations to participate in Co-creation Working Groups are essential and require effort and follow-up. The format of the invitation will depend on the characteristics and customs of the area.

    It is suggested that the first contact takes the following into account:

    • Personalise the invitation, avoiding bulk and impersonal messages.

    • Explain clearly and simply:

      - Why the person is being contacted?

      - What the session consists of and what is expected of the session and the attendee?

    • If necessary, send a brochure or explanatory document.

    • Provide all the necessary information: schedule, date, time, place, how to get there, etc.

    • Contact details in case there are any queries.

    It is also possible to make the invitation more general using posters in public places or radio, or to use public events to publicise the initiative and let people know that they can participate if interested.

     

    What might the schedule for a co-creation session be?

    An example of a schedule could include the following activities (which should be adapted to local customs and times):

    1. Welcome and introduction to the project.

    2. Presentation of the agenda for the day and the working methodology (30 min).

    3. Presentation of the main conclusions from the listening process: narratives identified.

    4. Break.

    5. Part I: Brainstorm and voting (60 min).

    6. Part II: Concept development (100 min).

    7. Presentation of concepts and future prototypes.

    8. Conclusions and next steps.

     

    What should we keep in mind in relation to the space where the session will take place?

    The environment of the co-creation session should be as relaxed as possible. We need to bear in mind that people from different groups are interacting in the sessions, e.g. public officials, institutions, workers and citizens. It also important that we take the ages of the participants into account, and whether or not the participants know each other beforehand.

    In general, we should try to make the environment relaxed and not too formal, although sometimes you may have or need a more formal or structured period or presentation.

     

    What tools can we use to structure the co-creation sessions?

    The tools which can be used to structure the co-creation sessions are outlined in Class 3 of this Module II.

    For more tools, we recommend that you take a look at the following manuals:

     

    What do we do after the co-creation session?

    After each session the outcomes should be summarised and condensed. For this, it is essential that we look at the information that emerged during the session: the post-its, the notes and the recordings that we may have made. Draw conclusions and make a list of the ideas that emerged.

    When we draw up a report of these outcomes, whatever the format, it is important that we do not cite anyone in particular. If you need to make reference to a particular contribution, always use the phrase "a participant".

     

    Tools for summarising and recording the outcomes of a session.

    Meeting minutes:

    • Minutes is a website with templates that allows you to write up minutes of meetings in a default template and send via email or save.

    Pictures/Infographics:

    • General chart for tracking the outcomes of the sessions: Co-creation general chart, which has a space for summarising the progress made in each session of each working group.

    • Basic table to summarise the outcomes of specific questions or challenges and to have more detailed information of the needs or aspects which have been identified.

    • Summary table with results of a vote.

     

    Tools to help the Facilitating Team (internal) in their tasks

    Throughout the process of listening, co-creation and prototyping, we will need to coordinate and share information, as well as to organise meetings and schedule tasks which enable us to advance the work of the social innovation platform. This is part of the job of the Facilitating Team.

    There are many tools available which can be used to improve the work done by the Facilitating Team and to make them more efficient.

    • Sli.do: is a free web application that enables members of a team to vote for ideas and gather opinions with regards to different topics in a meeting. Users can be identified or not. This tool also enables you to keep a record of the outcomes of the discussion and exchange activities.

    • Slack: for communication between team members, in the form of chat threads and with the option of using the mobile application.

    • Asana: to organise team tasks and projects, with tasks, calendars, assignment of activities, etc.

    • Doodle: application that allows you to organise meetings between several people, taking each person’s availability into account.

    • GoToMeeting: for video conferences, as a substitute for Skype, depending on restrictions regarding accessing the latter.

    • Hyperisland Toolkit: website with resources12 you can use for work meeting activities.

  • ADDITIONAL MATERIAL

  • TRAINING ACTIVIY

    1. Organise a co-creation session, step by step, including the aspects mentioned in the Class 2 video from the Co-creation Module.

  • GLOSSARY

    1. Listening process: A set of tools and activities used to learn in detail about the needs, challenges and opportunities facing the community.
    2. Co-creation: Process led by the community in which solutions are developed.
    3. Facilitating team: Group formed by, at least, one person from each organisation that makes up the W4P Platform of each country. Its function, among others, is to plan, run and monitor the process of co-creation and prototyping.
    4. Thematic group: Set of ideas or solutions, related in terms of topic or scope, identified during the listening process.
    5. Working group: Set of people participating in a co-creation or prototyping session, made up of different profiles of people, both from the community - in a broad sense - and experts. Its composition can be modified, and its number increased or decreased depending on the progress made as regards the idea being developed.
    6. Design principles: These are rules that enable us to keep the working values that we accept and share in mind during co-creation and prorotype process.
    7. Prototype: The materialisation of an idea or solution so that we can try it out, learn from it, adapt, modify or, possibly, discard it.
    8. Community: Set of people from a territory or who share a common problem. In a broad sense, this concept includes various actors: informal (people), non-profit organisations (third sector), social enterprises, educational establishments, businesses, government and state organisations.
    9. Expert: A specialist, with knowledge or experience in a subject.
    10. Narratives: The perceptions that people and the community have about their own lives. They are subjective, and have a decisive influence on the actions that they believe are possible or impossible.
    11. Social innovation: "New ideas (products, services and processes) which simultaneously satisfy social needs in a more efficient way than existing ones and create new and lasting social relationships or collaborations.They are innovations that are not only good for society, but also improve its ability to act."
    12. Resources: Set of elements available in order to satisfy a need, carry out an initiative or explore opportunities. They can be of different types: economic, technical, human, etc.