From Regional Knowledge Resource Kit

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Purpose

In this first stage:

• The Board, managers and staff of the region develop a common understanding of what is involved in developing a Regional Knowledge Strategy, and what the region would like to achieve through the process - "Why are we doing this?" and "Where do we want to get to?"

• The region carries out the first line of enquiry, which is information mapping, and sets up for the second line of enquiry, which is online information and knowledge needs surveys (the focus of stage 2) .

• Timelines, responsibilities and resources for Stages 2, 3 and 4 are discussed and agreed.

Preparation

You'll need:

1. A room with the tables and chairs arranged in a boardroom or U-shape so that all participants can talk easily with each other and also see the front of the room.
2. Catering for morning tea, lunch and afternoon tea.
3. Whiteboard and pens, data projector and screen, flipchart and pens.
4. Each of the preliminary objectives printed on a separate piece of A3 paper and put onto the wall at the front of the room with blu-tack. Arrange them in a cluster of 3 rows of 3 objectives.
5. Copies of the agenda and the Regional Knowledge Strategy process diagram for each participant.
6. Coloured dots for the "Explore the objectives" activity.

Things you'll need to do:

1. Invite participants well in advance of the meeting (see "Participants" below).
2. Familiarise yourself with agenda and the various activities for the day.
3. Decide who will present/facilitate each part of the agenda (you may wish to invite a Core Team member to help you with this).
4. Prepare an agenda using the Agenda template .

Agenda

1. Introduction (approx 1 hour) - Using the information and knowledge from the Regional Knowledge Leaders training and this Resource Kit, the draft PowerPoint slides and the other resources described, explain:
   • What is knowledge management/brokering? Convey an understanding of the difference between information and knowledge and the key principles and practices of information and knowledge management.
   • What is the Regional Knowledge Strategy process? Referring to the Regional Knowledge Strategy process diagram that was handed out to participants, give an overview the 5-stage process and the 3 lines of enquiry.
   • What are the benefits of our region doing a Regional Knowledge Strategy? Explain how the development of a Regional Knowledge Strategy will help the staff and Board of the region. Include discussion of how the Regional Knowledge Strategy will link to other existing or previous information and knowledge management activities in the region.
   • What is the background to the Knowledge for Regional NRM Programme? Give the Knowledge for Regional NRM Program overview presentation .
   • What is an Evidence Base? Using the Evidence Base software information sheet and the resources on the NRM Navigator website explain Evidence Bases and how the region could benefit from having one (ignore this part of the agenda if your region already has an Evidence Base).
2. Exploring the objectives (approx 1 hour):
   • Follow the "How to explore the objectives" link.
3. Information mapping (approx 2 hours):
   • Follow the "How to do information mapping" link.
4. Introduce and set-up for the online information and knowledge needs surveys (approx 1 hour):
   • Using the information from Stage 2 - conduct surveys, introduce the survey activity. From the workshop participants, identify a small group of people who will work with you to refine the surveys and carry out Stage 2. Hand out a copy of both surveys to everyone and ask them to provide feedback to the small group on the surveys and who the external stakeholder survey should be sent to.
5. Next steps (approx 1 hour):
   • Discuss and agree on timelines and responsibilities for Stages 2, 3 and 4 (the timelines and responsibilities for Stage 5, which is the implementation stage, are determined in Stage 4).

Key Deliverables

• Information map and associated list of key information flows and storage issues for input into Stage 4.
• Discussion of potential objectives for the Regional Knowledge Strategy.
• Agreement on timelines, responsibilities and resources for Stages 2, 3 & 4.
• Setup for the online information and knowledge needs surveys, which is Stage 2.

How to...

• How to explore the objectives
• How to do information mapping

Tools

• Agenda template for Stage 1 workshop
• Regional Knowledge Strategy process diagram
• Draft PowerPoint slides for Stage 1 workshop - Introduction
• Knowledge for Regional NRM Program overview presentation

Duration

One full-day workshop.

Participants

• CEO/General Manager.
• Senior Managers/Executive.
• Board members.
• As many staff as possible/practicable, in particular staff who have key information or knowledge management roles.

Next steps

Go to the "Developing a Regional Knowledge Strategy" Quick Links Page to access the resources for the next stage of the process.