Team meeting 20130502

Present: Angela Nekesa, Ewen Le Borgne, Iain Wright, Susan MacMillan, Tadelle Dessie, Tezira Lore, Vish Nene. Back to overview of team meeting minutes

#AgendaAgenda

• Review action points from last time
• Feedback about Rob Burnett seminar
• Preparations for next seminar (May)
• Global survey work
• Upcoming Seminars

June: EADD to run July: None and that's ok August: Klaus. Jane has been in touch. Klaus is available on 28 August and will come back to Jane with full details next week.

• AOB

Action points (summary):

• Tezira to check with Jane to keep everyone posted on details of discussion with Klaus for August seminar;
• Ewen and Vish will talk to John & Suzanne prior to the skype meeting
• Tadelle & Vish to review the survey report and share their top recommendations by 3 May CoB.
• Tadelle to organise discussion about seminars with John, Suzanne, Shirley, Jimmy and all of us here.
• Ewen will adjust guidelines and checklist to reflect these changes
• Angela to finalize the blog post about Rob's seminar
• Tezira to share pictures about the seminar with Angela
• ICT team (Rosemary, Benjamin, Meti) to explore option of having WebEx for up to 75 people and
• ICT team (Rosemary, Benjamin, Meti) will prepare a table comparing functionalities of Livestream and WebEx.
• ICT teams (Rosemary, Benjamin, Meti) to perform a test about using a phone connection during livestreaming
• ICT team to meet up and discuss this set up during APM (and invite members from the LLT team)...
• Ewen will inform ICT and LLT team about possibility of hosting/broadcasting the seminar from KCB training centre in Karen.
• Tezira to chase Isabelle etc. to get details to prepare flyer
• Ewen to draft blog post (ILRI Clippings) with main insights and key recommendations from the LLT survey next week

#Discussion minutesDiscussion minutes

Next team meeting: Friday ?? January, 2-3pm.

Review action points from last meeting

Tezira following up with Jane to check with Klaus. ACTION: Tezira to check with Jane to keep everyone posted on details of discussion with Klaus for August seminar; Ewen talked to John McIntire but without conclusive tracks to move foward with seminars. Vish couldn't talk to Suzanne. Both have to approach them. We have to organise a discussion with them and with Jimmy + Shirley during the APM. ACTION: Ewen and Vish will talk to John & Suzanne prior to the skype meeting ACTION: Tadelle to organise discussion about seminars with John, Suzanne, Shirley, Jimmy and all of us here.

Feedback about last seminar (Rob Burnett)

Susan: 30 people in NBO, excellent seminar content-wise, all 3 info staff went and they usually don't and they loved it. It reached out to scientists and non-scientists. It was a great seminar.Angela's working on follow up blog post and is expecting pictures from Tezira to include in that post. However, the presentation went over time. We should put up signs with '5 min. left' and '2 min. left' to encourage speakers to stick to their time. And as facilitators we have to be more strict with timing. We should also remove the option of giving a 40' seminar for the Livestock Live Talks. From recent experiences it is possible (Susan: "8 Journalists who came to media roundtable two days ago loved the 5-8-minute presentations by Jimmy, Steve Kemp, Erice Fevre, and Richard Bishop. Each presenter covered a LOT of ground in under 10 minutes. So that is VERY possible!"). ACTION: Ewen will adjust guidelines and checklist to reflect these changes ACTION: Angela to finalize the blog post about Rob's seminar ACTION: Tezira to share pictures about the seminar with Angela

Best possible IT Set up for Livestock Live Talks

What is the best option considering that we want to have good audio quality, recording (streaming) and interaction via audio/video...

• WebExallows all of this but has a ceiling of 25 participants for each meeting. We will have to target it if we use this. Perhaps people can attend as groups. We have to explore if we can have up to e.g. 75 participants. Embedding on the website - if we use WebEx, for each meeting we need to share a different link to each participant as opposed to one link ilri.org/livestream. Another option would be to add a phone line to keep streaming rather than use webex.
• The other option is livestreaming (as last one) which is more of a public channel but it's difficult to get people to ask questions (only by chatting). Then we can't hear the people asking questions but we can see them via webcam. And this allows recording. However, when streaming, every 5' we have 5-10 breakups. We should check this, as with WebEx we don't have that problem.

Later in the year, we may have a system that allows us to accommodate different channels e.g. webex, livestream etc. the team is working on this but right now we can't have a smooth set up. When talking with Ian Moore it seems like ICRAF is moving to use multiple platforms for the same session. Are we moving in the same direction and why are we not learning from what is happening at ICRAF? There is a danger that by the time the web conferencing upgrade happens, the seminar series will have died due to too many technical problems, and staff in Addis getting tired of conferencing facilities that are difficult to hear, see, engage in. Also think Jimmy has been requesting that this is FAST-TRACKED for many months now. So please ask Ian Moore to fast track this and to give us a date by which we could expect the upgrade to happen.

ICT are proposing a learning session on virtual meetings during the APM but in addition they should meet up (ICT Addis/Nairobi + members from this team).

ACTION: ICT team (Rosemary, Benjamin, Meti) to explore option of having WebEx for up to 75 people and ACTION: ICT team (Rosemary, Benjamin, Meti) will prepare a table comparing functionalities of Livestream and WebEx. ACTION: ICT teams (Rosemary, Benjamin, Meti) to perform a test about using a phone connection during livestreaming ACTION: ICT team to meet up and discuss this set up during APM (and invite members from the LLT team)...

#Discussion minutes-Next seminar: Rob Burnett's seminarNext seminar: Innovation Platforms seminar

This is piloted by Jo Cadilhon and scheduled to take place at the workshop on 'Agricultural Innovation Systems in Africa' (during the Week on Agricultural Innovation in Africa). It will be a talkshow with Cees Leeuwis (Wageningen), Alan Duncan, Jo Cadilhon, Beth Cullen or Birgit Boogard, each covering a special aspect. Peter B or Ewen will interview them. The question is whether we can broadcast the event from KCB training centre in Karen - pending on good internet and audio facilities which Ewen will discuss with the AISA workshop organisers today. If it can't be broadcasted it will happen as a face to face event anyhow and we won't have a LLT in May then. Ewen is expecting inputs to prepare the flyer otherwise. ACTION: Ewen will inform ICT and LLT team about possibility of hosting/broadcasting the seminar from KCB training centre in Karen.

#Discussion minutes-Recommendations about global surveyRecommendations about global survey

Recommendations from Angela:

1. Targeting the relevant staff to attend making the talk more vibrant;
2. Involve more internal speakers;
3. The frequency to be on quarterly basis.

Vish and Tadelle will work on their own picks for recommendations by tomorrow CoB, after which Ewen will draft a blog post with key insights from the survey + hinting at some recommendations but mentioning that we have to discuss how to implement (some of) these. We need to discuss these recommendations during the APM with Suzanne, John, Shirley and Jimmy. ACTION: Tadelle & Vish to review the survey report and share their top recommendations by 3 May CoB. ACTION: Ewen to draft blog post (ILRI Clippings) with main insights and key recommendations from the LLT survey next week

#Discussion minutes-Other upcoming seminars (see list of planned & tentative seminars)Other upcoming seminars ( see list of planned & tentative seminars)

June seminar: Tezira working on flyer and getting inputs from Isabelle etc. to get information about bios and questions etc. Is this about the beginning of EADD2? No it's about lessons learnt from using dairy hubs in EADD. But 2nd phase approved and lessons will be used in EADD2 Tezira asked for specific sub-topics to prepare the flyer but not received yet...

ACTION: Tezira to chase Isabelle etc. to get details to prepare flyer

July no seminar August Klaus B-B track with Jane.

#Discussion minutes-AOBAOB

N/A

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#Full skype minutesFull skype minutes

[11:03:08] Ewen Le Borgne: Review action points from last time

Feedback about Rob Burnett seminar

Preparations for next seminar (May)

Global survey work

[11:03:25] Ewen Le Borgne: ICT Setup

[11:03:49] Ewen Le Borgne: 1. Action points last time

[11:04:09] Ewen Le Borgne: Tezira following up with Jane to check with Klaus

[11:05:14] Ewen Le Borgne: Ewen talked to John but not about this in detail - unclear

[11:07:18] Angeline Nekesa Wafula ILRI: My recommendations:targeting the relevant staff to attend making the talk more vibrant;Involve more internal speakers;the frequency to be on quarterly basis.

[11:07:34] * Ewen Le Borgne added rosemary.kande *

[11:09:36] Ewen Le Borgne: ACTION: TAdelle to check if possible to organise a slot on seminars during the APM

[11:10:22] Ewen Le Borgne: REVISED ACTION: Tadelle to organise discussion about seminars with John, Suzanne, Shirley, Jimmy and all of us here.

[11:12:08] Susan McMillan: lost you ewen

[11:12:19] Susan McMillan: you are back now

[11:12:32] Susan McMillan: lost you again just now ewen

[11:12:51] Susan McMillan: you are back now

[11:15:13] Ewen Le Borgne: We can put up a sign of '5 min late' and '2 min late'

[11:15:20] Ewen Le Borgne: *left*

[11:17:44] Ewen Le Borgne: We should remove the option of 40' seminars for this series

[11:18:55] Ewen Le Borgne: Last seminar: 45 participants in NBO, 40 in Addis. Good seminar

[11:19:09] Susan McMillan: 8 Journalists who came to media roundtable two days ago loved the 5-8-minute presentations by Jimmy, Steve Kemp, Erice Fevre, and Richard Bishop. Each presenter covered a LOT of ground in under 10 minutes. So that is VERY possible!

[11:19:14] Ewen Le Borgne: Users communicate via chat

[11:20:19] Ewen Le Borgne: Feedback on last seminar: Angela working on draft post on Rob's seminar. Pictures to be added by Susan/Tezira - Susan's seem not so good.

[11:21:31] Ewen Le Borgne: Susan: 30 people in NBO, excellent seminar content-wise, all 3 info staff went and they usually don't and they loved it. It reached out to scientists and non-scientists

[11:22:01] Ewen Le Borgne: Great work

[11:23:19] Ewen Le Borgne: Streamed recording from past seminar is on the ILRI livestream page already

[11:25:00] Ewen Le Borgne: 3. IT setup - what is the best option considering that we want to have good audio quality, recording (streaming) and interaction via audio/video...

[11:25:42] Ewen Le Borgne: WebEx allows all of this but has a ceiling of 25 participants for each meeting. We will have to target it if we use this. Perhaps people can attend as groups

[11:26:43] Ewen Le Borgne: The other option is streaming (as last one) which is more of a public channel but it's difficult to get people to ask questions (only by chatting). Then we can't hear the people asking questions but we can see them via webcam. And this allows recording

[11:27:23] Ewen Le Borgne: Could we have e.g. 75 people allowed for WebEx? We decided to go for 25 people.

[11:27:38] Ewen Le Borgne: In principle it should be possible to extend to 50+ people

[11:28:24] Ewen Le Borgne: Embedding on the website - for each meeting we need to share a different link to each participant as opposed to one link ilri.org/livestream

[11:28:53] Ewen Le Borgne: Susan - can you pls write your question

[11:28:55] Ewen Le Borgne: ?

[11:29:14] Susan McMillan: Can you do both at the same time---webex plus livestream

[11:29:25] Ewen Le Borgne: (Ok thanks)

[11:29:59] Ewen Le Borgne: Later in the year, we may have a system that allows us to accommodate different channels e.g. webex, livestream etc. the team is working on this but right now we can't have a smooth set up.

[11:30:12] Vish Nene (pashaleo): When talking with Ian Moore it seems like ICRAF is moving to use multiple platforms for the same session. Are we moving in the same direction and why are we not learning from what is happening at ICRAF?

[11:30:42] Susan McMillan: Grace: another question---can you speed the purchase of the new equipment?

[11:31:41] Ewen Le Borgne: ACTION: ICT team (Rosemary, Benjamin, Meti) will prepare a table comparing functionalities of Livestream and WebEx.

[11:31:59] Ewen Le Borgne: An option would be to add a phone line to keep streaming rather than use webex

[11:32:09] Ewen Le Borgne: ACTION: ICT teams Addis/Nairobi to perform a test about this

[11:32:35] Ewen Le Borgne: When streaming, every 5' we have 5-10 breakups. We should check this

[11:32:43] Ewen Le Borgne: For WebEx we don't have that problem

[11:34:56] Ewen Le Borgne: ACTION: ICT team to meet up and discuss this set up during APM (and invite members from the LLT team)...

[11:35:10] Ewen Le Borgne: ICT proposing a learning session on virtual meetings

[11:35:50] Susan McMillan: For out IT people: There is a danger that by the time the web conferencing upgrade happens, the seminar series will have died due to too many technical problems, and staff in Addis getting tired of conferencing facilities that are difficult to hear, see, engage in. Also think Jimmy has been requesting that this is FAST-TRACKED for many months now. So please ask Ian Moore to fast track this and to give us a date by which we could expect the upgrade to happen.

[11:36:28] Susan McMillan: yes!

[11:36:38] Susan McMillan: yes!

[11:38:43] Ewen Le Borgne: ACTION: Ewen to inform ICT Addis/Nairobi about possibility to host LLT at Karen Convention Centre

[11:38:59] Ewen Le Borgne: KCB training centre in Karen

[11:39:06] Ewen Le Borgne: 4. Next seminar: IP

[11:41:35] Ewen Le Borgne: (ewen to fill info about this)

[11:41:36] Susan McMillan: that sounds good to me

[11:42:34] Ewen Le Borgne: June seminar: Tezira working on flyer and getting inputs from Isabelle etc. to get information about bios and questions etc.

[11:43:03] Ewen Le Borgne: Is this about the beginning of EADD2? No it's about lessons learnt from using dairy hubs in EADD

[11:44:08] Ewen Le Borgne: Tezira asked for specific sub-topics to prepare the flyer but not received yet...

[11:44:25] Ewen Le Borgne: 2nd phase approved and lessons will be used in EADD2

[11:44:36] Ewen Le Borgne: It's an assumption we have. Until more details we can't say anything

[11:45:46] Ewen Le Borgne: 5. Global survey

[11:46:44] Ewen Le Borgne: Susan talked to Bruce Scott about getting more people and he advised against having a seminar every other month

[11:46:58] Susan McMillan: ok

[11:47:04] Susan McMillan: ok

[11:48:09] Susan McMillan: sounds good

[11:48:41] Ewen Le Borgne: ACTION: Tadelle, Vish, Angela to provide feedback on key recommendations from the survey

[11:48:55] Ewen Le Borgne: ACTION: Ewen to draft blog post about insights and possible ways forward next week

[11:49:06] Ewen Le Borgne: On ILRI clippings

[11:49:08] Angeline Nekesa Wafula ILRI: Ewen, i have already done that, check my chat notes

[11:49:22] Ewen Le Borgne: Which chat notes?

[11:49:23] Angeline Nekesa Wafula ILRI: todays

[11:49:52] Susan McMillan: none from me