Social Media & Social Reporting

...the working space from the Social Media Team's "Good & Willing"
Team focal Point: Pjotr Casier - peter (at) theroadtothehorizon (dot) org, alternate: Gauri Salokhe - gauri.salokhe (at) fao.org


1. Qu'est-ce que je vous? - what you can find here:

Snapshots of our process, methodology, internal organisation and tools,... so we don't have to reinvent the wheel at every single Sharefair.

2. The Social Media Team's Terms of Reference:

2.1 Develop a social media communication strategy

- covering the preparation of the event, during the event and after,
- geared towards advocacy for the event, knowledge sharing in general, and Agriculture in Africa
- but also covering “how to use social media to integrate those not present at the event”.
- The strategy will outline the main media outlets, their use and the social media team's organisation

2.2 Pre-Fair advocacy:

- sensitize staff of the organizing agencies
- Start a promotional campaign announcing the event using social media, D-Groups, etc.
- overview and specifically stimulate the pre-event use of social media
- Coordinate with the Communications Division/Media Relations Branches to broadcast the event
- Publish regular updates on the central blog and website

2.3 Pre-Fair preparation:

- Test and select the different social media tools to be used during the fair
- Test and select the different social media impact tools (e.g. statistics)
- Document these systems and coordinate the practical arrangements
- Set up and coordinate the social media reporting team
- Advocate the use of social media for off-site participants
- Update the content of the Website as a document repository:
o participants registration form,
o RSS feeds,
o documents and tutorials,
o useful information for participants such taxi and hotel information, map of the city, etc.)

2.4 Onsite (social media content generation)

- Coordinate the coverage of all sessions through social media using a team of volunteers or participants
- Update the main blog
- Audio/Video-record parts of the Fair either for realtime viewing, YouTube posts, or post-fair productions
- Produce daily updates/digests (in text, images, sound) in blog format
- Ensure all technical preparation is in place to integrate off-site participants into the sessions
- Brief all moderators/session coordinators on the off-site integration
- Use the opportunity of having social media "experts" onsite to cross-train and integrate
Share Fair participants into the social reporting team.
- Provide hands-on training and guidance to participants willing to participate in social reporting

2.5 Post-Fair:

- Collect and publish the achievements of the event on the Organizers' Web sites and blogs,
- Update the Web site with all the material and resource documents from the Fair
- Write-up an evaluation of the social media, its use, its usefulness, the statistics/spread, the setup and
the lessons learned so that the experience can be re-used in future Sharefairs.


Excluded from the ToR: the organisation of the training day (Day 0)
(even though some of us will be involved in the training)
- Set up a training/facilitation team (facilitators should be able to deliver in English)
- Plan agenda of the training sessions
- Organize online meeting of facilitators and trainers before the event (followed by face-to-face meeting)
- Recruit a speaker for the introductory session on how KS methods and tools work and on their purposes
- Give some of the actual training sessions on social media, KS methods and tools.


3. The Social Media Strategy for AgKnowledge Africa


Our Social Media Strategy document (Version 1.0): social media strategy.doc


4. ShareFair Addis social media outlets - Inventory of tools we will use:


4.1 for internal use (organisers)


4.2 for public use:


4.3 Shortcut links to the tools


4.4 How will we use the public tools?

  • blogs: document the Share Fair, and the sessions:
    • summarize and document the sessions
    • publish short 2-5 mins videos
    • reference material to refer to during and after the event
    • for storytelling
    • Daily digest
    • post summaries of the "radio shows" with links to full stories to to an audio blog?
  • podcasts:
    • “radio show” with interviews on all kind of possible topics
    • podcasts posted to an audio blog?
  • Twitter:
    • Take instant snapshot of what is happening in situ
    • Broadcast links related to the topics discussed
    • encourage people to sign up for feeds (e.g feeds on your mobile)
    • Daily digest (via paper.li)
  • UStream: live video streaming to broadcast the event for off-site participants


5. Practical preparation of social reporting volunteering tasks


5.1 Pre-fair blogposts write-ups about the planned sessions

Meena, Gauri, Roxi, Pier Andrea, Peter C.

5.2 Onsite social reporting during the Share Fair

Twitter: (Elder: Maureen)
Gauri, Peter, Maureen, Roxy, Francesco, Andrew, Ednah,Tsehay, Maria, Davide

Live blogging: (Elder: Peter)
Roxy, Peter, Maureen, Gauri, Pier Andrea, Andrew, Ednah,Maria, Davide, Tezira

Write-up blogging: (Elder: Peter)
Roxy, Peter, Maureen, Francesco, Pier Andrea, Andrew, Ednah, Maria, Davide, Tezira

Pictures: (Elder: Ednah)
Peter, Francesco, Elena, Ednah, Maria, Tsehay, Davide

Video: (offline interviews) (Elder: Pier Andrea)
Pier Andrea (recording and edit), Roxy (recording), Elena (recording), Tsehay(recording and edit), Andrew (recording), Ednah

Audio: (offline interviews) (Elder: Jan)
Pier Andrea, Peter, Ednah, Jan, Maureen, Gladson

Audio: (streaming) (Elder needed)
Pier Andrea, Peter

Webpage updates: (Elder: Gauri)
Gauri. Francesco

Training/guidance for newbies: (no elder assigned)
Gauri, Pier Andrea,

Slides (Power Point): (elder needed!)
Gauri, Elena

Facebook: (Elder: Davide)
Davide

Daily summary page on the wiki: (Elder: Davide)
Davide

5.3 The 90 seconds challenge questions:

  • What's the added value of knowledge sharing in your context?
  • What is one thing you have leanred/picked up so far?

5.4 Scheduled team meetings onsite:

  • Pre Share Fair meeting: Sunday Oct 17th at 15:00 in the "Press Club" on the ILRI campus
  • Daily working space during the sessions: the "Press Club"
  • Daily team gathering: The "Press Club" at 18:00 (to wrap up the day, and prepare for the next day)

5.5 Social Reporting Share Fair day per day planning


5.6 Onsite social reporting / social media team priorities

At the first onsite meeting, we agreed on the following key points:
  • We will have fun while doing the social reporting work. Life is too short without fun.
  • Many of the social reports are both Share Fair participants as well as social reporters. Each of us will have to strike a balance between the two, and realize that social reporting will give us extra work beyond 'participating in the sessions'
  • Social reporters will be able to choose which session they report from, based on their interest as 'participants in the Share Fair'. If some sessions are insufficiently covered, we will ask for volunteers to report from them.
  • The overall purpose of the social media team is to "reflect on and register of what is going on", to the participants as well as to the outside world. The "social media produce" will be used as the legacy for the Fair, as well as for advocacy purposes (arising awareness of the issues brought up).
  • Beyond social reporting, we are also here "to learn and to teach": each of us can learn from the others in social media tools we don't master yet. At the same time, we can share our own knowledge of tools and methods with our peers.
  • We will recruit Share Fair participants as new volunteers within the social media team. Each of us will ensure these 'newcomers' integrate well, feel part of the team and get access to all tools. If these newcomers are also social media newbies, we will ensure they get properly trained on the tools which are of interest to them.
  • Our key priority is to report from the sessions, from the Share Fair as a whole, but also leave room to focus on key issues which come up during the Fair. We will do so through:
    • session wrap-up reports,
    • on-site live snapshots (key phrases, issues which catch our attention),
    • side-line interviews with interesting people and on issues,
    • while leaving room to reflect on our personal appreciation of the Share Fair.

  • We will use interviews with people to delve deeper into certain issues

6. Post-Fair lessons learned


7. Social Media resources:

(inspirational reading for sleepless nights about the process of social reporting,
social media strategies at conferences etc...)

Other resources:
  • Digital microphones: Roland r-05, or a Zoom H1 or H2
  • Digital editing software: Audacity


7. Parking lot of issues to discuss:

  • Yammer feedback by Nadia and Enrica: Now integrated in the main text (Peter - 06/sept)
  • have an audio recording repository
  • Redirect the blog to blog.sharefair.net (and forward sharefair.net/blog to blog.sharefair.net)