Power of 32

Training Camp
Friday, May 14, 2010
 Selena Schmidt
Executive Director
Power of 32
 Training Camp Outcomes

• Build relationships and excitement about the project

• Describe the Phases of P32 project, why being a region is important,
and how participants can continue to be involved
• Understand how to leverage Steering Committee and Ambassadors to
build a local Outreach Leadership Team (OLT) to achieve
demographic targets for Community Conversations.
• Learn outreach strategies and tactics to recruit and register
participants for a Community Conversation
• Understand marketing and FMA roles and how they will be spreading
the word and supporting the recruitment of participants.
• Navigate the P32 Web Hub, the on-line organizing tools.
• Experience a Community Conversation, understand how to facilitate a
CC and describe why individuals should attend a CC.
 Power of 32 Goals
1. Create a shared vision and Regional Agenda that is driven by the
broad and innovative engagement of thousands of citizens and
supported by business, government, and nonprofit leadership.

2. Instill a sense of realistic optimism and inspire public

determination to solve the region’s problems and seize the region’s
opportunities.

3. Inspire cross-sector leadership across the region committed to

acting on the Regional Agenda.

4. Connect people, communities, and institutions in new and

effective ways to best assure a sustainable, innovative, and globally
competitive region and high quality of life for all its residents.
 Power of 32 Phases

Jan. 2010 June Jan. 2011 June

Regional
Report:
Participant Agenda:
Strengths,
Guide: The
Challenges &
Tough Choices Public’s
Possibilities
Priorities

Blueprint Page 4
 Phase A Phase B Phase D Phase E
Phase C
Cultivation Listening Prioritization Implementation
Framing Solutions
November-May May-Sept Feb-May
Sept-Feb

Work with P32 Training

Ambassador Camp & Project Develop optional Regional Advocacy
s, Partners & Launch solutions to Town by
Leaders regional Meeting Leadership
challenges
Community
Website and Conversations
Satellite Citizen
on-line Tools Vet solutions on-
Sites Action &
line and in focus
Education
Develop groups
Materials for Form Outreach Leadership
Community Leadership Virtual
Summit
Conversatio Teams Tables
Public
ns Awareness
Select District Campaign
District infrastructure
Coordinators nurtured
& Facilitators
Options:
County Options:
Unique Focus
Form Media Teams form on- Choicebooks
Groups
Partnerships line to address Emerging
Emerging
quick wins Possibilities
Possibilities

Leadership
Briefings
Regional
Report:
Participant Agenda:
Strengths,
Guide: The
Challenges &
Tough Choices public’s
Possibilities
priorities
 Levels of Engagement
 Touched: To create media impressions. Results in increased awareness.

 Informed: To inform the public with balanced and objective information to enable
understanding of the problem, alternatives, opportunities and/or solutions. Results in
an educated public.

 Actively Involved: To connect with citizens on line or in person to obtain input and
ensure that public concerns and aspirations are consistently understood and
considered. Results in expressed and captured opinions of individuals.

 Engaged: To deliberate among citizens with differences and make tough choices
about priorities and resource allocations. Results in the public’s collective priorities
with ownership and the public will.

 Empowered: To integrate the findings and recommendations of P32 into the strategic
plans and initiatives of governments, companies, schools, and nonprofits across the
P32 region. Results in a region that acts and operates in concert going forward
Engagement Goals
 Volunteers, General Public
SC Sub-Committees, SC Member
Organizational Partners
Region-Wide Contract Support

g
Executive Committee
Structure
ar
ke
ti n P32 Staff
Sub-C,
M

Media Partners

Raisi
Fund
JK+A
FMAs Sub-C

ng
Funders
TBD
Tec

Tech Content

tent
Sub-C Sub-C
hn

AmericaSpeaks

Con
ol o

OLTs (Coordinators, Facilitators, Partners)

gy

Outreach & Eng’t Sub-C, Implementation Sub-C

Numerous Org. Partners

Ambassadors, Volunteers, Participants

Outreach and Engagement

 P32 Partners and Support

Governance
Executive

Steering Outreach
Committee Contract
Org Leadership
Content Support
Marketing
Partners Teams AmericaSpeaks
Technology

Outreach Universities Outreach Tachyon

Implementatio Business Coordinators
n
Fundraising Non-profits Ambassadors Judith Kelly + Associates
Nominating
Media Partners
Etc. Volunteers 5 Field
Marketing
P32 Facilitators Agents

Staff
Univ. of
Pittsburgh
 James Fogarty
Strategic Operations
 Outreach Roles

Outreach Guide Page 5-7

• Outreach Leadership Team (OLT)
• Outreach Coordinators
• Outreach Team Leaders
• Strategic Operations
• Field Marketing Agencies
• Facilitators
 Outreach Communication

Selena Judith Kelly

Janet Fiero Executive + Associates
AmericaSpeaks Director

Sue Lacy James Fogarty

AmericaSpeaks Strategic Ops

Rita Field
Field Shannon Marketing
Marketing Western Team Eastern Team
Agents
Agents Leader
Leader

Outreach Outreach
Coordinators Coordinators Outreach
Outreach
Leadership
Leadership
Teams
Teams
 1
District
s

2 3

6 4
6

5
Outreach
Territories
 Field Organizing Strategy

• Demographics drives recruitment so we can engage a

representative group of residents that produces a credible set
of priorities and plans
• Build upon community assets – don’t recreate the wheel
• Position leaders, organizations and residents themselves to
initiate and sustain action
• Build capacity where you can
• Develop specific strategies to engage hard to reach populations
 Sue Lacy
Outreach Director
AmericaSpeaks
 Outreach Fundamentals

Your RoadMap
The Outreach Coordinator Guide

• Community Conversation Overview & Logistics

• Outreach Fundamentals, Strategies, & Tactics
• Marketing Strategies & Tactics
• Sustaining Involvement
• Appendices (Territories, Demographic Targets, Outreach
Leadership Teams, Presentations, Reports &
Reimbursements
 Demographic Targets

Why do they Matter & How Should You Use Them?

• Who needs to be in the room and in what proportion to

ensure the process is credible and that people are in place
to implement the plan?
• Reach out to specific organizations and leaders who can
engage your target demographic groups
• Develop specific strategies to engage hard to reach
populations and special affinity groups
• Plan on no-shows
 Outreach Tools
• Sales Force Database of key organizations can be sorted by sector (non-profit,
business, government, etc.), by county or in other ways.
• On-line Organizing tools for County Teams
• List of key community meetings/gatherings, websites, listservs, mailing lists and
phone lists
• Flyers, both general and community-specific/translated flyers
• “On-the-spot” registration forms for registering people at an event or on the street
• Public Service Announcement (PSA)
• Website materials
• Invitations to specific organizations to support recruitment
• Email and listserv announcements
• Personal invitations
• Calendar listings
• Project banners, posters and signs (with project name, logo, meeting date,
registration info)
 Manage Your Activities

Step One: Write out a detailed outreach plan with clear goals
and strategies (collaborate with your Team Leader)
Step Two: Be explicit on who is responsible for what within
what timeframe
Step Three: Conduct check-in meetings with your Team Leader
and your Outreach Leadership Team
Step Four: Track your efforts carefully and make necessary
adjustments as needed
Step Five: Analyze registration data to ensure sustained
progress on meeting demographic goals
 Outreach Strategies

1. Conduct an Assessment of Local Capacity

2. Build Partnerships with Local Organizations
3. Recruit Hard-to-Reach People
4. Organize Hosted Conversations
5. Form Your Leadership Outreach Team
6. Engage Local Leadership Early and Often
7. Create a Buzz and Maintain it! (Judy)
8. Use the Web Hub and On-Line Organizing Tools
9. Adjust Strategies to Reach Targets
 Developing Your Outreach Plan

What We Want to Accomplish Today

• Develop plan within the context of meeting demographic

goals
• Identify initial meetings/interviews
• Brainstorm potential members for the Outreach Leadership
Team
• Develop initial plans to convene Outreach Leadership Plan
• Develop initial plans for organizing Hosted Conversations
and Community Conversations
 Getting Started

IDENTIFYING KEY LEADERS &

ORGANIZATIONS
Page 1 of Planning Template

How will we meet our demographic targets?

Who can help you reach your demographic targets?

 Getting Started

Your Outreach Leadership Team

Page 2 of Planning Template

How will we use the Outreach Leadership

Team to meet our targets?

Who are our top candidates?

 Getting Started

MEET WITH KEY LEADERS &

ORGANIZATIONS
Page 3 of Planning Template

Top Ten Meetings/Interviews to further clarify

capacity in your territory and potential OLT
members?
 Deepening Your Analysis

CAPACITY MATRIX
Page 4 of Planning Template

Specific organizations who are well positioned to

make commitments and deliver

Staff Contact

Regular meetings/events
 Hard to Reach Populations

Page 5 of Planning Template

Identify organizations that are well-positioned

Identify a registration goal

Develop specific strategies

First Outreach Leadership Team Meeting

Page 6 of Planning Template

Invitees

Timeline

Best Location

Potential Venues
 Planning Conversations

Page 7 of Planning Template

Ideas for venues

Potential timelines
 Building Relationships

The Concept of Self-Interest

What are the various means by which people have

asked you to come to meetings?

Which strategies work and which ones don’t?

A fresh approach to appealing to authentic

motivation ….
 Building Relationships
The 1-on-1 Meeting

Why Conduct these Meetings?

• Initiate and/or deepen relationships
• Uncover self-interest
• Clarify self-interest
• Gain information
• Present P32 within the context of their set of priorities
and self-interest
Allen Kukovich
Regional Chair
Power of 32
 Judy Kelly
Marketing & Communication
Judith Kelly + Associates
Marketing Materials
 Janet Fiero
Project Director
AmericaSpeaks
 Building Relationships
—Presentations
• A one-on-one is done
• They want you to come to a meeting and
tell them more
• Get the info on time and location
• Notify your FMA
• Prepare a presentation
• Appendix E has suggestions
 Paperwork

• Weekly Report (page 45-46)

• Stipend & Reimbursement Form (page 47
• Web interactive pages for posting docs
• Power of 32 Emails
• Q&A
 Rita Carr
Tachyon
Power of 32 Website
 Next 8 Weeks

• First Team Leader & OCs Meetings by end

of May--biweekly
• First Hosted Conversations (May and June)
• First OLT Meeting by end of June
• Community Conversation Schedule by end
of June
 Reflections

• What am I most energized by?

• What am I most challenged by?
• Where do I need the most support?
• What will my growing edge be in this
project?
 Power of 32
Training Camp
Saturday, May 15, 2010
Evaluation
For Friday
 Power of 32
Reception 5:30-7:30
Rivers Club
301 Grant St.
 Power of 32
Training Camp
Saturday, May 15, 2010
 Today’s Agenda

• Participate in a Community Conversation

• Reflection
• Lunch
• What Facilitators Need to Know
• Facilitator Script: Review and Insights
• Facilitation Scenarios: Role Plays
• Send-off
• Adjourn
 Table Discussion A

• What did you notice about the facilitation today that

supported two critical goals – safe space for
sharing and inclusion?
• What else can facilitators do to ensure people from
all walks of life feel valued throughout the
Conversation? What should NOT be done?

Check-in: at your table,

are you ensuring all voices are heard?
 Table Discussion B

• In your role as facilitator of a Comm.

Conversation, what background
information about this effort is important
for you to know?
• Discuss at your tables and hand in on
post-it notes (1 question per post-it) as
you go to lunch
 The Big Picture

• Origins
• Why these 32 counties
• Why regional thinking is important
 Power of 32 Phases

Jan. 2010 June Jan. 2011 June

Regional
Report:
Participant Agenda:
Strengths,
Guide: The
Challenges &
Tough Choices Public’s
Possibilities
Priorities

Blueprint Page 4
 Goals for Community
Conversations
• Facilitator Guide, P. 3
• Collect diverse representative perspectives –
“data”
• Open minds to possibility
• Energize and empower
• Educate
• Engage organizations
 Facilitator Script:
Review and Insights
• Table Discussions: Review assigned portion of Part 2:
Script and report insights to colleagues
• Room divided into thirds: A, B, C
A – Agenda Preparation*, Set-up, Intros (Prep - :21)
B – Discussions #1-#3 (:22 – 1:36)
C – Discussion #4, Next Steps, Data Submission (1:35 – 2:15)
• “What recommendations do you have for your colleagues to
make this section work well?”
• Task: Read and discuss section, share insights in plenary

* - includes p. 15 – shorter conversations

Report Outs
 Facilitation Scenarios

• 7 Scenarios for 7 Large Groups: 1 Scenario/Group

• Brainstorm the challenges and solutions to the challenges
presented by your scenario
• Create skit for how to handle the situation effectively
• Give it a name
• Be prepared to discuss learnings from this exercise
• You have 15 minutes to create your skit
 Skit Schedule

• Groups go in order of skits on worksheet.

– Audience writes observations and questions on
worksheet.
– Each group shares a lesson or an insight after
skit.
• Discuss ideas and insights after all are
completed
– What stood out for you as most helpful?
Community Conversations:
Intent