ellohay! West Michigan

It’s so much, but the thing is… it feels right.

Posted in organization, physical presence, pilot, planning, programs, strategy, volunteers by forgr on March 8, 2009

As it turns out, the more work that I do behind the scenes, the less time I have to share cool stuff with the outside.

I always wanted to make sure that if I was involved with an organization, it would be a priority to keep things as transparent and honest as possible. And it’s not that I’m not being honest, I just can’t do everything that needs to get done all by myself.

Right now, I’m learning so much new stuff, and all at the same time to boot:

dscn0100

Nonprofit administration
Building a board of directors
Fundraising
Mission-based for-profit ventures
Building a budget
Incorporation
The details of becoming a tax exempt nonprofit organization
Special needs education methods
Grant writing

Familiarizing myself with Ubuntu, Open Office, Picassa
Donor management systems
Commercial real estate jargon

And easily 100 other new, exciting, things.

Natasha, Tom, and I have been meeting weekly to get programs fleshed out, and get a plan for the months ahead hashed out, visiting potential workshop spaces.

I have my Friday afternoons (my new dedicated ellohay! West Michigan time) jam jacked with meetings, visits, tours and conversations.

It’s so much, and it’s everywhere, but the thing is, it feels right.

Naming exercises continued

Posted in physical presence, planning, writing by forgr on April 10, 2008

Grand Rapids United

Technology United

Laptops United

Peregrine United

Technology Independence Initiative

Hi. Hey. Hello.

Free up

Connected

Noise

Matter

Sea Change

See Change

Nomad

Portable

Move Around

Get Around

Independence

Freedom

Free Change

Me. You. Us.

We. Us. Ours.

Center for things, inc.

We/are/one

Netter

Netr

FORgr

Piggyback

Handuptops

The Technology Workshop

artex (out techs)

Lighter

Lightr

Great Tech

River

Free Fall

HOMES

Community Connect

Socket

The Fire

Computer

Machine

Box

Laptop

Lapdog

Lapcat

Open Door

Free Key

Toolbox

A Conversation with Patrick Shaffner, 826 CHI Outreach Coordinator

Posted in benchmarks, conversations, physical presence, planning by forgr on March 30, 2008

I spent the weekend in Chicago with some friends (taking a break from writing, but not from thinking). I dragged all five of my friends into “The Boring Store” which is a store front for the nonprofit writing workshop 826 CHI. You guessed it, it’s part of the 826 network of workshops started by Dave Eggers and friends.

The front is a spy supply store (disguises, gadgets) and the back is the one on one tutoring and writing workshop.

I was fortunate enough to catch Patrick, the Outreach Coordinator for the local 826 CHI program. He gave me, and my educator friend Wendy, a tour of the store, the writing workshop, and the back offices.

There are four full time employees, and over 600 volunteers. They offer a suite of programs to the community youth, you can find out more about them here.

I actually called Patrick about a month ago, asked him to tell me a little more about the program’s day to day workings and organization, and told him about the project that we were starting here in Grand Rapids. He remembered us when I mentioned the digital inclusion project and jumped up and down.

He said, “No, don’t start it in Grand Rapids, move here and start it here in Chicago!” I laughed, but he meant it, he said computer literacy is a huge issue in Chicago schools, and in the community at large. We agreed that it’s really a big problem across the nation, there’s no real way to get the guided tour through the whole experience.

There are those who:
know what a computer can do
know what they want to do with it
know what questions to ask at a store
can afford the computer
can get one-on-one attention to learn new tools
can get the computer fixed if it breaks
know how to get the right upgrades, new software
can excel on their own terms with the right tools
can expand their reach

And then there are those who have limited access, are behind the curve, under-served, poor, embarrassed, limited, left behind, scared or intimidated. We should serve that second set of individuals.

Talking with Patrick (who works with a similar set of children) made me realize that there is a large set of individuals who actually want to be served. There is a thirst and it can be quenched.

In 826’s experience 35 to 40 hours a year of one-on-one attention, can raise student’s grades up one level.

Dave Eggers talks about starting 826 Valencia in this TED video.

Initially they started the workshop and pirate supply store and no one came in. An obvious trust issue. So they talked with a teacher friend and make her the executive director, and started going directly into the schools and talking with teachers about their needs.

The program was then a success, now they serve in classrooms and in the workshop. They are an anchor in their community. They have volunteers and employees who have flexible hours available during the school day and just after. They created their network of volunteers out of graduate students, writers, educators, and thinkers. All of these people are able to give just a few hours a month, and make a huge difference being able to shine a light on a child and their work.

So, brilliant. Yes. I got a serious boost from talking with Patrick. And now I know, we need to keep up the conversation with teachers, we’re headed in the right direction.

Wendy, my educator friend who toured with me yesterday, wants to volunteer there now. She’s got the Summer off and wants to do something other than graduate school, and beach lounging. 826 CHI will also help her students next semester too. She’s pumped about it.

Patrick, the Outreach Coordinator, wants to be kept up to date on when our program is coming to Chicago :-)

It’s great having existing programs nearby, and being able to visit and talk with them is absolutely wonderful. Thank you Patrick for your time and encouragement.

Pilot program initial planning (stages, players, events)

So among other things, there’s quite a bit to think about for a pilot program… And yes, we’re planning on a pilot program. Talking with John Helmholdt from the public school district was inspiring. And even if that connection ends up not panning out, there a many other groups that I’m sure would be receptive to the idea. With that in mind, I write this,

Some initial thoughts on serving a small group of individuals for pilot program,

1. Prep 2. Give 3. Support

Within these stages are potentially 8 or 9 groups that we would need to bring together for this program.
• Geeks (for computer gleaning, clean up, open source os installation etc. at the geek-a-thon)
• Audience/clients (who will receive the laptops, get support, orientation, education)
• Forgr staff (will organize, manage and execute the program pieces and parts, provide orientation to all)
• Educators or existing community education organizations (teachers, professors, instructors that will teach introductory level skills to audience in a group setting and/or one-on-one)
• Tech support staff (will be available for audience to trouble shoot any extreme cases)
• Audience administration (school board, program executive directors etc. that will need to determine goals and parameters, and then accept responsibility’s for supporting program within their institution)
• Facilities (venue for geek-a-thon event, temporary education and support workshop locations)
• Piggy-back organization (existing nonprofit organization that will host our initiative, allow donors to give their laptops and equipment with a tax deductible status)
• Potentially parents and teachers of audience/clients if it’s a classroom environment (these would be extended support system and will need to understand the program’s ins and outs as much as possible)

So, with that in mind, here’s a shot at planning for the first stage of the pilot program:

1. Prep

1a.) Establish a planning committee, meet and come up with plan of action for organizing three part program pieces and parts, who what when where why how. Discuss goals, determine how event might be sponsored, how to recruit volunteers etc. Set our success model for the program.

1b.) Secure a venue for geek-a-thon portion, secure a piggy-back organization, determine rough time-line, secure deductible donation status for donors/geeks, discuss process for client group, secure sponsor.

1c.) Prepare to meet with client group leader, write up targeted business plan and executive statement for client group and/or piggy-back organization.

1d.) Meet with client group leader or board, determine hopes, goals for their group, their anticipated trouble spots, stumbling blocks, determine best course of action to proceed, set rough time line for events.

1e.) Submit any agreement documents with group (if necessary), start building community of educators or participating education facilities for education and support base for client group, discuss plan of action for geek-a-thon event.

1f.) Create program around geek-a-thon. Explore ways spread the word about the geek-a-thon, explore call to action for geeks to glean computers, event details, computer tagging strategy. Collect list of participating educators or community education partners. Finalize time line for all events and launch.

1g.) Check in on sponsor, venue, status, dates, client agreement, piggyback organization, donor. Firm up time line and event schedule for geek-a-thon with all pieces and parts, collect email addresses for all educators, geeks, and volunteers. Draft literature for all groups, client instructions, support materials, feedback forms etc.

1h.) Arrange for entertainment, food, music, tables etc. for geek-a-thon. Design email invitations, posters, signs for geek-a-thon. Make sure everything is covered, on track with all groups. Find facilitator volunteers for geek-a-thon.

1i) Send out invitations to geek-a-thon, write press release for event and contact media for event coverage. Finalize all materials for literature for all audiences.

1j) Collect RSVPs from geeks, collect feedback on idea from geeks. Meet with audience administration (weekly?) and hold pre-orientation/round table with administration, (potentially teachers, parents) on upcoming event and program ins and outs.

1k.) Venue prep for geek-a-thon event day or two ahead. Set up, event dry run with committee, hold volunteer orientation, have FAQ sheet available for volunteers. Tie up loose ends before event. Send out press releases, check back in with press to make sure they are attending (if we want them).

1l.) Hold Geek-a-thon event. Hand out kits to geeks. Get volunteers in place. Answer questions, address immediate needs. Announcements. Register laptops and run through clean up, diagnostics, set up checklists. Determine what parts are missing, needs to bring all machines up to standards. During event solicit feedback, have temporary workshop volunteer sign up sheet/email list and sign up for continuing involvement in program. Enjoy ourselves and do something good together. Collect finished machines. Thank everyone for coming and explain next steps. Collect possible donations.

1m.) Send out thank yous and confirmation to geeks and volunteers from geek-a-thon event. Prep temporary workshop space, get wireless networks set up. Tools, parts, and/or the means to gain. Set up volunteer schedule, hotline for clients, tracking system for incoming machines maintenance. Confirm introductory level education schedule. Tie up any loose ends with groups.

2. Give

2150306305_4ec432b4c8.jpg

Photo from flickr-user elemenous for use under creative common license
2a.) If necessary, hold orientation for potential teachers, parents, administrators. Explain their roles, and provide support for them as extended support team. Collect phone numbers, names addresses of their children/our clients.

2b.) Hold client orientation. Introduce program origins, cover who what when why wheres, address, explain all questions. Tell them how it will work. Have all parties sign ‘promise’ agreement and ‘care and keeping of your new computer’ sheet.

2c.) Bring clients their laptops, literature, FAQs, how tos, what ifs, explain hotline. Hold first education session, set up email accounts, provide educational outlets outside program too. Explain feedback plan. Fill sign up sheet for future classes, sessions. Collect email addresses from all clients. Collect donations?

2d.) Let them take them home, and make sure they stay connected to the program by providing feedback.

3. Support

536550986_d6704b735a.jpg

Photo from flickr-user mugley for use under creative common license

3a.) Collect feedback, hold classes, collect donations, fix broken machines, address problems. Change, adapt, support, grow, learn.

3b.) Host lessons-learned session for geek-a-thon, hardware status, determine if program is on track

3c.) Collect and synthesize incoming feedback. Solicit feedback from parents, teachers. Update program if necessary.

3d.) Hold lessons-learned for orientations, education sessions, workshops, volunteers, facility, hotline, etc.

3e.) Scout for permanent workshop location if necessary, build client database, build website, find more volunteers, find donors, send out regular newsletters. Build, grow, learn, adapt, assist, have energy.

3f.) Reach pilot program success, continue to support clients through their growth and ours.

Phew, so what do we think here, too optimistic, would something like this work? We really want to know, what’s missing?Why do we need your help? Because I’m sitting on my couch, at home, in my pajamas with my headphones in and it’s impossible to coordinate something like this a bubble.

If you’re interesting in jumping in, joining us, and joining the pilot planning and execution committee, email me, or call me at (616) 446-3622, (mobile phone number).

If you’re thinking about helping in other ways, we’d love you for that too. Call, email, drive over to my house, send me a letter. Make contact. We want you.

Other related notes:

Determine next steps after pilot

Meet with committee weekly on progress

Have plan for addressing negative feedback at all stages of the game

Have google group for planning committee to post happenings

Have audience discussion group online, get ichat accounts, meet regularly for required education

Provide laptop to teachers?

Hold Fund-raising events simultaneously

Printed information, established workshop vs. pilot program

Established workshop printed information for volunteers, clients and inter-organization use:

Introductory information for clients:
• basic introductory information, testimonials
• application

Introductory and support information for staff and lead-volunteers:
• About the program
• About the workshop
• Opportunities for involvement (volunteer task options)
• Clean and installation checklist (software)
• Condition status/checklist (hardware)
• Feedback forms
• Thank you postcards
• Time-sheets, check in, check out
• Task lists (daily and event workshop duties)

In a folder to new clients:
• FAQ sheet
• Free wifi location map
• Available volunteer tasks list
• Volunteer skills check off, to be returned to workshop
• Recommend this project to a friend card
• Check off sheet (for clients to track their progress in the program)
• Feedback sheet
• Login and password keeper list
• Spiral bound notebook, for notes and reference
• Class list, calendar, registration sheet
• Community event announcement calendar

Other resource’s printed materials for clients:
• Bus schedule
• City event calendar
• City map
• Form to apply for the discounted municipal wiMax access (from Community Media Center)

Pilot program printed information for volunteers, clients and inter-organization use:

Introductory information for clients:
• basic introductory information, testimonials
• application

Introductory and support information for staff and lead-volunteers:
• About the program
• Opportunities for involvement (volunteer task options)
• Clean and installation checklist (software)
• Condition status/checklist (hardware)
• Feedback forms

In a folder to new clients:
• FAQ sheet
• Free wifi location map
• Feedback sheet
• Login and password keeper list

What else would be needed here? This is just the printed information, what could be digital?

Workshop locations, draft

Posted in discovery stages, education, organization, physical presence by forgr on March 6, 2008

Some potential locations for the workshops… does this cover Grand Rapids appropriately?

Google Map markers show the first few “Public Schools” in the area.

locations.jpg