Exactly 60 days before 2005 UNV Global Workshop (GLOW2005), GLOWeb interviewed Douglas Evangelista, GLOW's Project Manager, to find out how the planning and preparations for GLOW are going. Read the interview, where Douglas gives us a status report of GLOW and also “thumbs up” to GLOW Communications & Social Team for setting up this site!

GLOWeb: What can you tell our readers, on what has happened so far, since the Executive Coordinator's announcement last November about GLOW 2005?

Douglas: Lots has happened so far, even though, in the participatory approach we have chosen to plan for GLOW, things may seems to go a bit slower than others would expect...We have a huge effort put in it, and we have just started!

For example, GLOWeb is nothing but one of the different approaches we have adopted for the planning ... It allows maximum participation by, and inclusion, of ALL from HQs or in the field. And this was done not just to "innovate"...but to resonate with the objectives of GLOW as well. We also take advantage of technology and create a space for inclusion, and for sharing different viewpoints from all sides of UNV.

After Ad's communication informing us that GLOW would be organized, the Task Force "kick-started" the process. We reviewed in detail all lessons learnt from the 1999 Global Workshop. By the way, colleagues who organized that process did a superb and exemplary work documenting it. From that review (and with the help of Raymond Clark in the beginning of January this year) we came up with a selected approach, a timeline and the first draft for the Goal, Objectives and Principles that should orient GLOW 2005.

These proposals were presented and reviewed by a core group, representing the management and staff, and endorsed with some modifications. While we "broke the news" to all our COTs in the field, through a letter sent by Ad, we took our final proposal and presented it at the General Staff Retreat (GSR) in Bonn, before the end of January. GSR participants, many of whom had lived through the experience of preparing the 1999 Workshop, offered their views and advice for the planning process. Many ideas and recommendations coming from that exercise are taken into the planning process!

Also, immediately following the GSR, the Senior Managers met for their yearly retreat to review our priorities for 2005-2006. The managers re-committed to GLOW, naming it as the top priority this year, and aligned a number of deliverables that must be produced before the Event. This illustrates the impact that GLOW has already had in plotting the future path for UNV, even before GLOW happens, by influencing the UNV's Business Plan this year. So, I believe, we can only estimate how it will become a powerful and huge opportunity, during and after the Event, for us to reposition UNV with our collective contribution and true commitment to it!

GLOWeb: Does it summarize all?

Douglas: Not at all...this was only the surface, "below the waterline" there has been intense work going on! For example, mindful to the participatory approach selected for GLOW we decided not to nominate staff from UNV to contribute, but instead – and very pertinent to the philosophy of our organization – we called for UNV staffers to volunteer their skills and energy to organize the process. By mid-February we had 80+ volunteers subscribing to the nine different Functional Teams that the Task Force had proposed. This means that more than one, in every two staff members, are involved with lots of intense work going on. They come from ALL sides of the organization and from all levels. They combine their experience, skills and competencies to the different areas of work for planning things, from logistics to programme and content.

After our second Coordination Group meeting this Friday, March 11, (which brings together all nominated Teams' Coordinators) we took stock on the progress made so far. Products like the Communications Plan or the Needs Assessment survey were already approved and are in full swing. By the way, these are two innovative ways of doing things for GLOW 2005... building both on lessons from 1999, but also based on the recommendations coming directly from the Staff Retreat.

I take this opportunity to congratulate the Communications and Social Functional Team for their initiative in putting up GLOWeb. This, is in my view, already responding to four of the five important principles stated for the GLOW:

Inclusion: GLOWeb will be a practical and non-bureaucratic communications means, keeping everyone (those attending or not attending the Event) informed and have his or her views included. It allows sharing of ideas, in an open and transparent way, for everyone who has access to the Internet. We are very aware, and will find ways, to include those without Internet access, eliciting them to contribute too.

Participation: Some of those field colleagues, who are not able to contribute directly in Functional Teams’ meetings, may wish to collaborate remotely...and GLOWeb was chosen and conceived with that principle in mind.

Equality: The ideas of everyone counts in the same way and can be heard...up-to-the second. As their contributions are made through comments posted on GLOWeb, everyone can read and comment upon.

Opportunity: It is about creating a tool that offers the same opportunity, whether you are sitting as a HQs staffer or a UNV Programme Officer from the field, to be part in the pre-Event, as much as you will be a part during the Event...or, more important yet, to commit to an action plan after the Event is over.

GLOWeb: You have not mentioned one of the principles, that was named Respect, in GLOW?

Douglas: True, and I did it on purpose because I think this principle must be observed at a different dimension! We will have to observe this one, at the individuals' level, as we use our opportunities to equally participate and to feel included by, for example, putting forward our own ideas and frank views paying due respect to the competing ideas or different views from others.... Be it during the planning and preparations or during the conduct of the Event itself! We will see it happening on GLOWeb itself...and during the GLOWeek, nine weeks from today!

Another dimension for exercising GLOW principles, at this stage, is through our Needs Assessment process, which was launched on 11 March. An online Needs Assessment questionnaire was released by the N.A. Team, addressed to all our front liners in the field. We hope to integrate their ideas, early on into the ongoing planning process! Now it is important that all those who are eager to participate and feel included use this opportunity and contribute, for being equally heard.

GLOWeb: So, is this the only way for front liners to influence the programme or the content?

Douglas: No, that is only ONE of the ways we have considered. The sharing of views through GLOWeb is another one.... but taking "active part", even though from distance, into some Fuctional Team, and GLOWeb will facilitate this in a meaningful way!

In addition, soon we will be calling for volunteers from among our COTs. Those who have some knowledge or experience with facilitation techniques will be asked to volunteer to be part of a group of "in-house" facilitators. They will help to deliver the programme content for GLOW. Selected facilitators from the field (perhaps some 15-20 people) will be asked to arrive in Bonn one week before the GLOWeek, for a special training and orientation by the Lead Facilitators.

GLOWeb: So, are we "on target" in the planning process?

Douglas: I believe so! That is what we've concluded from our recent Coordination Group meeting. There is, however, much to do on our plates. We still have 60 days ahead of us and with the level of commitment seen from everyone contributing so far, it gives me 100% assurance. Soon, by the first week of April, Raymond Clark --our Lead-Facilitator for GLOW-- will be in Bonn to conduct a mid-term review for the planning process with all Teams!

We are also planning, for that time, to have our first presentation (perhaps between 5-10 April) to the Senior Management, at more detailed level. That will be the moment for us to "fine-tune" the plans and give our final touches to the planning process with the additional inputs and suggestions by senior managers. From there, we will be heading-on to the GLOWeek!

GLOWeb: How can our readers (particularly those who have not volunteered into Functional Teams) contribute in a meaningful way?

Douglas: Thanks for this question, because it is very opportune! We all must contribute in many ways (even those not attending the workshop in Bad Honef). First,  by getting started with completing our survey online, before the deadline. At the HQs we will also organize a number of "focus groups" to collect additional inputs...and, in that process, those who are taking part (or not) in Functional Teams, will give us their valuable inputs.

Next, and very soon, we will distribute another "online" format to collect participants' personal information (like passport number, check on valid visas to enter Europe in their way to Bad Honef... we shall also confirm things like if people are willing to share rooms at the hotel, as we have space and budget limitations to observe). All these steps are tied to deadlines, and must be completed soon. While the Needs Assessment is NOT a mandatory pre-requisite... the "bio-data" (personal information) form is mandatory for participants to complete it, before we issue travel authorizations.

Also, people should think about their own planning. For example: it is very important for COTs to realize that we depend upon their "preparedness". Considering things like the needs of our serving UNVs to be addressed when both the PO/PM and COA/Support Staff will be in Bonn for one week (or maybe even two weeks, in some cases). We should plan, starting from today, in order to avoid that new assignments are planned during the GLOWeek. 

Perhaps we should be considering to "phase in" new arrivals to the field, to avoid it happening in the week before or the week after the GLOW!

In addition, I hope, we ALL will use GLOWeb to share ideas, make important contributions...and take a look at the site, on daily basis...to be informed. GLOWeb is a way to get intense participation, from all corners of the globe, without having to see an enormous flow of emails into everybody's inbox! But, if people do not look at GLOWeb site, they may miss important information flowing there...

Everyone can contribute (and in the Needs Assessment form we are suggesting our COTs to get the views of our UNVs in). I am looking forward to us getting ideas, via a worldwide contest, for selecting a "motto" and a "logo" for GLOW...let's get our creativity going?