Holistic Options for Planet Earth Sustainability HOPES Conference Analysis + Recommendations
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Caitlin Reese + Ben Prager
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Holistic Options for Planet Earth Sustainability
Holistic Options for Planet Earth Sustainability
Real and Perceived Obstacles
Background, Mission, and Vision
HOPES Conference Series
HOPES Conference Series
Obstacles identified by Conference Planning Team
Mission
The client wants to undertake the project in order to establish a clear structure and set of processes to the organization of the HOPES20 conference. The client expects that the outcomes of the project will be a set of deliverables that enable the HOPES20 team to redefine the scope of the conference to one of continuous engagement throughout the year.
The HOPES20 conference will enhance collaboration between sustainable education, industry, and government in order to allow students to ideate with a greater context in mind, one that marries the beauty and whimsy of design with the pragmatism of industry and government.
Vision HOPES will be the premier example of a collaborative sustainability conference in the United States. It will engage political, business, and design leaders in sustainability discussions with future leaders from universities throughout the U.S.
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HOPES Conference Series Internal Obstacles
1) Unclear Message as to the Purpose of the Conference 2) Undefined Organizational Structure 3) Missing Procedural Standards Lack of Established Time Line Succession Planning Metrics for Conference Success 4) Misaligned Conference Structure Relative to Vision 5) Inadequate Volunteer Engagement
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HOPES Conference Series External Obstacles
1) Inadequate Cross-disciplinary Engagement 2) Misaligned Content Relative to Vision 3) Stakeholder Alignment with Vision 4) Poor Conference Promotion Insufficient Timely Communication to Stakeholders Unclear Conference Message
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HOPES[19]: Collaborative Futures
Obstacle Identified: Unclear Conference Message
HOPES[19]: Collaborative Futures publicized the purpose of the conference as follows: “Dissonance. Synthesis. Initiation. In past years these conferences have been focused around singular issues from a specific perspective of design. This year however we set out with a new approach: bringing together individuals from multiple disciplines to confront the pertinent issues of our time as a collective. This approach parallels the Oregon School’s history of challenging conventional ideas of conservation and sustainability, HOPES [19]: “Collaborative Futures” looks to re-articulate and direct the contemporary discourse of what it means to foster a sustainable city, region and planet. We have brought together professionals, academics, researchers, professors, and students in fields ranging from biomimicry to sociology for a truly uniquely collaborative conference this year.”
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Faculty, conference planning team members, and attendees interviewed, stated that the publicized purpose of HOPES[19] was nebulous and excluded those uninitiated to design-speak. Interviewees had varying ideas regarding who the target audience has been in past conferences. Lack of mission clarity also prevented those promoting the conference and those recruiting conference speakers from clearly articulating a compelling reason to participate.
HOPES[20]: Inevitability
Proposed Solution: Clarify, Target, and Communicate
1. Define specific target audience segments for the conference. 2. Align mission and communication of mission to key stakeholders. 3. Incorporate a project charter into the conference planning process. [Template I]
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Obstacle Identified: Undefined Organizational Structure
HOPES Conference Series
Proposed Solution: Define and Implement Organizational Structure
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1) School-wide cross-disciplinary collaboration 2) School-wide volunteer engagement 3)Timely completion of sub-projects, such as payment of honoraria to conference lecturers, returning of A\V equipment, and proper coordination with facilities to relocate aquaponics installation
Sponsorships Leader
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As a result, the HOPES conference missed three key opportunities:
Conference Leader
Theme Leader
Lecturer Outreach Leader
W e bsite Lea de
HOPES’ conference planning team structure resembled a matrix organization with core conference planning members acting as functional project leads and short term volunteers providing support across functions and projects. The organizational structure was further complicated by a lack of explicit role definition for functional project leads with the exception of one student acting as a conference director.
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1) Review the proposed organizational chart that Faculty complements the mission and vision of HOPES [above andAdvisor Appendix I]. 2) Complete a RACI chart [Template II]. 3) Incorporate short term volunteers positions in the organizational chart and RACI chart design process. 09
HOPES Conference Series
Obstacle Identified: Missing Procedural Standards
Through interviews and analysis of available program documentation, the consulting team identified project management processes and tools such as establishing a project time line, succession planning, information storage and standard communication channels are not currently defined for HOPES. Furthermore, the team discovered that no formal mechanism has ever existed for tracking and measuring the progress of HOPES making it impossible for successive teams to learn from past mistakes and improve upon successes. 10
HOPES Conference Series
Proposed Solution: Implement Key Standardized Processes
1) Develop standard HOPES project time line 2) Develop standardized knowledge sharing conventions 3) Appoint dedicated historian 4) Implement succession planning framework 5) Complete RACI chart to improve communication flow 6) Implement standard meeting agenda template [Template III] 7) Develop success metrics charette with key stakeholders
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HOPES Conference Series
Obstacle Identified: Conference Structure-Vision Misalignment
Historically, HOPES conferences have typically consisted of lectures, workshops, and occasional panel discussions. Consequently, the conference series has created a separation between speakers and students, promoting a monologue rather than a dialogue. For the first time in the history of the HOPES conference series, the HOPES[19] conference had mild success in generating dialogue between guest speakers and students via a live Twitter feed used during panel discussions. Discussions had been held to attempt to introduce new formats to HOPES[19], but due to a number of limiting factors, including lack of conference organizational experience, poorly defined mission and vision, weak volunteer engagement, and insufficient planning time, the standard conference format was perpetuated. 12
HOPES Conference Series
Proposed Solution: Align Conference Structure to Vision
1) Use the newly defined mission and vision to guide conference structure planning decisions. 2) Select appropriate activities and formats from suggested conference structure precedents provided. [Appendix II] 3) Incorporate conference speakers and facilitators in the conference structure planning process. 4) Establish appropriate nomenclature for 2 major conference groups, those contributing content (lecturers, panelists, facilitators, etc.) and those deriving value from that content (students). 13
HOPES[19]: Collaborative Futures
Obstacle Identified: Inadequate Volunteer Engagement
Though the goal of HOPES[19]: Collaborative Futures was to “bring together individuals from multiple disciplines to confront the pertinent issues of our time as a collective�, volunteers emerged primarily from the School of Architecture and Allied Arts. Within this group of volunteers, with the exception of one student from the School of Journalism and a handful of short term volunteers from the Department of Landscape Architecture, the majority of core conference planning members and volunteers came from the Department of Architecture. Even for the volunteers participating from the Department of Architecture, the turnover rate was high, leading to participation periods of 1 to 6 weeks instead of the length of the planning and execution process. 14
HOPES[20]: Inevitability
Proposed Solution: Develop Strategic Volunteer Recruitment
1) Recruit core conference planning team members from outside the School of Architecture and Allied Arts. 2) Hold a design charette to design conference space and content. 3) Host periodic team building events to boost morale and develop a cohesive interdisciplinary team environment. 4) Provide titles and official roles and responsibilities to volunteers after they have attended 3 meetings.
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HOPES[19]: Collaborative Futures
Obstacle Identified: Limited Cross-disciplinary Engagement
Past HOPES conferences have all focused around the Department of Architecture. The majority of the past conference contributors have backgrounds in the design world, primarily from the architecture industry. Simultaneously, Lawrence Hall has served as the sole physical location for the HOPES conference series. Student attendees have almost entirely come from the School of Architecture and Allied Arts due to insufficient crossdisciplinary conference promotion.
HOPES[20]: Inevitability
Proposed Solution: Develop Cross-disciplinary Engagement Strategy
1) Promote conference with department-specific fliers and email announcements, bulletin boards, and in-class presentations. 2) Leverage assets in departments outside of the Department of Architecture for the conference planning committee and promotional content generation. For example, recruit a Communications Leader from the Department of Journalism. 3) Recruit 50% of conference contributors with design backgrounds and 50% with various non-design backgrounds. 4) Each year, evaluate three potential conference locations to both determine proper alignment to the proposed annual conference structure and mission and allow the School of Architecture and Allied Arts to retain conference ownership.
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HOPES[19]: Collaborative Futures
Obstacle Identified: Conference Content-Vision Misalignment
Through stakeholder interviews the consulting team determined that past conference content has varied from extremely broad to overly narrow. In the case of HOPES[18], which the theme of Dirt, the conference contributors were unable to provide sufficient content related material due to the narrow scope and instead provided lectures unrelated to the theme. Consequently, the HOPES[19] team reacted by selecting a theme that was overly broad which diminished the clarity of the purpose of the conference. HOPES[19] - Collaborative Futures HOPES[18]- Dirt
HOPES[20]: Inevitability
Proposed Solution: Align Conference Content to Vision
1) Develop a Conference Theme Planning Rubric to systematically select a conference theme. Consider industry trends, attendee feedback, and existing University and personal networks. 2) Refine proposed feedback mechanism and metrics for students and contributors to evaluate the conference [Template IV] 3) Review questionnaire to include participant feedback in the theme selection process for the following year’s conference. [Template IV]
HOPES[17]- Periphery HOPES[16]- Closing the Loop 18
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HOPES Conference Series
Obstacle Identified: Stakeholder-Vision Misalignment
HOPES Conference Series
Proposed Solution: Align Stakeholders to Vision
gon Academic De Ore pa of y r it u t r c e e t a i nd A h c r A l f l ie o of Oregon S y t i s tu er
gon Academic De Ore pa of y r it hitecture and A c r A l f l i e o f Oregon ty o S i s t u er
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In the past, the HOPES conference planning committee did not perform a stakeholder analysis leading to unfocused stakeholder engagement. The stakeholders engaged in the HOPES conference were not sufficiently diverse for the conference to progress towards its mission and vision.
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1) Review the stakeholder analysis provided by the consulting team. [list of stakeholders in Appendix III] 2) Identify stakeholders relevant to yearly conference theme.
Additionally, past HOPES conference planning teams have not explicitly identified the key conference stakeholder as ‘University Students Interested in Sustainability’. Consequently, stakeholders, including speakers, professors, students, and members of the community were not selected to align with the conference vision. 20
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HOPES Conference Series
Obstacle Identified: Insufficient Conference Promotion
HOPES Conference Series
Proposed Solution: Holistic Promotional Strategy Redevelopment
Promotion Start
Promotion Start
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Promotion Start
19 Promotion Start
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22 As cited by students and faculty, conference promotion activities have been primarily limited to posters and fliers displayed within Lawrence Hall, home of the School of Architecture and Allied Arts, starting approximately 6 weeks prior to the conference. The timing, location, media for delivery, and content did not align with HOPES’ vision.
1) Incorporate promotional practices into an annual time line, including post-conference promotional follow-up 2) Promote conference in all areas of campus and surrounding community with print media 3) Expand media types to incorporate not only print, but social media and web presence, in-class announcements, radio, word-of-mouth, and a pre-conference design charette 4) Align promotional content to HOPES’ vision and target audiences by delivering messages targeted at specific stakeholder groups. 5) Create performance metrics to track and analyze the success of promotional strategies.
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HOPES Conference Series Appendices and Templates
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HOPES Conference Series
HOPES Conference Series
Appendix 1: Organizational Chart
Appendix 1: Blank Page for Refinement of Organizational Chart
Appendices and Templates
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Appendices and Templates
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HOPES Conference Series Appendices and Templates Appendix II: Conference Structures
ideas
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99U Conference Structure
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The 99U Conference structure facilitates the transition from ideas to action. The conference hosts 30 minute lectures geared toward real world execution of ideas. Intensive master classes take attendees through the process of making ideas happen. The conferene coordinates attendee workshops in creative companies. These workshops at places like IDEO allow attendees to work through problems and learn best practices from experts. http://99u.com/conference
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TED Structure
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n of HOPES ideas utio a n trib dc dis o ss
Ideas
The Unconference structure focuses on creating cross disciplinary collaboration through interaction. The conference begins with a live agenda creation session where all attendees can suggest topics of interest. Lectures are not held during this conference and sessions are in the form of rapid demos, spectograms, sounding boards, world cafe, value network mapping, and other collaborative structures where multiple stakeholders discuss and interact. www.unconference.net
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HOPES Community
Unconference Structure
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TED Conferences highlight exciting ideas and projects, shared for 18 minutes or less, that can be distributed across the massive TED community. The premier TED Conference cost thousands of dollars to attend and occurs once per year. However, TED has lived up to its motto ‘Ideas Worth Spreading’ by hosting thousands of free online videos, TEDx local events, numerous initiatives, a fellows program, and a rich online community. www.ted.com
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HOPES Conference Series Appendices and Templates Appendix III: Stakeholder Analysis
Business and Government Leaders Outside of the Eugene, Oregon Community Students from Outside the University of Oregon
5 Years
Falling Sky, Ninkasi, Rowell Brokaw, Pivot Architecture, 2Form Architecture, Eugene Chamber of Commerce, Art and Business Alliance, Lane Transit District, Mayor’s Office, Public Works, Business and Economic Development, Urban Agriculture, Recycling and Solid Waste, Police, Congressman Peter DeFazio (D), Silicon Shire
2 Years 1 Year Oregon Commu ene, nity Eug er sity of Oregon Univ
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gon Academic De Ore pa of y r it hitecture and A c r A l f l i e o f Oregon ty o S i s t u er
OLIS, Edible Campus, UO Sustainability Center, President Michael Gottfredson, Provost Scott Coltrane, Executive Vice Presidents of the University of Oregon, University of Oregon Alumni, Career Center College of Arts and Sciences, Charles H. Lundquist School of Business, School of Architecture and Allied Arts, School of Journalism and Communication, School of Law, School of Music and Dance, College of Education, Robert D. Clark Honors College, Research Institutes and Centers Brook Muller, Kassia Dellabough, Judith Sheine, Frances Bronet, Rob Thallon, Phillip Speranza, Nancy Cheng, Howard Davis, Tannaz Farsi, Jack Ryan, Michael Salter, Kate Wagle, Charles Lachman, Andrew Schulz, Elisabeth Chan, Robert Melnick, Deni Ruggeri, Nico Larco, Rich Margerum, Doug Blandy, Kingston Heath, Donald Corner, Kiersten Muenchinger Every Student at the University of Oregon
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HOPES Conference Series
HOPES Conference Series
Template I: Project Charter
Template I: Page Left Blank for Refinement of Project Charter
Appendices and Templates
Appendices and Templates
HOPES[20]: Inevitability Project Charter Project Leader: [Name] Faculty/ Department Sponsor: [Name] Date: [4/14] This charter serves to announce the initiation of the HOPES [20]: Inevitability conference planning project. We are undertaking this HOPES20 conference planning project to enhance collaboration between sustainable education, industry, and government in order to allow students to ideate with a greater context in mind, one that marries the beauty and whimsy of design with the pragmatism of industry and government. Our vision is to work toward a HOPES conference that will be the premier example of a collaborative sustainability conferences in the United States. It will engage political, business, and design leaders in sustainability discussions with future leaders from Universities throughout the U.S. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Thank you. [This charter formally authorizes the project manager and is sent out from the sponsor or project selection board.]
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HOPES Conference Series
HOPES Conference Series
Template II: RACI Chart Category Descriptions
Template II: RACI Chart Template
Appendices and Templates
R C I
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STAKEHOLDERS Faculty Conference Finance Sponsorship Logistics Facilities Volunteer Historian Advisor Leader Leader Leader Leader Leader Coordinator
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Informed The people/roles who are informed after the task is completed.
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Consulted The people/roles who are consulted and taken advice from before and during performing the task, they do not have decision making power.
Reimburse speakers for lodging
Accountable The person or role who has the final authority and accountability to a given task.
A C T I V I T Y
Responsible The role or person that is assigned the role ‘Responsible’ is the one who performs the work.
Appendices and Templates
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HOPES Conference Series
HOPES Conference Series
Template III: Meeting Agenda
Template III: Page Left Blank for Refinement of Meeting Agenda
Appendices and Templates
Date: 9/30/13 Location: Time: 5:00 p.m. - 6:00 p.m. Attendees: Preparation for Meeting: Please Read: Please Bring: Meeting Objective: Action Items from Previous Meeting Responsible Action Item Party
Agenda Topic
Presenter
New Action Items Responsible Action Item Party
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Close Meeting
Appendices and Templates
Due Date
Time Limit
Due Date
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HOPES Conference Series Appendices and Templates
Template IV: Follow-up Questionnaire 4. How would you rate the following items?
Dear Participant We would like to thank you for your attendance at the HOPES [20] Conference. The HOPES conference planning team would like to invite you to take a moment to complete our conference evaluation feedback. Your feedback will enable us to improve our conferences and better meet your needs. This evaluation will take no more than 5 minutes of your time. Thank you for your collaboration. 1. Please indicate your overall satisfaction with this conference by circling one of the statements below: Very satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Very dissatisfied 2. What was MOST VALUABLE about the conference?
3. What was LEAST VALUABLE about the conference?
Excellent Good
Fair Poor
N/A
Relevance of Conference Contents Providing a Forum of Exchange of Information with Other Participants Quality of Presentations Information Available Online Registration Process Conference Venue/ Facilities Organizational Arrangements for and during the Event Quality of Social Events Dates of Conference
The following are potential candidates for themes for the next HOPES conference in 2014. 5. What other topic(s) or theme(s) would like to be addressed at next HOPES Conference? 7. Is there anything else you would like to share with us?(Optional) Name: Institution: E-mail: Thank you for taking the time to participate in this evaluation!
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