TheIt Takes a Village Toolkit is an adaptable set of tools for practical use in planning and managing sustainability.
The ITAV Analysis Kickoff is designed to help determine a program's sustainability status, priorities, and capacity, to then be able to decide which of the activities in the Toolkit would be most helpful to complete.
The ITAV Analysis Kickoff Planning and Facilitator Guide provides all the materials needed for your program to plan and carry out a successful ITAV Analysis Kickoff. After reading through the Planning Guide and getting a better feel for the Kickoff Activity and your program’s needs, you are free to modify the process to work best for your program. Some potential routes include:
Carry out the Kickoff Activity as designed, using the samples and templates linked in this planning Guide.
Optional: Identify Kickoff Activities that can be completed asynchronously to accommodate programs with stakeholders who may find it difficult to meet for extended periods, reserving synchronous meeting time for discussions and decision-making.
Identify a specific Facet your program would like to focus on and shorten the Kickoff to complete only the Core Data Activity and Analysis Checklist for that specific Facet.
Determine that the level of planning described in this document and by the Kickoff Activity is not needed and move directly to the table of contents for each Toolkit Facet and choose Activities “a la carte.”
The Kickoff Planning and Facilitator guide can be downloaded as a DOC or PDF in its entirety, or you may review each section below and download only those sections you need.
DOWNLOAD COMPLETE GUIDE AS DOC | DOWNLOAD COMPLETE GUIDE AS PDF
Kickoff Planning and Facilitator Guide
Meeting title
Feel free to add/edit
It Takes a Village Analysis Kickoff Meeting
Date
Time
Location (physical, virtual)
Purpose / Outcomes
Feel free to add/edit
Achieve consensus on program’s current sustainability status
Identify and prioritize goals for the ITAV analysis
Identify program staff/stakeholders responsible for moving the analysis forward
Host / Facilitator
Participants
Download as DOC | Download as PDF
Task
Person Responsible
Date Due
Identify managers of Kickoff process
Identify potential participants, including facilitators, presenters, attendees, observers, etc.
Read through Planning Activity: It Takes a Village Analysis Kickoff
Finalize list of participants and identify facilitator
Review resources and templates, customize for program
In person: identify materials needed
Virtual: identify collaboration tools
Finalize agenda, share with participants
Virtual: conduct tech rehearsal
Download as DOC | Download as PDF
Location
Supplies
AV setup - projection, amplification
Dedicated presenter laptop
Extension cords and cables
Supplies - whiteboards, flipcharts, pens, markers, etc.
Room setup
E.g., theater, classroom, rounds, u-shaped
Confirm any accommodations needed
Refreshments
Confirm restrictions with attendees
Additional requirements
Download as DOC | Download as PDF
Meeting link
Confirm if login or advance signup is necessary
Virtual collaboration tools
Confirm if login or advance signup is necessary
Transcript or Closed Captioning
Confirm is meeting can be transcribed or captioned
Confirm intended use of transcript after meeting
Recording
Confirm if meeting can be recorded
Confirm permission to record with attendees
Confirm intended use of recording after meeting
Additional requirements
Download as DOC | Download as PDF
Time, Duration
Facilitator /
Presenter
Topics and Activities
0:00
10 mins
Welcome, Introduction, Agenda Review
Action
Introduce activity participants to the kickoff and explain the purpose and format of the meeting.
Resource
ITAV Kickoff Introduction Slides with Script
0:10
5 mins
Icebreaker/Mental Warmup
Action
Virtual Meetings - Use this time to confirm that all attendees can access any virtual collaboration tools. Icebreaker questions can be answered via the tool.
In-Person Meetings - Ask a few people in the group to answer the icebreaker question; it is not necessary to go around and have everyone answer.
Sample icebreaker questions:
What is the longest you’ve ever kept a plant alive?
What is a food everyone seems to love but you dislike?
What fictional location would you like to live in?
Where would you travel if you could go anywhere?
0:15
20 mins
Core Data and Information Sharing
Walk through core data and metrics to provide all attendees a baseline of information for the next elements of the kickoff.
NB: Provide a five-minute warning to the presenter at 0:30
Resources
ITAV Core Data Template
0:35
15 mins
Phase Analysis Checklist – Governance
Actions
Provide general overview of checklist – list of objectives to achieve to move forward to the next Phase in a given Facet
Explain purpose: Use the checklist and core data to determine the program’s current sustainability status
Explain activity:
In checklist, read through Objective and definition
Assess the program’s progress for each objective (yes, done; no, not done; in progress). Looking for a “gut-check” reaction, 5 - 10 seconds per objective, goal is to determine where to deep-dive later
Lead participants through the Governance checklist
Provide additional context/questions on objectives if needed
