Theme 5: challenges of group organization and processes, and strategies to address them.
| Sub-theme (challenge) | 3rd Level sub-theme (strategy to address challenge) |
|---|---|
| Determining group purpose | 1. Rally around a shared threat or crisis. This identifies a purpose, persuades members why group activities are needed, and helps formulate realistic goals. Groups may expand, switch to other topics, or disband temporarily in the absence of a shared purpose. 2. Build on the existing work of members. Design activities around work some members are already doing to make the group relatable. This is easier than designing an activity that is new for everyone. 3. Jointly design aims with members. This is more effective than pre-determining the outcome as it will build commitment, consensus, and buy-in from members. 4. Communicate group aims. Clearly articulate aims to members. A brief mission statement or list of goals can be helpful, but they need to at least be clearly communicated verbally. 5. Monitor aims. Few groups had a method for measuring their success. In groups focused on sharing data there were concerns this might “make the group more formal” at the expense of providing a safe space for conversation, or it was not obvious to them how to measure it. Groups running projects that generated data, by necessity, were able to monitor goals through the presentation of group data. |
| Meeting logistics | 1. Strategize effective meeting schedules. Agreeing upon a regular, predictable schedule, meeting frequency, and consistent communication from the coordinator is essential to ensure participation. 2. Meeting format can be tailored for needs. Groups meet in person, online, or a blend of the two, depending on the meeting. Most groups have informal meetings, where members share concerns, observations, experiences, and knowledge. Some meetings may be dedicated to local guest speakers to demonstrate the practical applications of new technology or knowledge. |
| Facilitating meetings | 1. Avoid excessive formality. Semi-structured, loose agendas create an open forum. Prepare an agenda that consists of a short list of a few topics, but allow participants to change or add topics on an ad-hoc basis. 2. Guide the conversation. Allow each member the chance to participate in the conversation and gently move the conversation on if required. 3. Promote transparent conversations. Lead by example and be the first to share information; ask questions to understand other members’ practices, reasoning, and experiences. 4. Managing conflict. No conflicts were reported during in-person meetings and groups were credited with dispelling conflict. Conflict arose occasionally during email-based discussions. These were ultimately resolved but one group formulated brief guidelines of conduct for their email-based discussions. |
| Conducting group projects | 1. Secure human and material resources. Success depends on the commitment of volunteers to provide skills; materials; and the time to collect, compile, and disseminate data to the group. The easier it is to contribute, the more likely that members are to participate. A small number of members may be required to conduct and cover the cost of the project. 2. Sustain participation by: (a) making it easy to contribute, (b) ensuring regular communication, and (c) protecting anonymity outside the group. 3. Adjacent organizations can support a project. Several successful projects were collaborations with staff from advisory organizations (extension; pest control advisers) who provided technical skills. In one case, insect traps were provided by a commercial supplier of synthetic pheromone mating disruptors. |