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SCETUG Planning Day 2019

Page history last edited by bonnie_johnston@... 4 years, 8 months ago

Date: October 17, 2019

Time: 8:30am-4:00pm

Location: BCIT; DTC room 481: 

Scribes - everyone take a turn?  Put in the wiki as we go

Planning day notes - last year: http://scetug.pbworks.com/w/page/128176248/Fall%202018%20SCETUG%20Planning%20Day


Big Picture Goals for day

  • Strategic Planning + Business

  • Articulate purpose and key goals of this group (how will we know we are successful?)

  • Take stock: what do we do now? How does it align with purpose and goals? 

  • Dream Big: what could we do to achieve purpose and goals? This includes both stopping and starting

  • Consider and decide what the right tasks are, plan of engagement with community and post-sec

  • ETUG Business

    • Assign people to jobs/tasks - more people in communications/helping Hope

    • Replace Terri (stuffed animal if needed)


Time & Lead





Access to room, set up

Location:  BCIT DTC room 481



(30 min)

- brekkie and social time  



(45 min)

Emily leads

Keith, Terri and Bonnie, re survey

  • Welcome, Territorial Acknowledgment (5min)

  • Agenda/Goals for the day (5 min)

  • Emily - intentions as the Chair - focus for the day - (5 min)

  • Celebrating what we have done over the past year (reflecting back on last year’s planning session and what we’ve accomplished) (20 min)

  • Looking at the SCETUG group, who else needs to be here?  Website up on screen (5 min) - Reps and SCETUG (to think about as the day goes on)  

  • Leadership triangle, how it has worked (reflecting on this), Terri moving out after this year, and will need a new person to step in (5 min)


On the wall: Agenda (on screen)

2 Flip charts 


(30 min)

Emily R

Introductions and Ice breaker -  (Emily Renoe)






10:30-12:00 total

(5 min)



  • Series of questions designed to help us create a strategic narrative that is owned and operated by everyone here.

  • Purpose vs. vision

Whiteboard markers


10:30 - 11:00

20 min

Step 1: Purpose 

Activity:  1-2-4-all

  • Guiding Qs: What is the fundamental justification for the existence of ETUG?  Why is ETUG Important? What is the deepest need served by ETUG?


  • 1 min, alone: Silent self-reflection

  • 2 min, pairs: discuss, building on ideas from self-reflection. 

  • 4 min, fours: Share and develop ideas from your pair in foursomes (notice similarities and differences).

  • 5 min, All:  “What is one idea that stood out in your conversation?” Each group shares at least 1 important idea. 

  • then...

  • 5 min, back into 4s to craft purpose statement- 8 wds or less

Get everyone thinking about purpose and create a shared purpose statement for etug - it should be precise/sharp enough to allow us to use it as a way to check if our activities are on purpose


11:00 - 11:30

30 min

Step 2: Context (Activity: Conversation Cafe)

  • Guiding Q: What is happening around us right now that demands creative change? 

  • Consider the field, current important topics, and ETUG’s stakeholders/audiences (25 PSIs, ETUG reps and SCETUG members, BCcampus, other bodies? etc…


  • Get into groups of 5

  • Listen to one another and reflect on a shared challenge while respecting six dialogue agreements

  • There will be 4 rounds of convo at every table 

  • Round 1: 5 min, with talking object:  

  • Round 2: 5 min, with talking object

  • Round 3: 10 min, open convo

  • Round 4: 5 min, talking object:  Key points/takeaways

Consider context (so we can be relevant and responsive to members’ needs), consider data from members surveys and key stakeholders and partners


11:30 - 12:00

30 min

Step 3: Challenge (Activity:  Wicked Questions)

Guiding Qs: What paradoxical challenges must we face to make progress? 

Invitation: What opposing-yet-complementary strategies do WE need to pursue simultaneously in order to be successful? 

Examples of Wicked Questions:

  • How can we be both grassroots and provincial?

Examples of a “nasty” Wicked Question (avoid this type of thing):

  • How can we focus on our students when we are forced to spend more and more time on administrivia and bureaucracy?

Template: How is it that we are XXX and we are XXX simultaneously?


  • Get into groups of 4-6

  • You need something to write with and on

  • Explain WQs/paradox...examples...slides

    • What is a paradox? Here you are identifying a paradox and articulating it

    • Wicked Questions is not about resolving the paradox, it’s about supporting “two truths” to co-exist; not about coming to consensus, etc. 

    • We are not out to “resolve” Wicked Questions so that there is no paradox, it’s not picking one side or the other

  • 1 min, alone:  generate paradoxes at play for etug. Think about the survey, your experiences, etc

  • 4 min, group: share WQs, help refine and make more wicked, select your group’s most impressive and wicked Wicked Question. 

  • 5 min, all: What are our most incredible Wicked Questions are shared (1 from each group) - harvest on the wall to keep in mind

Invite folks to think deeply about the interesting, complex terrain we operate in, and ultimately, how can we address both sides of our wicked questions (it’s about both/and, not either/or)

This could unearth things like being “grassroots” and “Provincial”, or being a “tight community and welcoming new members” or bringing  “innovative/bleeding edge and reliable/best practices”


Until 1:00



1:00 - 1:30

25 min


Step 5: Ambition (Activity: 25/10)

  • Guiding Qs: Given our purpose, what seems possible now? 


  • If you were 10x bolder, what would you recommend ETUG do to make the most impact in line with its purpose?


  • Get a pen and an index card

  • 2 min, alone: write “TWO big bold idea” on index cardS… (1 idea per card, one side only, legibly etc.). 

    • Advice: be as specific/detailed as you can!

  • Shuffling...

    • Mill and pass only - no reading

    • Score 1-5. 1 is low, 5 is high. Don’t look at the other scores before you decide on your score; no half point scores. There should be 5 scores at the end. 

  • Participants write on cards (3 min)

  • Five scoring rounds (10 min or less)

  • Add up your cards

  • After all scored /25, ask, “who has 25?” and go down from there. Participants read aloud and post top 10 bold ideas -->wall (5 min or less -  show all 10 but very quickly)

This is about generating NEW ideas to get excited about

Index cards (TR has)


1:30 - 2:30



Step 6: Action & Evaluation (Activity: Ecocycle brief + yearly planning)

  • Guiding Qs: What will we do now? How will we know we are successful?  

Ecocycle - 30 min

  • Explain the Ecocycle/life cycle of all things - trees and etug projects all have the same inevitable life cycle!

  • Explain all aspects of the map: traps, ideal leadership stance, etc

  • Share the list of ETUG activities to be mapped (write on flipchart)


  • In groups of 3, discuss and map Current ETUG activities and offerings - come to consensus in group of 3. 

  • Then, groups map on the wall. Discuss. Come to consensus

To be mapped:  ETUG Activities & Offerings 

  1. Fall event - 1 day, November

  2. Spring Event - 2 days, June (alternating years w/festival)

  3. Webinar(s)
  4. Newsletter

  5. 12 Apps of Christmas

  6. ETUG Website

  7. Wiki

  8. Slack

  9. Social Media (Twitter, Linked In) Activity


From here, move into a GANTT/calendar type layout to map WHEN stuff happens.  

Yearly Planning - All of SCETUG - 30 min

Plan annual calendar & sign up for roles (Working group)

 - sign up stations for events & roles

    Newsletter (institutional reports, member profiles)

    12 Apps



    Slack community, additional CoP channels?

    Twitter and LinkedIn

            Other ideas…(i.e., coming out of planning)

 - Online symposiums ongoing?

-  add new ideas

 - send out list of roles (newsletter editor, SCETUG meeting scribe, institutional reports, member profiles, Fall workshop volunteers)

Taking Stock:  Where are we now, where do we want to be, how do we get there?

Specifically, this gets us looking at all of what is on our plate, then look at the new stuff.

What can be creatively destroyed?


Wall: Ecocycle (on flipchart or whiteboard)

Handout: Ecocycle maps or blank paper - they can draw their own

Flipchart with list of etug stuff to map

2:30 - 2:45

(15 min)



2:45 - 3:15

(30 min)

In case we need time to finish mapping the year and/or signing people up for roles (WHO will DO WHAT by WHEN)


(30+ min)


SCETUG Business

Keith: Updates and reminders re

  • Slack communication - walk through notifications, etc.  how to use

  • Using the Wiki

  • The role of the website

  • Twitter and LinkedIn

  • Newsletter - helping Hope and tech help for Keith



wrap-up and end


Pub Night - Steamworks



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