Author Archives: jcravens

About jcravens

Jayne Cravens is an internationally-recognized trainer, researcher and consultant. Her work is focused on communications, volunteer involvement, community engagement, and management for nonprofits, NGOs, and government initiatives. She is a pioneer regarding the research, promotion and practice of virtual volunteering, including virtual teams, microvolunteering and crowdsourcing, and she is a veteran manager of various local and international initiatives. Jayne became active online in 1993, and she created one of the first web sites focused on helping to build the capacity of nonprofits to use the Internet. She has been interviewed for and quoted in articles in The New York Times, The Wall Street Journal and the Associated Press, as well as for reports by CNN, Deutsche Well, the BBC, and various local radio stations, TV stations and blogs. Resources from her web site, coyotecommunications.com, are frequently cited in reports and articles by a variety of organizations, online and in-print. Women's empowerment and women's full access to employment and education options remains a cross-cutting theme in all of her work. Jayne received her BA in Journalism from Western Kentucky University and her Master's degree in Development Management from Open University in the U.K. A native of Kentucky, she has worked for the United Nations, lived in Germany and Afghanistan, and visited more than 30 countries, many of them by motorcycle. She is currently based near Portland, Oregon in the USA.

What a work day is like – so far

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A few of you have asked what my work day here at the UN is like. So, for those interested:

I have a driver that takes me to the office every day, something my host, an American that’s lived here for many years, so generously arranged. I don’t think he’s an official taxi, but he gets the job done. It’s a 5-10 minute drive, or a 40 minute walk. I’m keeping the car for my entire time here to drive me to work, but once it cools off, I’ll start walking home every day.

I try to get to the UN offices a few minutes before 9 a.m. To me, that’s a really late start to the work day – at home, I often start before 8! Because of the time difference with the West, you get much more out of your day here in Kyiv at the UN HQ, in terms of being able to connect with people outside the country, if you work later rather than earlier. Because of that late start to the day, I can do a lot from home before I come into the office:  check my personal email and other personal communications, then my own professional email for my consulting, etc. I also check my UN email before I come in, to see if there is anything urgent, but I don’t reply to anything, unless it’s urgent, until I’m in the office. I prohibit myself from personal social media activities at work. I’ll post work-related items to my Facebook page and a bit to Twitter – and reading those is a good way to be most up-to-date on what I’m working on – but anything fun has to happen outside of work hours (some things do sneak in over lunch here).

I share my office with the UN communications manager, who is from Ukraine. I go through several tasks as soon as I plug in and start up my computer to catch me up-to-speed for the day:

First, I read ReliefWeb’s updates from various resources about Ukraine. Sources are from all over the spectrum: from the International Federation of Red Cross And Red Crescent Societies, the Organization for Security and Co-operation in Europe, Russia Today, Amnesty International, UNICEF, UN Office for the Coordination of Humanitarian Affairs (OCHA), UN High Commissioner for Refugees (UNHCR), the Guardian (in the UK) and more. This let’s me know what my colleagues are going to be dealing with most urgently, what the press or donors might be calling about, etc. I don’t have to deal with the press or donors, but I’ve got to be ready to help my colleagues do so. My colleagues can’t wait for me to get up-to-speed in a meeting – I’ve got to come into the meeting with a basic understanding of current happenings. This is how I do it.

Then I glance through the tweets of everyone on my Twitter list for Ukraine. This further educates me about what’s “hot” in the country right now, particularly regarding political opinion, something that’s vital to know, as public opinion influences government and donors. Again, my colleagues can’t wait for me to catch up in meetings – I’ve got to come in already understanding ever-changing contexts.

I also look at some Twitter feeds specifically, in the morning and afternoon:
@UN_Ukraine (my office mate manages this account)
@UNDPUkraine (manager of this is just down the hall)
UNICEF_UA
and I do a search on OCHA Ukraine (United Nations Office for the Coordination of Humanitarian Affairs) to see what comes up. This keeps me up-to-date on what all the various UN offices are doing, in terms of communication and public programs. I’m here for just two months, and there’s no time for weekly meetings – this is how I stay up-to-speed on what’s going on so I can make appropriate recommendations regarding communication, especially in reports to donors.

And amid all this, or after it, I work on various projects: writing something, editing something, researching something, meeting with someone – as directed/needed by colleagues. I never know when a project or meeting will demand my attention until just a few minutes before it arrives, usually. I always makes sure that I have a project to work on in-between the sudden spurts of urgent things to do – I’ll create one if I have to. That’s essential in this work, to always be able to look for something to do – not just busy work, but something needed, that will actual help colleagues in some way.

In my first two weeks I’ve:

  • Drafted a very important strategy briefing document (took a LOT of research and rewrites and meetings)
  • Drafted a Twitter guide to help ramp up and evolve Twitter activities by UN offices here (also took a LOT of research), and bugged my communications colleagues with “try this” emails regarding immediate adjustments to make re: social media.
  • Advised on an app to help citizens report infrastructure issues to the government
  • Researched whether or not our offices might need a policy re: editing Wikipedia (such editing is easily monitored by citizen activists and even some hostile “bodies”, and conflict of interest editing can turn into a PR nightmare; I doubt anyone is editing Wikipedia from the office, but this is a VERY tech savvy country – I’m trying to think preventatively).
  • Had various ideas bounced off of me by the communications staff here for various events, announcements, activities, etc.
  • Participated in various meetings, mostly about coordination of humanitarian and aid programs.
  • Asked a lot of questions, listened, taken a lot of notes, listened to drafts of speeches, read lots and lots of information so I can write about various topics when called upon, read and responded to a lot of emails…

Unlike Afghanistan, I have complete freedom of movement here, there’s consistent electricity, everyone has a smart phone (not just a cell phone), no one has asked me for a bribe, and the country’s most urgent aid and development needs – and they are urgent, and sad, and often horrific – seem so far away… and that makes this experience surreal at times.

The first week, I left every day at 6, but this week, I’m leaving at 6:30, and next week, who knows, perhaps I’ll stay even later. The car is waiting for me and takes me home, and my work day is done – though I admit to checking work mail one more time before bed, and responding as needed.

That’s how my days have gone my first two weeks here. The glamourous life if aid and development work…

Fearing your own colleagues in the field

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Five years ago, I wouldn’t have posted on my blog a link to this article about a woman journalist’s harrowing first night on an assignment abroad, because I would have been worried about endangering my career as an aid worker. The subject of this article that makes senior management incredibly uncomfortable: when safety for your employees isn’t about strangers or terrorists or angry mobs but, rather, from colleagues. MUCH easier to hire people who won’t talk about it than to hire someone who might bring up the issue.

But I’m posting the link. It’s too important not too. I don’t know the woman who wrote this. I know nothing about what happened here other than what she has written. But I have heard this SAME story from so many female aid workers – and gay male aid workers trying to hide their sexual orientation from colleagues – with just the titles of the people involved changed. And I will note that the one time I was being made uncomfortable by a co-worker – in Afghanistan, and he was not an Afghan – I was told by a UN HR representative, “One of the things you need to be able to do when you go into the field is to expect this, and if you can’t handle it, maybe working in the field isn’t for you.” I am still haunted by those words, which mean: we accept this as a norm, we will do nothing to change our organizational culture among male professionals, it’s their nature, it’s just how it is, the onus for your safety is entirely on you if you want a career in this field.” It was surreal, after the conversation, to then write a report on our agency’s work to improve the status of women in Afghanistan.

And I will also note that I’ve been here in Ukraine just a week and it’s been lovely, my co-workers are wonderfully respectful and I feel incredibly safe and secure and comfortable respected amongst them. So much so that I have just shared a link on my blog I never would have even five years ago. And that SHOULD be the norm.

CSOs: submit proposals by 17 Aug. for USAID & SIDA

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The Swedish International Development Cooperation Agency (Sida) and USAID announce a request for proposals to participate in the co-creation of a civil society innovation program. Sida and USAID are seeking to work with civil society organizations (CSOs) and other partners who want to contribute to poverty alleviation and democratic development, through innovative initiatives that aim to strengthen civil society. 

The civil society innovation program is part of a broader partnership established in 2013 between the Swedish government and USAID: Science, Technology, Innovation and Partnership (STIP), which aims to promote game-changing innovations with the potential to solve long­ standing development challenges. 

The civil society innovation program seeks new and established approaches to innovatively promote, strengthen, and connect CSOs by fostering systems where groups can access techniques, tools, and technologies to address their most pressing issues. To develop this civil society support mechanism, USAID and Sida seek partners with which to journey through a so called co-creation process. This will potentially result in one or more programs that enhance traditional civil society development assistance through use and scaling up of new and/or proven approaches which address opportunities for civil society development. 

More information is available on the SIDA web page for the civil society innovation program. We recommend that you review the Concept Paper for Civil Society and the Civil Society Innovation Addendum available in the upper right corner of that web page. Please also review the USAID Development Innovation Accelerator Civil Society Innovation Addendum as well as the Dgisio Hubs Illustrative Concept Paper for Civil Society Innovation, both available here.

Please submit your expression of interest in English to:

CivilSocietyInnovation@usaid.gov  by 11:59pm EST, 17 August 2014.

Apps for good – two things I learned in Ukraine this week

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This week, I sat in on a presentation by a tech company here in Ukraine regarding the development of a citizen reporting system – one that could be accessed by a computer or a smart phone, where citizens could report on a particular issue, and these reports could be mapped and shared, etc. You’re probably familiar with these in other countries: where citizens can report pot holes, infrastructure problems after a disaster, incidents of corruption, incidents of street harassment, etc. Like in Chilé or Egypt.

The presentation was the best I’ve ever sat through on this topic, better than anything I have ever experienced in the USA.

Why?

The vendor used the language of the UN – and used it with real familiarity. He didn’t try to use some new snazzy jargon that’s big in the IT world now to talk about ideas we all understand: goals, clients, etc. In other words: he respected the audience to whom he was speaking as experts, and demonstrated that respect by being well-versed in the words they use and how they communicate. So, for instance, the representative talked about people’s capacities and the time and expertise needed by his staff to develop the tool – he didn’t substitute the word “bandwidth” for that.

He also talked to us, making eye contact, without constantly turning to his computer to show something shiny or colorful or otherwise just distracting. His slide show presentation was just background. He was there to connect, to help us understand. He was human – for a very human project. He completely understood that this isn’t a tech project – it’s a civic engagement project.

What a different experience it is to be in a meeting like this. Seven years ago, in 2007, no one talked about such a tool in Afghanistan in the government office where I was working, supported by UNDP – despite these tools already existing, despite the permeation of cell phones throughout the country, despite the golden opportunity to use such a tool in some way. Using tech in the field, even in the most remote of areas, to gather information and report it back somewhere in a centralized place as a part of humanitarian, environmental or other aid or development-related efforts has been a phenomena since before the new millennium – I wrote one of the first papers reporting on such efforts, for the UN, published online in October 2001. Back then, the UN yawned. I’m so glad things have changed!

Another great day on the job in Ukraine. Less than seven weeks to go.

UK Government adopts Open Doc Format for all sharable docs

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The Government of United Kingdom has adopted Open Document Format (ODF) for all sharable documents. That means government offices and employees must use PDF/A or HTML for documents that are to be just viewed (but not edited), and ODF for sharing and collaborating on gov docs.

It doesn’t meant that anyone has to give up Microsoft Office, but it does mean that, when creating a file in that office suite, it has to be saved in an ODF format:

.odt and .fodt for word processing (text) documents
.ods and .fods for spreadsheets
.odp and .fodp for presentations
.odb for databases
.odg and .fodg for graphics
.odf for formulae, mathematical equations

If any of those employees are, like me, using open-source office suites as LibreOffice and OpenOffice, they can stop having to save files as .doc (Word), .ppt (PowerPoint) and .xls (Excel).

From the ZDNet article: “All office-suite programs, which do not support ODF, such as Google Docs, must add support for the standard. Without it, they will find themselves unable to compete for UK government business now. And, in the future, they may find themselves unable to compete for other office contracts that will require ODF.”

Now, if I could just convince the United Nations, and all of the NGOs and nonprofits I work with, and all the local government offices in the USA, to do the same…

I’m in Kiev (Kyiv), Ukraine

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Yes, I’m in I’m in Kiev (Kyiv), Urkaine for this UN two-month assignment. I hope to blog in-depth about my work soon, but for now, I’m just too busy (it’s only day two here at work) and too tired once I get home. Two things I’m working on: articulating a very big strategy (have to have a draft by next week) and coming up with communications ideas in relation to the global celebrations for World Humanitarian Day (Aug. 19 – follow #humanitarianheroes and visit the official web site for more info).

I am already tweeting a bit – actually, mostly retweeting, re: info from UN agencies here, or information about here, that I’m finding helpful for my work. So follow me on Twitter if you’re interested.

My boss here in Ukraine is very full of energy and ideas! He’s already given me much to do!  

Was pleased to find I’m in the same building as the UN Volunteer program officer and three UNVs! Their work isn’t really the primary focus of my work… but you just KNOW I won’t be able to stay away from them….

When volunteers compete

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Have you had problems with mission-competition among volunteers: an environment where volunteers compete in terms of more-devoted-to-the-cause-than-thou, or have mission-purity-tests for their fellow volunteers?

Some examples:

Several years ago, an animal shelter in a large city asked me for advice. They were working towards becoming a no-kill shelter. That means they wanted to create the conditions that would allow them to never have to kill adoptable dogs and cats – where they could have the resources to house every adoptable dog and cat, at the shelter or in foster homes, and get those animals adopted permanently as quickly as possible. That’s a massive undertaking. It requires vast amounts of money, facilities, messaging and volunteers.

The shelter was quite successful in recruiting a lot of volunteers to the cause, but a problem had appeared, and was growing: volunteers who were against hunting wanted to exclude people that were hunters from volunteering at the shelter. Arguments were erupting among volunteers with different viewpoints about hunting. A lot of volunteers were threatening to leave, either because they did not want to work with hunters or because they felt such hostility from other volunteers.

A few years before that, I was volunteering with a pro-choice coalition, made up of members representing a variety of groups working to ensure women’s access to safe, legal abortion services. Some of the groups were focused primarily on improving legislation and helping law enforcement to understand their responsibilities, while other groups were focused on defending health clinics from protesters on a day-to-date basis. Some groups members were anti-religious, while others felt their religious faith was the basis for the pro-choice work. While everyone was on the same page regarding reproductive choice, feelings about abortion varied HUGELY. Volunteers from both groups clashed often over which was the best approach for protecting women’s health decisions.

I thought about these two situations when I read this comment from a friend’s Facebook page:

This…..this whole “Lemme tell ya somethin’ ” attitude….. is THE reason I am getting out of dealing with non-profits. I will not be volunteering to do anything for a non-profits ever again. I can not tell you how many times I’ve gone into a situation full well knowing that I will put my prejudices aside ( organic food) to work for the larger picture ( sustainability or local farmers…etc…..) only to realize that *I* am the only person in the room who has checked their own personal agenda at the door.

Preventing this kind of mission competition among volunteers is far easier than trying to solve a problem that has festered too long. Some ideas:

  • Screening volunteers for attitude
  • Explaining to volunteers at their orientation, at other meetings and in your online group for volunteers what the mission of the organization is, and that the mission is ALWAYS the primary objective – that it can usurp how long someone has volunteered with the organization, a long-practiced tradition at the organization, etc. Be explicit about what mission competition among volunteers might look like, and why you want to discourage it.
  • Explaining to volunteers at their orientation, at other meetings and in your online group for volunteers your written rules regarding respect among volunteers. Very easy to find statements regarding workplace respect on Google.com or Bing.com.
  • Explaining to volunteers at their orientation, at other meetings and in your online group for volunteers your acknowledgement of different points-of-view among volunteers regarding why they support your organization’s mission.
  • Talking with volunteers directly that may be creating this mission-competition among volunteers.

 

How do you know if you are facing this problem? ASK! Ask volunteers why they are leaving, and ask volunteers what stresses them at your organization. Don’t just ask once: ask in informal meetings, ask at formal, official meetings, ask in feedback surveys, and ask on your online community.

Latest reviews of The Last Virtual Volunteering Guidebook

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vvbooklittleHere are some of the latest reviews of The Last Virtual Volunteering Guidebook:

“We are engaging volunteers with smart phones to review public venues for accessibility. I must say the full review does take more like 45 minutes instead of 10. This information is then available on a website to anyone who might need it. We have found we are making people more aware of the needs of those with different abilities and the volunteers are loving this virtual opportunity. The Last Virtual Volunteering Guidebook was invaluable!”

— Marty O’Dell, CVA, Volunteer Program Manager, Goodwill Easter Seals Miami Valley, Dayton Ohio, USA, via the comments section for Susan Ellis’ July 2014 Hot Topic.

“I highly recommend the Guidebook to all association leaders, directors of volunteers in agencies, NGO directors and faith based organizational leaders. Guidebook is a must read and resource guide that should be on the desk of any serious leader of volunteers.”

From his review of The Last Virtual Volunteering Guidebook, July 24, 2014 by Thomas McKee (also posted to our page on Amazon).

If you read the book, I would so appreciate it if you could write and post a review of it on the Amazon and Barnes and Noble web sites (you can write the same review on both sites).

Jayne in Kiev, Ukraine for all August & Sept.

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For all of August and September, I will be the SURGE Communications Officer in Kiev, Ukraine, and assist UNDP Ukraine and other UN country teams with the development and day-to-day implementation of communications and publication strategies. I’ll also monitor progress of the UN country teams response to the crises in Ukraine “with a view to influence the development agenda,” by helping with public and media outreach, to help people to understand the work and accomplishments of  UNDP in Ukraine. I’ll be helping to build the capacities of the staff to continue these communications activities long after I’ve gone.

Supposedly, I’ll get to work with various communications managers, staff of other UN Agencies, government officials, international and local media, multi-lateral and bi-lateral donors and civil society. According to the job description, I’ll be:

  • Planning and designing internal and external strategies for communications and outreach
  • Supervising the design and maintenance of the UNDP web site and intranets (and I hope other online activities as well)
  • Facilitating knowledge building and knowledge sharing
  • Etc.

That’s a tall order in two months, but I’m ready! I love getting to work in my first love: communications in development programs. I love designing and carrying out communications plans, but I also love building the capacity of people to communicate, to deliver effective messages, to anticipate issues, to be responsive, etc. My favorite work in Afghanistan, the last time I worked for the UN, was building public sector staff communications capacities in Afghanistan, something I squeezed in amid my primary responsibilities of writing and editing reports for various institutions, and I continue to do that capacity-building work with Afghan colleagues to this day, as an online volunteer. I’m so looking forward to getting to do this kind of work again!

I’m excited, I’m nervous, I’m thrilled, I’m scared – not of the political situation in Ukraine but of meeting the expectations of this job!

Of course, this has come at a cost: I was to present in Austin, Texas in September, to do a volunteer management training for AmeriCorps members in Portland, Oregon, to do a training back in my hometown of Henderson, Kentucky, and lots of personal plans. There were people I haven’t seen in many, many years, and people I was to meet onsite, face-to-face, that I’ve known only online, all lined up for August and September. That’s the cost of doing this type of short-term work overseas – it never happens at a convenient time. And, of course, I’m missing the very best time to be in Oregon – and will be missing my husband terribly.

The worst part, though, is Delta Airlines: I already have a roundtrip ticket booked with them for Germany, for a vacation with my husband. My Ukraine contract ends just three days before I was to arrive in Germany from the USA. You would think Delta would simply let me keep that ticket – already paid for – and then just not use the USA to Germany part, allowing me to simply buy a flight from Kiev to Frankfurt, and then using just the return ticket – again, it’s all already paid for. And you would be WRONG. Unless I fly out from the USA to Germany, I would pay almost $5000 for the flight back from Germany to the USA! If I don’t show up for the outbound flight, they will cancel my return ticket! So I have to fly all the way back to the USA from Ukraine, stay TWO days, and get right back on a plane for Europe. Can you believe it?!? There is no logic for this. None. None whatsoever.

Anyway, I’ll post updates about my work here and via my various online social network channels.

If you are or have been in Kiev, Ukraine, do drop me a line with any advice you have!

global survey on volunteer management software – revisited

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In 2012, Rob Jackson (robjacksonconsulting.com) and Jayne Cravens (coyotecommunications.com) — ME — drafted and circulated a survey regarding software used to manage volunteer information. The purpose of the survey was to gather some basic data that might help organizations that involve volunteers to make better-informed decisions when choosing software, and to help software designers to understand the needs of those organizations. We also wanted to get a sense of what organizations were thinking about volunteer management software.

We promoted the survey every way we knew how – emailing our contacts directly, posting to various online discussion groups, posting repeatedly to our social networks, and asking others to share the survey with their readers and networks. Then we published the results of the survey here (in PDF); it includes an executive summary of our findings, as well as the complete responses to questions and our analysis of such.

It’s the two-year anniversary of this survey, and we think the results are still quite useful. Software companies and designers: you can learn a LOT from this report to improve your products and your communications with customers!

What we learned:

We learned how much managers of volunteers love spreadsheets, even those that have specialized software for managing volunteers.

We also learned a lot from this report that has nothing to do with software. In the survey, we asked a lot of questions that didn’t relate directly to software, like about how many volunteers these organizations managed, as well as what volunteers did. And the answers about what volunteers do at various organizations were surprising.

Rob and I did not have time to analyze all of the comments made in answer to some questions; for all questions, we listed the comments made, but we did not always offer any observations about such, or group the responses into categories. We welcome the efforts of other researchers to offer their own analysis of the data provided.

The thing I have learned since then: I’m not sure volunteer management software is what every organization needs to track and schedule volunteers. The more I talk to people working with volunteers, the more I think that seeking function-based software (scheduling, performance, etc.) rather than volunteer-management software is the answer for a lot of organizations. I’ll write more about that soon.