DDF_Comms_Review


 * DDF Communications Review Workshop ** ** Venue: ** ILRI ** - ** Dar es Salaam, Tanzania ** Date: ** 27-28 April, 2016


 * Objective: **

== = Participants = toc Introduction Tsehay || Q&A ||< Nelson Kilongozi (TDB) || Background and studies on the impacts of DDF & local area innovation platforms on information sharing & value chain innovation. Q&A ||< Amos || Identifying gaps- SWOT analysis (cards) Reporting and clustering cards on the wall
 * This workshop is a follow up from the previous communication training conducted by ILRI to Tanzania Dairy Board (TDB) staff in 2014 Nairobi, with the aim of building their capacity to carry out their advocacy to promote consumption of quality milk and dairy products in the country. The objective of the workshop is to identify capacity gaps, discuss challenges, give a refresher on communication tools and strategize on the way forward.
 * ** No ** || ** Name ** || ** Organisation ** ||
 * 1 || Nelson Kilongozi || TDB Registrar ||
 * 2 || Justa John || TDB ||
 * 3 || Michael Mkalati || TDB ||
 * 4 || Queenter Mawinda || TDB ||
 * 5 || Shehemba Jumaa || TDB ||
 * 6 || Justa John || TDB ||
 * 7 || Rachael Singo || EADD2 ||
 * 8 || Doreen Maro || SNV/Arusha ||
 * 9 || Mercy Becon || ILRI ||
 * 10 || Amos Omore || Country rep (ILRI) ||
 * 11 || Prof. Kurwijila || Moremilk it /SUA/Morogoro ||
 * 12 || Doreen Maro || TAMPRODA ||
 * 13 || Gashaw Tsehay || Facilitator ||
 * 14 || Edgar Twine || ILRI ||
 * 15 || Johannes Osarya || ILRI ||
 * 16 || Herry Ngoitima || TAMPA ||
 * Agenda **
 * Day - 1 ||
 * Time ||< Content ||< Facilitator ||
 * 8:30 am ||< Arrival & Registration ||<  ||
 * 9:00 – 09:30 am ||< Welcome
 * Quick (speed dating)
 * Expectations
 * Housekeeping ||< Amos/
 * 9:30 - 10:00 am ||< Setting the scene: TDB strategy on coordination of dairy sector stakeholders and role of DDF & communications within that.
 * 10:00 –10:15 am ||< Brief comments on the role of Maziwa Zaidi in supporting DDF:
 * **10.15 - 10.45 am** ||< **Coffee break** ||<  ||
 * 10:45 – 12:30 pm ||< Review of the DDF communication training and action plan developed May 2014: What worked well, what didn’t work and why: what has been implemented so far; what hasn’t; what were the challenges to implementation and how could they be overcome?
 * Strength
 * Weakness
 * Opportunities
 * Threats
 * Q&A ||< Tsehay ||
 * **12:30 - 01:30 pm** ||< **Lunch** ||<  ||
 * 01:30 – 02:00pm ||< Synthesis of key DDF communications gaps, capacity gaps and how to fill them
 * Q&A ||< Edgar

Tsehay ||
 * 02:00 –3:00pm ||< Comms refresher and experience sharing on capacity gaps
 * Experience sharing from TDB/SNV: feedback on some of the tools e.g. website, wikis
 * Quick comms tools/tips refresher re-training tips if needed ||< Queenter

Tsehay || Action plan: - Group discussion around the action plan to recommend revisions ||< Tsehay || ** Facilitator: Tsehay Gashaw ** ** Day 1 - Session Note: ** ** Welcome ** Amos welcomed the participants and reminded them the importance of communication as a catalyst to increase interaction among actors in the dairy sector and opened the workshop officially. ** Setting the scene ** Nelson Kilongozi of the Tanzania Dairy Board (TDB) gave presentation on:
 * **3.00-3.30pm** ||< **Coffee Break** ||<  ||
 * 3:30 - 4:30pm ||< What will we take on board for the next DDF?
 * 3:30 - 4:30pm ||< What will we take on board for the next DDF?
 * What will be done? In order to fill in the gaps identified during SWOT
 * Who will do it and by when?
 * Resource available
 * Resource needed ||< Tsehay ||
 * 4:30 – 5:00 pm || Wrap-up and Close ||  ||
 * Day - 2 ||
 * 09:00 -09:30 am ||< Day 1 Recap - quick reflection of Day 1 ||< Tsehay ||
 * 09:30- 09:45 am ||< Revisiting and revising TDB comms action plan (see file at the bottom of this wiki page: http://livestock-fish.wikispaces.com/ddf_comms_training)
 * 09:45 - 10:00 am || Next Steps || Amos ||
 * 10:00 - 10:30 am || Simple Evaluation, Wrap-up and Close || Tsehay ||
 * **10:30 - 11:00 am** ||< **Coffee break** ||<  ||
 * 11:00 am - 1:00 pm || DDF Advisory committee meeting to plan the next DDF meeting in Njombe ||  ||
 * 01:00 - 2:00 pm || Lunch and Departure ||  ||
 * [[file:TDB presentation in the communication strategy workshop.ppt|TDB strategy on coordination of the dairy sector and role of DDF & communications]]

The presentation highlighted the TDB's important role in coordinating and organizing the dairy value chain actors, especially the Dairy Development Forum (DDF) which is the annual platform for discussing issues and sharing important information among the stakeholders. Nelson emphasized that TDB to achieve it's mission, internal and external communication is key.

** Brief comments on the role of Maziwa Zaidi in supporting DDF ** Amos Omore gave a brief about the background studies on the impacts of DDF & local area innovation platforms on information sharing & value chain innovation.
 * Questions/comments**
 * TDB showed the newly designed website, which has links to different social media and is still under construction.
 * It is important to communicate with different stakeholders e.g. IFAD is keen to offer technical assistance to TDB
 * TDB needs robust systems in place e.g. ICT platforms such as use of mobile phones to send messages to dairy farmers
 * Use the existing dairy platforms e.g. the ones at district level in Njombe by EADD and Agri-focus by SNV to obtain sector challenges, information and address them.
 * TDB should also tap into research to measure the impact of the DDF from the national to the local levels.
 * Question: Is TDB a regulator/promoter?
 * Objectives of DDF and role of Maziwa Zaidi


 * The DDF and local area innovation platforms (e.g., the one in Tanga) are increasingly becoming recognized and appreciated as important for bringing stakeholders together to solve common problems and drive dairy development in Tz

The DDF and local area innovation platforms are positively influencing information sharing among stakeholders. Many stakeholders agree to this

The DDF has begun to play a strategic role at national level for policy dialogue and advocacy, but could do even more

Stakeholder participation could be improved through engagement of more value chain actors and through inspiration and greater awareness on the role of the forum – e.g., greater attention to “what is in in for me”

Discussions in buzz groups to pool thoughts and generate ideas from which a SWOT analysis were generated. Below are the ideas that were listed: **Group 1**: **Group 2:** **Group 3:**
 * Review of the DDF communication training and action plan developed May 2014 **
 * What worked well, what didn’t work and why? **
 * TDB website, still in progress and once it is done it will be shared with DDF secretariat for inputs.
 * The wiki is working well but it should be populated and promoted especially during stakeholder meetings. Establish a criteria; who should access, can edit and manage information requests from stakeholders.
 * Post and email of the DDF proceedings to members (why was it not done was a question?)
 * Tools/Actions: The DDF distribution list has been done but it should be shared with stakeholders
 * Manage e-groups and share with stakeholders.
 * Someone should backstop DDF (done)
 * Recommendations: Add working groups (Technology and training, Policy, Genetics, Feeds)
 * Invite more stakeholders to the wiki (Take advantage of the milk week/conferences)
 * Delays in the implementation
 * Email alerts of documents shared
 * Newsletters (e-newsletters either by TDB or DDF) should be developed
 * TDB should internally manage implementation of agreed actions
 * Drafting a communication strategy is a key priority
 * On other tools- share training skills-not clear.
 * Responsible people to provide recommendation on TDB website not readily available
 * Review and implement: develop business cards for employees to display TDB website
 * Ensure key partners are linked to the TDB website
 * SNV/Agriprofocus should link with SNV/APF for implementation
 * TDB's new wiki: Change heading to DDF, managing DDF wiki should be left to TDB
 * More communication needed to inform stakeholders about wiki
 * More information to be uploaded on the wiki
 * Identifying gaps **

Drawing from what worked well and what didn't work, participants formed groups to generate ideas on what they think are the strengths, weaknesses, opportunities and threats the ideas were written down by a selected individual on cards.
 * SWOT ** analysis using cards:
 * Green card- strength
 * Red card- weaknesses
 * Blue card- Opportunities
 * Yellow card- Threats



The cards were then clustered on the wall and all participants discussed and the following points stood out:

** Strengths **

 * Availability of development partners willing to fund communication and knowledge sharing
 * Presence of TDB as a regulator and promoter in dairying is important
 * Autonomy of TDB allows it to design an appropriate communication strategy
 * Basic things have been done such as TDB website, DDF wiki and recruiting the communication officer
 * Major stakeholders have communication officers in place

**Weaknesses**

 * Poor internal communication within TDB
 * Low capacity to mobilize resources
 * TDB lacks necessary resources
 * Delays in implementing activities
 * Poor communication between TDB and stakeholders
 * Lack of a communication strategy

Opportunities

 * Possibility to establish and strengthen DDF from grass-root to district, to regional and national levels.
 * E-groups and distribution lists for stakeholders
 * Willingness of funding agencies such as IFAD to support TDB/DDF
 * Appreciation of the cenral role of TDB in developing the dairy industry
 * Key partnerships needed to initiate actions are available e.g ILRI's Livestock and Fish program
 * Partner/Agencies are willing to engage in communication and knowledge sharing e.g. IFAD

**Threats**

 * Donor dependency without exit strategy for sustainability
 * Dependence on govt for e-communication (quality control)
 * Uncertainty/over dependency on government resources such as human resources
 * Capacity to effectively use of advances such as communication technologies

**Action plan:**
Partcipants discussed on the above points and developed the following action plan.
 * What will be done? In order to fill in the gaps identified during SWOT
 * Who will do it and by when?
 * Resource available
 * Resource needed
 * [[file:TDB Action plan.pdf|Proposed action plan after reviewing the 2014 action plan]]


 * Q&A**
 * ** Q: ** Is there sufficient interaction to catch up with those who received training in Nairobi?
 * A:There was no handing over, which creates a gap as information is not available to newly recruited staff.


 * Comments**
 * ILRI is interested to assist TDB to identify capacity gaps in setting up the repository system even after the meeting.
 * Take advantage of ordinary meetings to get more stakeholders to join the wiki.
 * Currently TDB has no board, just a chairperson
 * Encourage dairy farmers to form associations through which TDB can take the facilitator role to better create an engagement and collaboration activities.
 * TDB is trying to devolve their services by signing MoU, use existing partners especially LGAs to reach their target contacts, using research organizations and also development partners.
 * TDB should improve their communication with other dairy stakeholders and act as an agent to the communication.
 * TDB should also raise awareness via email to reach more stakeholders, and also by using innovation platforms at district levels to reach those who can’t be on the internet.
 * TDB should balance between coordinating and regulating. It should be seen when promoting not only just regulating.
 * TDB should work closely with Tanzania Bureau of Statistics or with a statistician.
 * Amos to share the theory of change which show positions and roles of various dairy stakeholders in order to transform the sector.

**Synthesis of key DDF communications gaps, capacity gaps and how to fill them- Edgar**
//This is a summary of the discussions that took place in the morning session from the presentations drawn from group discussions and SWOT analysis//

Communication gaps and how to fill them:
 * The key communication gap was the lack of a communication strategy. One has been drafted but is yet to be finalized.
 * What can be done?
 * It is imperative that TDB quickly finalizes the communication strategy so that it has a framework within which to implement its communication agenda.
 * Now that TDB has a communication specialist, she should be supported to keep up to speed with technology and to propose new ideas that would enhance TDB’s communication capacity.

Capacity gaps and how to fill them:
 * The key capacity gap was limited ability by TDB to mobilize resources. This has led to a lack of funds hence delays in implementing activities and has perpetuated TDB’s dependence on the government and partners.
 * What can be done?
 * TDB could and should exploit the opportunity that partners are willing to support it to the extent they possibly can. But the key question is: is TDB ready to exploit this opportunity? TDB should leverage the strengths identified in the SWOT analysis and be proactive in engaging partners in resource mobilization. It should take advantage of its semi-autonomous nature to exercise whatever liberty it has to work with whoever is willing to help it raise funds

Experience sharing from TDB (Queenter)
 * Comms refresher and experience sharing on capacity gaps - quick comms tools refresher re-training if needed **
 * I am learning new stuff and meeting new people.
 * Lack of finances has made it difficult to reach stakeholders to know what they are doing.
 * I am getting exposure to use new comms tools.
 * Bureaucracy in the government administration system hinders reaching new stakeholders.
 * Inputs from stakeholders on refining TDB comms strategy will be shared for views.


 * Comments and Suggestions:**
 * Are other dairy stakeholders e.g. TAMPA and TAMPRODA aware of the DDF wiki?
 * Once TDB finalizes the draft, it should be shared with partners and communication specialists for input before sharing it widely.
 * Remember most stakeholders are in the rural areas, using only electronic systems will be difficult reach the grass root people, considering mobile phones for sms services would another option.

Nelson Kilongozi gave a brief summary of what was discussed the whole day and then closed the day with the following statement.
 * "I am happy with today’s discussions and synthesis as they have made us see the importance of resource mobilization in order to achieve our goals through effective communication”.

Day 2- Day 2 was about revising the DDF communication plan and Hold on DDF Advisory Committee Meeting. The morning started with quick reflection of Day 1 The TDB action plan prioritized as follows:
 * Session Note:**
 * The participants reflected the Day 1 as it went well as whole in terms of content as well as in process.
 * Participants were asked if the action plan needs some amendment and revisiting, they all agree for the moment move on with what they have developed but felt to prioritize the action plan.
 * Immediate plans are to work on the **communication strategy** because it doesn’t need resources allocation, thereafter to finalize the action plan by putting timelines and people responsible to track achievements. The main task will be to identify the main stakeholders and develop relevant messages to engage with them and also to uphold/promote TDB's image as the regulator and coordinator in the dairy sector.
 * Allocation of resource mobilization and Information management systems are considered as a second priority as the process and engagement needs a longer period to implement.

The participants were asked if the workshop met their expectations. They voted on their feet as follows:
 * Simple evaluation, Wrap up and Close **
 * Evaluating the workshop ( voting on our feet) **
 * Exceedingly happy:**
 * Nelson Kilongozi: “TDB is surely lagging behind and I feel very motivated by this workshop. I promise that next time you will see the change from our side”.
 * Prof Kurwijila** : ** “TDB has appreciated communication as the core of their functions to coordinate stakeholders”.
 * Queenter Mawinda : “It was an inspirational workshop; there were lots of tasks but with support from colleagues and partners. It is good to build capacity like this and I feel that we will achieve”.
 * Happy:**
 * Johannes Osarya : “Issues such as resource mobilization, communication and having a repository system in place will greatly assist TDB to achieve its mandate”.
 * Shehemba Jumaa : “I feel that things are very clear to me now. I now know the role of DDF”.
 * Justa John : “I have appreciated the importance of communication and how to work with the communication officer to reach dairy producers”.
 * Michael Mkalati : “We now have an action plan to work with the ideas we get from milk producers and other stakeholders”
 * Rachael Singo : “I hope the action plan will be implemented, the wiki will be active to link all the stakeholders. I have achieved my expectations”.
 * Middle:**
 * Amos Omore : “we are in research to learn lessons. Let’s aim to do things better. Remember: Happy are those who dream and are ready to pay the price to achieve that dream”.


 * Not happy: **
 * Doreen Maro : “I am not happy because farmers/producers and processors are not represented. It would be good for TDB to position itself and lead the dairy stakeholders”.

Lunch and departure