Methods and tools used in the Polish pilot

A descriptive account of pilot events and engagements activities with evaluative reflections is presented sequentially below under the headings co-ideas, co-design, co-implementation and co-evaluation.

Co-ideas

Series of meetings with key stakeholders (March to June 2018)These commenced with a meeting with Jacek Sutryk director of the Department of Social Affairs of the Municipal Office to invite the City Hall to participate in the project as the main stakeholder. There followed meetings with project stakeholders (the Rector of the University of Wrocław, Wrocław Council of Elders, the ‘Social Dialogue Group’, and the local Pastor. Initiating cooperation from the highest level of the main stakeholder of the project allowed for quick actions (creation of a special group for cooperation on the project). Other meetings aroused interest among stakeholders and spread the idea of co-creation.

A meeting with the Popowice Housing Cooperative (June 2018) made us aware that the cooperative board is a key stakeholder for the pilot programme. The meeting taught us that it is very important to adapt the language of the project to the recipient. The conclusions we learned from this meeting taught us that we must conduct educational activities and provide information on co-creation.

City Hall – Stakeholder Council This meeting was with stakeholders in the Municipal Office with a group directed to cooperate on the project. A stakeholder council was appointed during the meeting, and we focused on the potential of the stakeholders and the level of involvement. The high level of stakeholder engagement during this meeting dulled our vigilance over the need to establish close contacts and maintain them. On reflection the intensity of meetings was too low in relation to the needs of the project.

Open Space (28 September 2018)  This meeting inaugurated the activities of the Popowice Laboratory, initiating cooperation with stakeholders and the first diagnosis of the basic needs of the older residents of Popowice. The innovative formula of the meeting worked well in terms of integrating residents and stakeholders and identifying the first needs of beneficiaries, but the meeting in relation to project users did not meet all expectations. The meeting without moderation did not work in the group of seniors who were confused. A moderated hackathon may have been a better solution. The meeting was also too long and it prevented the focus and full involvement of both seniors and stakeholders. Therefore, it is unclear if the hackathon format would work for seniors as its length is risky. A more rational choice would be a smaller space (the meeting took place in the church hall, which is located in the centre of the estate), better moderation (an external moderator was employed to run it) and a better sound system (an external company set up the equipment just before the event). Nevertheless, this meeting strongly emphasised the existence of the pilot project on the housing estate and in the minds of some residents. The event was widely promoted through posters, leaflets and a local newspaper, which in the case of seniors was a good method of disseminating information (this is confirmed by attendance during the meeting).

Community Reporter Training (15–17 October 2018) for local senior leaders. The event was conducted professionally, according to the assumed plan. It was attended by end users who acquired digital competences, but due to age and high digital exclusion they were not able to use the acquired knowledge themselves (they were not able to report socially, conduct interviews, record videos). Another alternative is to better adapt the group of meeting participants – we should invite stakeholder representatives, because they would acquire unique competences.

Co-design

Design thinking workshops 1st phase (November–December 2018) These workshops took place in the local neighbourhood club ‘Tęcza’ (Rainbow) on the housing estate. Thirty-five senior citizens participated. Facilitated according to the methodology, the seniors first clarified the problem and decided on its most important issues. Next, they developed many solutions, created a base of ideas (108 ideas and 74 associations) and found solutions to their problems. The seniors decided that the best way to solve their problems would be to create a meeting place as a space for shared use of the seniors and other residents of the Popowice estate. Participants of the third meeting collectively selected the features of such a place, its appearance, equipment and functional programme. They also created a travel map to and through such a dream place (service user journey).

The initial plan of conducting the workshop was modified during the sessions and adapted to the capabilities of seniors. The workshops made us realise the need to plan meetings slightly differently – in terms of seniors (shorter meetings, less intense, with coffee breaks). Recommendations: stimulate senior citizens to attend meetings, remind them of meetings, and maintain individual contact. The method worked well in diagnosing problems and constructing solutions (seniors only needed encouragement and styling to activate their creativity). It would be reasonable for other stakeholders to participate in the workshops to create problems and solutions for social service together with seniors.

Design Thinking Workshops 2nd Phase (January–February 2019) In this phase, workshop participants co-designed the solution of a ‘laboratory’ as a response to the needs refined with the participants of previous workshops. End users worked in groups on ideation of possible solutions, developing solutions, refining chosen ideas and co-deigning the final service, also creating a series of possible business plans and ways to implement. Breaking down Design Thinking workshops into two cycles contributed to the participation of people most interested in it, thanks to which the participants had the opportunity to analyse and prepare for the next stage. Engaging seniors in direct ideation and design of solutions allowed them to create a bond with the pilot programme and a greater willingness to cooperate on the shape of the service. What’s more, they aroused the desire for social activities for the estate. On reflection, the events could have been better with a more attractive meeting place.

Figure: a final common vision of the meeting place prototype

Co-implementation

Cooperation Network (January–March 2019) This involved building a cooperation network between the Popowice Laboratory and stakeholders, and recognizing opportunities and levels of involvement. In brought in cooperation with local scientific units – students of universities in Wrocław, educating and building a positive image in relation to the co-creation assumptions.

Popowice Contributors Group (15 March 2019) The group was established and presentation of the first prototype of the Neighbourhood Meeting Place (SMS Popowice) took place, specifying and redefining concept. The official establishment of a group of co-contributors at a local event helped engage senior leaders to cooperate on the pilot. Presentation of workshop results to a wider group of seniors helped to verify and develop the idea, and brought many constructive comments from potential recipients of the future service. The place where the meeting took place was far too small for the number of guests, which hindered the meeting and reduced the comfort of participants. Most participants represented the group of active senior citizens (members of a neighbourhood club Rainbow) and views of other groups of residents were not heard.

Stakeholder Council (20 March 2019) – This event allowed familiarizing the group of contributors (seniors cooperating on the pilot programme) with project stakeholders. Presentation of the project’s achievements to date and joint development of further directions of activity verified the interest of stakeholders. The formula of the meeting combined an educational part regarding the concept of co-creation and a workshop part about the pilot. The combination of two activities meant that the time devoted to the practical part was too short. On the other hand, as previously stated, the process of making stakeholders aware of co-creation is key, so you can’t opt out. Reflections on all this suggest that perhaps the educational part should be carried out in a different way, e.g. short online meetings or sending short materials (written, video) via the Internet.

Survey Research (April–May 2019) This contributed to diagnosis of the needs and expectations of seniors in the field of social services in Popowice. It was originally intended as an on-line exercise. However, conducting a survey among seniors was a great challenge due to the technological exclusion of this social group. It was necessary to conduct the survey in a traditional way – on paper. The survey contained many questions and it took seniors quite a long time (half an hour-hour) to complete, so it was impossible to complete the ‘on the street’ survey. The respondents were reached mainly through the word of mouth, which significantly extended the data collection process. It is reasonable to include stakeholders in such activities, such as a housing cooperative or Social Welfare Center, so that they help carry out surveys.

Stakeholder Roundtable ‘Conversation for Change’) (7 May 2019) The topic was co-creation of public services in Poland. This event provided the opportunity for eight stakeholders (other than residents) to tell a short story pertinent to the pilot and then discuss their stories to co-create a set of findings and ideas. Relatively low attendance of stakeholders may indicate an inappropriate way of inviting people to participate in the event. On reflection, more time should have been spent explaining the purpose of the meeting and presenting the concept of Community Reporting. Thanks to the professional conduct of the meeting, it was nevertheless possible to create a very useful film video with a compilation of stakeholders voices about co-creation in Poland.

Meetings with Community Reporters (May–June 2019) to prepare the meeting place prototype concept and develop the activity plan and organisation. The seniors cooperating on the pilot programme willingly participated in the meetings, but they needed encouragement and assurances that their work would contribute to change. An important element was the conviction of seniors that their actions are important and can change the reality in which they live. The theoretical creation of the service, without the assurances of stakeholders and cooperation on the project, would not make sense, because we would not find willing residents to cooperate.

Meeting Place Prototype (SMS) featured at a local festival (7 June 2019) The idea for the meeting place prototype (then called SMS) was tested during the festival ‘U Oblatów’ in Popowice, an annual picnic organised by a local church in co-operation with local organisations and NGOs. The meeting place was made with a garden tent and furniture in which many attractions took place (cooking workshops, gardening workshops, promotion of a social project for a monument, attractions for children, sports attractions, redistributing of the senior card, and an information point). Displaying this prototype created by seniors gave the opportunity to verify the assumptions with a wider group, i.e. all residents. The organisation of the prototype during the local picnic ensured high attendance and deepened cooperation with other local organisations acting for the benefit of residents. The event verified the involvement of leaders in organisation and social activities – they conducted activities in the prototype and took over the role of hosts. Despite the preparation of attractions for equal age groups, the largest group of visitors were seniors, this may indicate the need to include other age groups in the process of creating and planning a service if it is to be multi-generational (which was strongly emphasised by seniors).

Meeting Place Prototype (SMS) installation (June July 2019) Co-operation with the Faculty of Architecture of the Wrocław University of Technology was established to design and build a pop-up prototype meeting space in a green area on the housing estate. This allowed for quick and efficient implementation of the installation, which was entirely constructed by architecture students led by an Active Senior member. Because of the time and resource restrictions, the installation was quite small but its main purpose was to became an orientation point and initiator of local activity. It had few places to sit down, a table, a storage chest, flower pots for urban garden, library for neighbours and shade. It was aesthetic and colourful. The inclusion of beneficiaries in the actual construction process at this point was impossible due to their advanced age and physical capabilities. Cooperation with students helped to sensitise them to social design issues and difficulties in implementing the project under the assumptions of final recipients.

PoPo Centrum prototype in operation (July to October 2019) The meeting place was renamed PoPo Centrum to better convey its purpose and localness. The installation was in use during the summer holidays and events were organised around it. Its Grand Opening on the 27 July attracted 70 participants and 80 attended an ‘End of Holiday’ event on 24th August. There were many attractions including: a flea market, a neighbour cafe, gardening, a barbecue, a photography exhibition, a soap bubble making, a circus workshop, board games, sport games, a competition for children, music performances, a handcraft workshop, handcraft exhibition, tasting of local products, a lottery and more. Local gastronomic businesses also supported the events. The prototype was a central element of the project. The physical appearance of the place that could be used immediately to meet the needs of the participants and raised a lot of morale among them. The physical appearance of it has motivated users to build relationships with stakeholders and take over the initiative.

Issuing Senior Cards (April–June 2019) This involved cooperation with the Wrocław Center for Social Development in the form of issuing Wroclaw Senior Cards for the inhabitants of Popowice. Establishing this cooperation made the stakeholders aware that cooperation at the level of local estates can be beneficial for them. It can be surmised that more frequent establishing of this type of relationship would help in building trust and partnership with this stakeholder.

Meetings with NGOs and the Municipality of Wrocław (January 2019–January 2020) Meetings under the cooperation of non-governmental organisations with the Municipality of Wrocław aimed at developing a vision of Local Activity Centres. This very helpful action consisting of building relations with stakeholders and strengthening the dissemination of the idea of co-creation and the impact on local policies. Participation in these meetings and maintaining this relationship helped to develop the concept created under the pilot programme and allowed to link the developed idea of the service with current urban policy. It is reasonable to look for advisory groups, specialised groups dealing with the creation of services on the same or similar topics and to join in their activities in order to develop a common vision of the shape of the service. We went to the group at the beginning of its operation, so we had the opportunity to track its progress and influence the shaping of guidelines for the municipal office.

Social Leadership Training (9 May 2019) This training aimed at implementing Community Reporting methods and capabilities and their quick implementation among other Wrocław NGOs that were working with residents on a daily basis. The organisation of the training was definitely a good idea, which can be demonstrated by the interest among the leading urban NGO activists. Acquaintance with the new method that involves social media is an opportunity to develop activities with communities. Despite the very professional conduct of the workshop by the PVM representative, it may seem that some further elements of training should be conducted that would support new reporters.

Housing Estate Fund: Participation in meetings regarding the Settlement Fund for Popowice. (October 2019): For the first time, the city launched a programme giving the possibility of housing estate funds to use cash for any purpose. They can relate to recreational, social or entertainment purposes although there is a perception that the funds should cover infrastructure investments (parking, pavement, etc). It was reasonable to attend these meetings and make people aware of the necessity to choose the things that residents demand (resulting from social research). The very low amounts that appear in this budget only allow for minor infrastructure activities (e.g. 15 meters of sidewalk) but they could equally well be applied to satisfy desires of residents relating to social issues.

Policy Roundtable Współtworzenie polityk mieszkaniowych (24 January 2020). The formula of the event comprised a presentation and a workshop part during which the discussion took place. Devoting a large amount of time to presentations meant that during the second part of the workshop some of the stakeholders were absent (they had to leave meetings due to other professional duties). Moreover, there was not enough time for discussions between other stakeholders – the discussion took place, but it could have been longer. It would be preferable to arrange in different way than the presentations occupying half of the meeting – e.g. as individual meetings before in advance, or as a multimedia presentation sent by email, or during a video conference before the meeting. It is worth planning a lot more time for discussions.

Co-evaluation

The pilot has devised an imaginativeand inclusive co-evaluation strategy of study trips aimed at learning about solutions applied in elsewhere in Poland, with particular emphasis on service design mechanisms as well as barriers and factors favouring existing solutions. This is built into the interventions and stakeholder interactions of ProPOLab.

Overall the pilot was implemented as intended following the principles and methodology of Design thinking. Gaining the attention and support of some stakeholders such as the Housing Cooperative was initially very challenging and this difficulty looked set to frustrate some of the achievement of the co-design work with residents. As demonstrated in the actions reported above the potential setback was overcome by hard work and determination on the part of the plot team, and most of all by the very visible attractive presence of the main output in the form an installation. The idea of cyclic events around the installation was developed with a wider group of local leaders, which consisted local NGOs. Inclusion of local leaders into action was a breakthrough moment, as they are young and willing to act for the local community.

Community Reporting was significant in actively engaging wider organisations. This indicates the potential for a city-wide network of organisations in Wroclaw being established that are using Community Reporting to better understand the needs of the communities which they serve. The pilot was successful in reaching out across the pulic voluntary and private sectors. The role of higher education is particularly interesting. A university partner as an evaluator and critical frend in the implemetation process was of couse envisaged in the pilot plan but the engagement of students as a rather ad hoc measure to progress the instalation was a rather unanticipated and imagiative addition with benefits for the community and the students themseves.

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