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Townhall meetings

February 2022

(Incorporates feedback from Jenny & Obinna, Justin, Susanna + Project Sailboat)

Purpose

- To create a platform for colleagues to ask questions and clarification, and contribute suggestions
and ideas, in relation to key areas of our work. It is a platform for dialogue
- Create a space for colleagues to direct interaction with leaders in specific areas
- Increase understanding of one (two) portfolios, including how it connects with local level
- Create a sense of ‘one’ HelpAge, a shared belonging

Note: HelpAge is evolving, and the path is shaping as we go along. This is transformation. We need to balance the
desire for clarity with the need for emergence.

Theme of the 2nd townhall

In July, we focused on the transformation journey – overall and country transitions. (This was very
internal.) In the next edition, we want to focus on our outward-facing work, i.e. the work that has
impact on the lives of older persons. (This time, we want to be focused on our external work. Largely,
not solely. Colleagues need to feel we had a balanced discussion.)

Learning from July Townhall meetings (see Townhall meeting (Sept21) - pulse check)

 Have a first ‘dry run’ meeting with limited numbers.

 Less is more. Fewer items leave more space for discussion and exchange. Lowers the pace so
that other voices can hopefully come int.
 During the Townhall, respond to more questions and issues raised, rather than push it to the
Q&A.
 In the spirit of Townhall, allow discussions to flow, not be too descriptive about what needs to
be discussed in breakout groups. That said, have clear instructions/guidance for breakout
groups. With pre-assigned facilitators and notetakers.
 For people to engage with content (especially when not familiar or non-native English speakers),
the presentation or a 1-page note should be shared well in advance.
 Q&A need to follow quickly after Townhall to maintain interest, momentum, recollection. We
need a streamlined process to develop the Q&A. Live ‘logging’ during the workshop could help.

What else?

Target: All HelpAge International staff. (That said, engagements with country offices indicated the need
for translation. Hence, we only get a sub-set of country colleagues on the call, i.e. more senior-level and
main office staff.) – Implication?

Dates (w/c 7 February)

- Session 1 (trial) – limited number (not more than 15) (use a registration to manage this)
- Session 2 (Asia + GMT) – UK morning

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- Session 3 (Europe + LAC) – UK mid-afternoon

Outline (120 min)

00.00-00.10 Opening (by CEO) Start after 3 min

Welcome. Purpose and process, incl. how we Must keep this very tight. As if it
incorporated feedback of previous Townhall is start of TV program! No
slippage at start.
0.10-0.30 Delivering on Inclusive Humanitarian Action 15 min for ppts. Is generous,
(20 min) 1. Key achievements and impact (of past 6 but speakers must not go
months) beyond.
2. Two key learnings (+ and -)
3. Based on this, directions and choices If we take one (or two)
4. Specifically, priorities and ambitions for 2022 portfolios, we are locking
(articulated through S/C/TL, 3 design ourselves a series of similar
principles: novel partnerships, meaningful discussions in future townhalls.
local to global linkages, clear value
propositions for HelpAge) Sections 3 and 4 are the core
parts. Especially how the
connection with country-level
work is formed

Presentation will be shared well

in advance (4 working days)
0.30-1.00 Breakout groups: TO BE DECIDED: open or with Participants self-select where
(25 min group topics (e.g. linked to design principles) they want to go to ask
+ 5 min in and questions and share insights.
out) Speakers are assigned to
specific breakout. Pre-assign
notetaker to log the main points
and questions
1.00-1.10 Break Breakout speakers use time to
work on 3 key points.
1.10-1.25 Report back We need speakers to focus on
(15 min) Per breakout room, what key new idea or the insight the discussion
challenge emerged in relation to our direction presented. Not a report back,
and ambition? which will sit in the SharePoint
document.
1.25-1.50 Open floor – Q&A with CEO In the spirit of Townhall, keep it
(25 min) (If we use Zoom, we can use Q&A function during. an open space.
Group questions based on theme.) Aim for two or three rounds.
Not same voices.
Questions are logged for Q&A.
1.50-1.55 Closing and wrap up With 2-hour session, we have to
end on time.

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Platform: MS Teams. Or Zoom, in case we want to have people self-select breakout groups and use
translation.

Q&A: We need a more streamlined process with a shorter turnaround time (e.g. 1 week). We anticipate
fewer questions. Portfolio-related queries to be handled by portfolio team. Transformation OR
Communication team to manage other questions. Live logging should help group them afterwards. We
seek to create clusters of similar questions.

//ends//