Why focus on City to City Connections?
Meaningful sharing to achieve great urban places
The thousands of cities and towns around the world have constantly emerging needs and challenges to address. Whatever challenges they face at a particular point in time, there is a very high likelihood that at least one (if not more) city or town, somewhere, has faced the same situation and come up with a good solution (for their context), and learned some valuable lessons along the way.
What if we could easily tap into relevant experience of cities and towns, to help us work out how to pursue good solutions for our specific needs? With context of course always key, being able to tap into the experiences and lessons learned of others in a direct, structured way can add value.
This is the premise behind "City to City Connections" (the same approach can be taken for towns. as well) -- to provide city and municipal teams with a method to find and connect with others who can share knowledge about a relevant specific matter and provide tangible ideas to address it. These types of learnings are typically achieved through one or more workshops (in person / hybrid / online depending on the context), and with others such as specialists when appropriate. Workshops are designed so that specific city / town needs and challenges are addressed by leveraging the direct experience of people who have been in a similar position before and who have specific learnings and solution options to share.
The benefits of conducting direct lessons learned & problem solving workshops through City to City Connections include:
- Context-specific knowledge and learnings are shared with teams who are involved in specific urban development matters to help them work out good options (which might be further discussed with others afterwards for their views) and ensure successful outcomes.
- Direct experience of using methods, techniques, tools and technology, and various other specific relevant aspects relating to the need can be shared.
- A knowledge library can be built up over time which can be reused and shared with others, so that everyone can improve their knowledge and capability.
For City to City Connections to work well, the following is required:
- Time needs to be allocated by the "seeking team", and also the "advisor team(s)".
- Proper planning and resourcing needs to be undertaken prior to the Connection workshop(s). This includes due diligence to ensure one or more appropriate "advisor teams" are identified for the knowledge sharing.
- Connection workshop(s) need to be facilitated (by someone outside of the direct teams involved) and held in a structured way to ensure learnings are effectively shared and meaningful actions and next steps are agreed.
- The "seeking team" needs to be in a position to take on board feedback and advice from the "advisor team(s)" in a specific and tangible way for their city / town.
This type of specific knowledge sharing can work alongside the many good urban-focused knowledge sharing events that focus on certain topics and case studies for general knowledge sharing around the world. Some examples of such events are listed on the Suredis Cities website.
How to hold City to City Connections?
Below is an outline general guide to holding City to City Connections. Each Connection will have specific details to it, and should be planned accordingly.
Step 1. First, discuss the C2CC idea and get backing for it
Your proposal may need to go through several review processes in order to be approved (as part of good urban governance).
You need to put a good case forward for why it will be worth holding a City to City Connection - what you can gain from it, and initial thoughts on how it can be held and options of who to hold it with.
- The case should include time, cost and scope, and targeted benefits to be achieved.
- On the cost estimate, consider providing options of different sizes / scales of workshop(s).
- Explain how the workshop(s) would be run and what you would gain from them.
- Include options for which "Advisor city teams" could be considered, and why they could add value (the idea being to select one if the proposal is approved). Include appropriate costs for Advisor team(s) participation.
- Consider whether you need an external facilitator, and who you may want to attend the Connection review and whether funding needs to be set aside for them (for example, if you want to invite any Civil Society Organisations, ensure you can support them for the time they put aside for it). More details about cost planning are available on request.
- Remember that your request to hold a City to City Connection may need to go through several reviews before a Go / No Go decision is made (as part of good urban governance).
Step 2. If approved, get into Scope and Planning mode
If you receive approval, take on board all suggestions and ideas from approvers and move forward.
- Get into planning mode, drawing up detailed options (with external support if required).
- Remember the principle of "meaningful involvement" to help drive who to include in the knowledge sharing review from your side and the "Advisor side".
- Consider your options for the "Advisor team(s)", including whether you need help from an external supporter / advisor on who may be best placed to help you.
- Work carefully through the agenda, making sure there is enough time for effective learning throughout (if you need ideas on agenda-making, get in touch).
- Work through all details and then confirm with your approvers that the proposal with detailed costs, timescales and deliverables makes sense.
Step 3. Secure your "Advisor teams" and others
Organise all appropriate people to be part of your workshop(s), and ensure the logistics for holding the workshop are arranged.
Step 4. Share context of the Connection workshop before it is held
Ensure both the Seeking team and the Advisor team(s) share agreed and appropriate data and information with each other in good time before the workshop is held, so that an initial understanding is in place and the context and objectives are fully understood.
Giving the Advisor team(s) time to ask some questions to the Seeking team before the workshop means that they can ensure they bring things and examples to the workshop to make the best use of everyone's time (such as documents, samples, models, other aspects).
Step 5. Get the workshop off to a good start
Ensure there is time in the agenda for the teams to get to know each another. They need to socialise; this may be catching up socially the night before or over morning coffee at the start of the day - ensure there is something good to start building rapport.
Remember that this is a temporary joint team. For everyone to work openly together, to make and receive challenge, to have a project / need put under the microscope, it is important that people are comfortable in each other's space.
Step 6. Seekers explain their need / challenge in detail
Consider dividing the workshop time into four parts.
Start the review by clearly articulating the purpose of bringing the team together.
During the first part of the workshop, the “Seeking team" presents their context to the need / challenge / issue to be addressed (noting that they will have shared information beforehand with the "Advisor team").
Step 7. Advisors explain what they have done / are doing
In the second part of the workshop the “Advisors” take their turn. They consider what they have heard and discuss “what they have learned that has surprised them” and “what they haven't heard that they expected to.” They present examples of what they have tried and implemented, with supporting material.
Step 8. Seekers review what they have heard and what it means for them
The Seeking team take this on board and discuss ideas for a course of action.
They think about what else they need to know to address the need / challenge and whom could they talk to about it.
Remember - it’s not the job of the Advisor team to have the answers, but to offer some options and insights based on their experience.
Step 9. Everyone reflects on what has been covered so far
The third part of the workshop is set aside for analysing and reflecting on what everyone has learned.
At this stage you are examining options and ideas for consideration. It is important to consider all perspectives.
Towards the end of this phase, it may be worth creating a presentation on what have you learned, what options you see given what has worked elsewhere, and key considerations to think about.
Step 10. Meaningful actions are agreed
The fourth part of the workshop is to agree on specific actions to move forward.
This may include follow-up advice from the Advisor team.
Support for a Connections service
Interested, and in need of a hand to set up a Connection...?
If you need support to hold one or more City to City Connections, get in touch.
Getting started
One approach: integrate connections into your planning
Do you have certain pressing needs, concerns and / or opportunities to capture where it would be valuable to obtain the experience from others who have faced a similar situation?
If so, think about how you could set up a City to City Connection with an appropriate group of people.