Last week on a call with others who are working on “naming and framing” various issues in their communities, someone asked for recommendations on how to sort the notes of various volunteers into a summary document that would be useful. As we discussed on the call, one simple low cost approach is to set up a spreadsheet (using a platform like Google Drive allows for easy sharing) that corresponds to the five sources of conflict. As they take notes, volunteers can code them (V = values, S = structure, R= relationships, IN = interests, and IF = information) and then sort those later into the corresponding sections of the spreadsheet. Levels of intensity can also be marked on the notes with a + corresponding to higher levels of emotion and ++indicating an even higher level of tension evidenced by “us v. them” language and active expressions of threat or fear.
As a baseline, those coordinating a project might map what they expect to hear based on sources like newspapers and blogs and then, as notes are entered, analyze whether what they are hearing confirms or challenges those expectations. Other sources external to meetings or planned dialogues could also be captured and compared throughout a project.
Another tool we have used to track dialogues is to sort comments and questions into a grid tracking “What” (what topics are coming up, what themes are appearing, what information is being used, what values are referenced, what tensions are present; what regulatory or other limitations exist, etc.); “Who” (who is present, who is missing, who is referenced, who would be affected, who can help, etc.); “How” (how would we accomplish that, what resources are available, how can they be accessed, and “Why?” (this category encompasses mission, and vision (why are we doing this?), ideal scenarios (why not dream big?), and creative thinking (“why not do this a different way?)). Grouping things this way during a discussion has the added benefit of helping the facilitator in real time identify, sort, and sequence questions in ways that promote effective group discussion.
A complementary process that might be used as volunteers report in, particularly to capture new people and organizations being brought in, ideas generated, and actions taken, would be to track those through ripple mapping. In any event, planning questions or categories in advance that help you “harvest data as you go along” will make the job of compilation and analyzing what you have much easier!