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The World Bank Institute's Knowledge Exchange (WBIKE) practice is dedicated to supporting and equipping the World Bank’s frontline teams with resources to connect countries more systematically and effectively. Sharing knowledge and experiences among peers and partners in the global South is a key priority for many developing countries. Read More »

Toolbox

Every knowledge exchange initiative is a blend of instruments, activities, and delivery modes.

This toolbox is your resource to plan for and select an appropriate mix to help participants realize their desired intermediate outcomes. It includes brief descriptions, practical how-tos, and case examples for a range of instruments and activities introduced in step 3 of this guide.

The toolbox has two sections:
Section 1: Instruments provide a detailed description of each instrument (vehicles for knowledge exchange), when and how to use it, and case examples.

Section 2: Activities provide detailed description of each activity (building blocks of instruments) when and how to use it, and case examples.

This is a living library of resources and we welcome any addition that could be of benefit to the community. If you have specialized resources for any instrument and would like to share them with this community, please submit these resources for clearance to: southsouth@worldbank.org

Please select an instrument or activity to find the resoruces associated with it:

Short Term Engagement Instruments

Medium Term Engagement Instruments

Long-Term Engagement Instruments

Presentation Activities

Discussion Activities

Experiential Activities

Analytical Activities

 

Short Term Engagement Instruments

Conference

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Conference, along with tips from the field
TORs/Concept Notes  
Concept Note - Towards Country-led Knowledge Hubs (DOC) Sample conference concept note
TOR - Consultant Event Management(DOC) Sample TOR for an event manager
TOR - Multimedia Video Recording (DOC) Sample TOR for multimedia professional/firm
Conference Package  
General Invitation Letter (DOC) Sample conference invitation letter
Draft Program Booklet Knowledge Hubs Bali (DOC) Sample conference package
Sample Agenda Knowledge Hubs Bali (DOC) Sample agenda for an international conference
Event Management Database  
Cameroon Mining Forum Conference Operational Plan (XLS) Sample logistics plan for conferences
Common Mistakes Event Planning (DOC) 5 common mistakes made in planning conferences
Conferences Logistics Checklist (DOC) Sample checklist for implementing conferences
Invitation to Speakers - tracking (XLS) Sample tracking sheet for speakers
Sample Conference Budget (XLS) A simple sample budget for conferences
Sample Team Schedule - day of event (DOC) Sample logistics team schedule on day of event
Venue Checklist  
Hotel Venue Inspection Guide (DOC) An easy to use hotel venue inspection guide

Expert Visit

Unique implementation resources for Expert Visits were not created and shared because these resources are too similar to the ones available for Study Tours. Please consult the resources for Study Tours and customize them to your needs for Expert Visits.

If you have specialized resources for Expert Visits and would like to share them with this community, please submit these resources for clearance to keadvisory@worldbank.org.

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Expert Visit, along with tips from the field

Knowledge Fair

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Knowledge Fair, along with tips from the field

Study Tour

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Study Tour, along with tips from the field
Project Management Tools  
Field Trip Guidelines (DOC) Tips and important questions for adequate planning
Resources - Host  
Green Digital Study Tour: Information for Hosts (PDF) Guidelines for Host on how to organize Study Tours
Video Crew  
Copyright form for interviews (DOC) Sample interview release form and disclosure agreement
Guidelines for video interview (DOC) List of tips and best practices for conducting effective video interviews
Sample filming authorization letter (DOC) Sample film authorization letter
TORs for video crew (DOC) Sample job description for a videographer to document study tours
Milestones, Lessons Learned and Highlights (Website) A website providing examples of how to document the milestones, lessons learned and hey highlights of a Study Tour
Agenda (Website) A example of an agenda for a Study Tour

Workshop

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Workshop, along with tips from the field
Art of Knowledge Exchange Evaluation Form (DOC) Sample evaluation form for workshops
Sample Evaluation Form (PDF) Sample evaluation form for workshops
Additional Resources  
Knowledge Sharing Methods and Tools - A Facilitator's Guide (PDF)  

 

Medium-Term Engagement Instruments

Competition/Challenge

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Competition/Challenge, along with tips from the field

Knowledge Jam

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Knowledge Jam, along with tips from the field

 

Multi-stakeholder Dialogue/Consultation

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Multi-stakeholder Dialogue/Consultatoin, along with tips from the field
GDLN VC Dialogues Essentials  
Dialogues - Technical Protocol (XLS) Instructions to plan and run through videoconference based dialogues
Dialogues - Tips for Moderators (DOC) Useful tips for moderators planning a videoconference-based knowledge exchange
Sample Running Order (DOC) A sample running order for a videoconference-based knowledge exchange
Tips for PowerPoint Presentations (PPT) Tips for delivering PowerPoint presentations while conducting video-conference based dialogues
Tips for Video Conference Based Knowledge Exchange (DOC) Useful tips for planning any videoconference-based knowledge exchange
Additional Resources  
The Local Facilitator’s Role (DOC) A guide for local facilitators of videoconference dialogue
Managing and Moderating VC-Based Learning (DOC) A moderator’s guide to videoconference based events
Toolkit for VC-Based Dialogues (DOC) A useful guide for organizing and running VC-based dialogues
TOR for A Blended Facilitator (DOC) A sample TOR for a blended facilitator for a videoconference based knowledge exchange
TOR for Local Site  (DOC) Sample TOR for local site for a videoconference-based knowledge exchange
Video Conference Moderation and Roles (DOC) An outline of the different staff roles for a videoconference dialogue
10 Tips for VC site Facilitators (DOC) 10 useful tips for facilitators of VC-based dialogues

 

Long-Term Engagement Instruments

Community of Practice

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Community of Practice, along with tips from the field
Community Manager/Staff  
Community of Practice Cost Estimation Tool (XLS) A tool to help estimate cost for hosting and running a CoP
Team Roles and Responsibilites (DOC) A descriptive guide for all the possible staff roles for communities of practice
TORs - Knowledge Management and Community of Practice Consultant Sample job description for a knowledge manager/consultant for a community of practice
TOR - Community Content Manager (DOC) Sample job description for a content manager for a community of practice
TOR - Community Manager Consultant for Knowledge Hub Community Sample job description for a content manager for a community of practice
TOR and Selection Criteria Community Moderator (DOC) Sample job description for a content manager for a community of practice
TOR Short Term Consultancy for Parliamentary Strengthening Program CoP (DOC) Sample job description for a content manager for a community of practice
Engagement/Management  
Best Practices for Survey Design (PDF) Overview of survey design and implementation to get the results you want
Community Annual Strategic Plan Template (DOC) Easy-to-use template for designing a community of practice
Community Engagement Planning Tool (XLS) A useful tool to plan engagement activities for communities
Community Engagement Spectrum (PDF) Use this spectrum to understand what tools/wikis are a-must, recommended, and optional
Community Engagement Tips (PDF) Useful planning tips for developing communities of practice
The Community Lifecycle (PNG) Overview of development phases every community goes through in their lifespan
Community Manager Play book (Slidedeck) A PPT highlighting strategic resources and tips for community managers
Engagement Risk Assessment Template (XLS) A simple template to assess possible risks to your community
Level of Engagement Tool (DOC) This tool can help you decide an appropriate level of engagement for your community
Sample CoP Management Plan (DOC) A simple management template plan for developing communities
Sense of Community Index (PDF) A simple tool to understand the quantitative measure of sense of your community
Tips for Improving Response Rates (PDF) Tips for enhancing survey response rates from community members
Tip Sheet for Indicators (customized for Ning) (PDF) A guide for selecting the right indicators to track for your community
Launch  
Community Launch Plan - Ning (Website) A handy checklist for launching your community
Community Launch Plan Template (DOC) A 3-month sample launch plan for any community of practice
Technology/Instructions  
Comparisions of collaboration platforms (2012) (XLS) A detailed comparison sheet of key features on collaboration platforms (NING, Scoop, eScoop, SharePoint/eTeam, Groupsites)
1 pager Groupsite (DOC) Key features of Groupsite
1 pager Ning (DOC) Key features of Ning
1 pager Sharepoint (DOC) Key features of SharePoint
Miscellaneous  
Building Communities of Practice (PDF) An overview on what communities of practice are and how to build them
A Garderner's Guide to Practice Groups (PDF) A toolkit on planning and developing practice groups

 

Twinning

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Twinning, along with tips from the field
Project Initiation  
Orientation Packet (PDF) Orientation template for twinning projects
Sample APEC budget template (PDF) Budget template to track Twinning project expenses
Sample Project Fiche (PDF) Detailed proposal for Twinning Light project with Republic of Croatia
Sample SSNED budget template (PDF) Sample budget to track common twinning expenses
Template APEC Project Proposal (PDF) A simple template for crafting a twinning project proposal
Template for Internal Capacity Analysis (PDF) Template to assess organizational capacity before twinning
Template for Organizational Readiness Assessment (PDF) Template to assess an organization's readiness to twin
Template for Partnership Compatibility Analysis (PDF) Template to assess compatibility between proposed twinning partners
Template for Participant Selection Process (PDF) Template to select appropriate participants for twinning activities
TOR for sample Twinning Project (PDF) Terms of reference for sample Twinning Projects
Project Management  
Sample General Conditions Twinning Contract (PDF) Sample general conditions of contract with detailed roles and responsibilities for Twinning arrangement
Sample Tasking Matrix (PDF) Template to determine the roles and responsibilities of each partner in designing, managing, and reviewing the twinning project
Twinning Contract Template Example 1 (PDF) Sample twinning contract to record the role and responsibilities of each partner organization
Twinning Contract Template Example 2 (PDF) Sample contract with detailed roles and responsibilities for Twinning arrangement partnerships
Monitoring & Evaluation  
Activity Brief and Debrief (PDF) Template to monitor and evaluate the progress and evolution of twinning projects, with a focus on transfer of skills
Project Progress Report (PDF) Template to monitor the progress of a twinning project
Template for mid-term and final review (PDF) Template to review the effectiveness of the twinning project
Template for progress reports (PDF) Template for administrative report to be used by twinning partners for progress assessment
Additional Resources  
APEC Twinning Implementation Toolkit (Website)  
EU Twinning Manual 2012 (PDF)  
How to Succeed with an EU Twinning Project -A Case Study on a Twinning Project in Albania (PDF) Case study of Albania twinning project. Dissertation on best practices for twinning arrangements.

Presentation Activities

Demonstration

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Demonstration

Expert Panel

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Expert Panel

Lightning Talks

Handout (PDF) Art of Knowledge Exchange handout on what and how to use Lightning Talks

Poster Session

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Poster Session

Report

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Report

Storytelling

Handout (PDF) Art of Knowledge Exchange handout on what and how to use Storytelling

Discussion Activities

Ancedote Circle

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Ancedote Circle

Brainstorming

Handout (PDF) Art of Knowledge Exchange handout on what and how to use Brainstorming

Buzz Session

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Buzz Session

e-Discussion

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a e-Discussion

Knowledge Cafe

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Knowledge Cafe

Peer Assist

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Peer Assist

Experimental Activities

Action Planning

Handout (PDF) Art of Knowledge Exchange handout on what and how to use Action Planning

Book Sprint

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Book Sprint

Field Visit

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Field Visit

Fishbowl

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Fishbowl

Role Play

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Role Play

Secondment

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Secondment

Simulation

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Simulation

Analytical Activities

After-action Review

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an After-action Review

Focus Group

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Focus Group

Interview

Handout (PDF) Art of Knowledge Exchange handout on what and how to use an Interview

Self-assessment

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Self-assessment

Survey

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a Survey

SWOT Analysis

Handout (PDF) Art of Knowledge Exchange handout on what and how to use a SWOT Analysis