Planning and Preparation 

Planning and Preparation

There are two steps that are key to planning a research sprint that we will cover in this page while sharing additional resources that we have found helpful while hosting research sprints. 

A. Recommended general timeline. 

B. Application Process

Depending on the topics, desired outputs, and themes of each Research Sprint, the planning and preparation period will inevitably differ. We recommend that planning begins eight to 12 weeks before the desired start date. Organizers should use their best judgment to determine the exact timeline for their Sprint. The goal of this example timeline is to highlight critical pieces of the planning process and how these tasks should be scheduled to ensure a successful Sprint.In addition, we have linked some helpful resources for each of the planning items. Some may also be repeated later in this document.

• Initial Planning: Create an initial outline of the schedule and process of the Sprint.

 Example: 

Readings before this session: 

Identify relevant readings, audio files, or videos 

TIP: We found this weekly format helpful so that the research sprint planning team and relevant stakeholders can review the big picture to review relevant and current topics and identify diverse speakers. This is also how we build our living syllabus.  

• Application Process

  • 8-12 weeks in advance: Identify the preferred application process

  • Example Schedule/Planning 

B. Application Process 

This section discusses some essential components of the application process. It consists of but does not have to be limited to the following: Identifying the group size, participation identification options and application review. 

1. Identify Group Size 

The group size will depend on staff and partner organization capacity and size and the project output. The project output will require varying levels of support (e.g., staff and partner feedback), so it is important to reflect on staff and partner capacity when making the decision. With an international cohort, providing support outside of the weekly synchronous meeting and in a convenient time zone should be another area of consideration. 

2. Participants identification Options: 

 a. Nomination Process

Directed call within applicable network to nominate 2-3 people who would be ideal for this research sprint followed by an invitation to apply to the nominated candidate.

 b. Participant Selection Process 

Application Selection Process (Open Call)Call for Participants that includes application process, application, timeline, (Template). TIP: To avoid multiple inquiries, create an FAQ or hold an information session to answer applicant questions.  

3. Application Review:  

Each applicant will be scored by at least two people via a rubric. When all application scores are in, the team will review the final scores and make any adjustments to make sure the pool of interviewees has a diversity of voices, geographies and backgrounds. Each applicant chosen for an interview will have one interview with one team member who will provide notes and a follow-up score using a rubric. All interviews should have notes to help the team make final selections. After interviews, the team will assess scores and notes to identify the final selections for the Sprint.