The European Commission for the Efficiency of Justice

Project on Developing Mediation Practices in Civil Disputes in Turkey

Meeting on Strategic Road Map/Action Plan
for
Mediation Services
23/24 March 2017, Swiss Hotel, Ankara

This meeting is organised to ensure the sustainability of the Project outputs (by the Ministry of Justice) before the end of the Project, 30 September 2017, and with the aim of establishing an “exit strategy” for the Council of Europe. Project teams of the Council of Europe and the Ministry of Justice as well as the CEPEJ experts plus a small group of project stakeholders who has contributed to the Project components and may have an impact on the sustainability will be participating in this event.

The aim of this meeting is to:

    1) Review the project objectives
    2) Examine the results of baseline and end line surveys
    3) Review the expectations of stakeholders in light of project objectives
    4) Review the objectives in the Strategic Plan of the Ministry of Justice-Mediation Department
    5) Develop a common approach and understanding among project implementers, stakeholders and the beneficiary
    6) Identify the priorities of this approach
    7) Identify the project outputs which would be sustained in line with the priorities and the relevant time period
    8) Develop a work plan for the 2nd and the last workshop (tasking)

National Moderator: Dr A. Nusret Güçlü
National Reporter: Asst. Prof Dr Ersin Erdoğan

23 March 2017 Thursday afternoon

Meeting on Strategic Road Map for
Mediation Services

Simultaneous interpretation is provided (TR-EN)

14:00-14:15

Registration

 

14:15-14:30

14:30-14:45

14:45-15:30

Introduction/ If Michael (Head of CoE Ankara) and Musa Heybet (Deputy Undersecretary) confirms their participation, this part will be extended to “opening speeches”.

Presentation of the meeting agenda
Özlem Demirel Cook, Project Officer, Council of Europe

Description of the Roadmap and working principles
Interactive
A. Nusret Güçlü, PhD

 

15:30-15:50

Break

 

15:50-16.30

16:30-17:00

Project Result Framework: Project Goals, Objectives and Outputs incl. gender aspect
Özlem Demirel Cook: Project Officer, Council of Europe

Preliminary Results of the End-Line Survey
Jeremy Tagg, CEPEJ Expert, Council of Europe

Strategic Action Plan of the Ministry of Justice, and organisation, resources and workflow plan of the Mediation Department of the Ministry of Justice
Hakan Öztatar, Head of the Mediation Department

 

24 March 2017 Friday

Meeting on Strategic Road Map for
Mediation Services

Simultaneous interpretation is provided (TR-EN)

09.30-11:00

Panel 1: Assessment of the first day and review of the expectations of stakeholders in light of project objectives

    · Legislative amendments and training in the scope of court-based and out-of-court mediation schemes; achievements and possible improvements
    · Pilot practices and awareness in the scope of court-based and out-of-court mediation schemes; achievements and possible improvements

Moderator: A. Nusret Güçlü, PhD
Rimantas Simaitis, PhD
Jeremy Tagg
Hakan Öztatar

 

11:00-11:20

Break

 

11:20 -12:10


Panel 2: Develop a common approach and understanding among project implementers, stakeholders and the beneficiary

    · What should be the strategic objectives of the Mediation Department in the scope of court-based and out-of-court mediation schemes; how can the Department measure its success in the development of mediation culture?
    · 3 questions (max.) from participants (one question for each panellist)

Moderator: A. Nusret Güçlü, PhD
Rimantas Simaitis, PhD
Jeremy Tagg
Hakan Öztatar

 

12:10-14:00

Lunch

 

14:00-15:10

Group work

Moderators
A. Nusret Güçlü, PhD
Rimantas Simaitis, PhD
Jeremy Tagg
Ersin Erdoğan, PhD

    1) Highlight the work method
    2) Identify the problems
    3) Identify the benefits of the work done so far
    4) Identify the project outputs which would be sustained in line with the priorities and the tasks to be completed in the next period
    5) Prioritise the findings of the work done so far

Group 1: Legislative amendments

Group 2: Training

Group 3: Pilot practices and awareness activities

Group 4: Capacity development and sustainability (Mediation Department)

 

15:10-15:30

Break

 

15.30-16:40

Presentation of group work and prioritisation with a common understanding

    1) Share the group work with participants
    2) Present proposals of other groups
    3) Prioritise all the work done so far with the stakeholders, and identify the project outputs to be sustained in line with project objectives

 

16:40-17:00

Wrap-up and presentation of the meeting results
4 questions (max.) from participants
Work plan for the next period, date of the meeting
Conclusion

A. Nusret Güçlü, PhD
Hakan Öztatar

 

WORK PLAN AND METHODS
Panel 1
Participants will exchange their opinions and ideas in the panel which shall be 90 minutes. 10 minutes will be spared by the moderator for introduction and opening.

    1. Introduction: Moderator explains the organisation of the panel, and introduces the participants (5 min)
    2. First tour: Each panellist presents, with his/her own perspective, the work done so for on legislative amendments and training components of the project, relevant achievements and possible improvements (in light of the upcoming projects and activities) (10 minutes for each panellist, 40 minutes in total)
    3. Moderators presents a brief summary and lists the areas to be improved (2 minutes)
    4. Second tour: Each panellist presents, with his/her own perspective, the work done so for on pilot practices and awareness components of the project, relevant achievements and possible improvements (in light of the upcoming projects and activities) (10 minutes for each panellist, 40 minutes in total)
    5. Moderator presents a brief summary and lists the areas to be improved (2 minutes)

Panel 2
Panel 2 is a continuation of the first panel and is planned for 50 minutes.

    6. Each panellist presents his/her opinion on the question “What should be the strategic objectives of the Mediation Department in the scope of court-based and out-of-court mediation schemes; how can the Department measure its success in the development of mediation culture?” (10 minutes for each panellist, 40 minutes in total)

    7. Moderator, (10 minutes)

      o Participants ask 3 questions to panellists (if any)
      o If no question is raised, moderator recalls the objectives and indicators in the Strategy Plan, and concludes the panel.

Group work
The idea generation technique1 shall be used in group work. This technique is based on free thinking method with the participation of stakeholders with different roles, responsibilities and positions. This technique consists of two stages. Following steps will be used in the application of this technique:
1) Pre-work

    a) Participants are divided into four groups according to their institutions experience and contribution expectation.
    b) Each group is named with a colour to be used in writing their ideas on the idea generation.
    c) Four round tables are arranged (if possible)
    d) A list with the names of participants is put on each table.
    e) Name of the groups is written on the heading of the list:
    i) Group 1: Legislative amendments
    ii) Group 2: Training
    iii) Group 3: Pilot practices and awareness activities
    iv) Group 4: Capacity and resources of Mediation Department; Capacity Building and Sustainability
    f) 3 cardboards each with different colour that indicate the colour of the table and 3 post-its with same colour are put on each table.
    g) A4 sized papers are put on each table.
    h) Following are written each on different cardboards:
    i) Problems
    ii) Benefits of work done so far
    iii) What should be done in the next period
    i) Pens are put on each table (according to the number of participants)
    j) 2 board markers for flip charts are put on each table.
    k) Static paper and 4 flip charts are provided for each table.
    l) Each table is provided with a paper describing 3 items with the heading “items to be thought”
    m) A laptop and overhead projector is needed.
    n) A printer should be available for possible printouts.
    o) Circular tags in 5 different colours (4 colours same with cardboards) are cut as tapes (5-7 tags in each tape).

2) Participants are placed around their tables.
3) Briefing

    a) Moderator reminds the working method.
    b) Answers questions of participants.

4) Introduction and 1 speaker and 1 writer in each table

    a) Participants introduce themselves.
    b) Each table selects a speaker to present the ideas of that table.
    c) Each table selects a writer to compile the ideas of that table.
    d) Each table work on one topic according to group name.

5) Ideas are written on post-its and share on idea generation in order.

    a) Participants have 15 minutes for each “item to be thought”.
    b) Firstly, each participant turns clockwise and writes his/her own idea on the existing and ongoing problems.
    c) Post-it is attached on the coloured idea generation (cardboard).
    d) Each paper has only one idea.
    e) Then the next participant writes his/her idea and attaches it on the idea generation.
    f) Participants do not comment or intervene on the ideas of other participants.
    g) The participant who has no idea skips.
    h) Ideas are added and attached until all participants come to a position to skip.
    i) Moderator observes the work done at each table.
    j) Moderator does not provide his/her idea but may answer the questions.
    k) Then moderator stops the work when 15 minute period is over. Participants start working on the next item “benefits of the work done so far”.
    l) Finally, at the end of 15 minutes, they start working on “what should be done in the next period”.
    m) Separate cardboards are used for each item.
    n) By the end of this work, within 20 minutes, the ideas on post-its are written each with one line space on A4 papers by the speaker and writer.
    o) The writer is allowed to make editorial changes on the text, such as:
    i) Summarize long phrases,
    ii) Combine similar statements.
    p) 3 A4 papers are prepared in this way (more papers may be used if needed).
    i) List of problems
    ii) List of the benefits of the work done so far
    iii) To-do list in the next period

6) Prioritisation within the group by voting

    a) Prioritisation is made within the group by voting.
    b) Moderator distributes the tapes to participants and they attach the ideas which they consider important to the 3 A4 papers including the ideas of 3 groups
    c) Each member of the groups uses equal number of tapes (vote).
    d) Participants (apart from speakers and writers) give a break.
    e) Speakers and writers count ideas voted by their tables and identify the first 5.
    f) The last ideas which received the same number are written.
    g) The first five ideas are written on the flip charts each on separate papers.

7) Presentation of the ideas of each table to other participants

    a) Speakers present the ideas of their tables to other participants (after the break).
    b) They write the ideas of others if any or necessary on the 5-item list (on the flip-chart).
    c) Comments of participants are not discussed; but if this idea is argued and not counted in first 5, the speaker mentions it and adds to the list if considered important.
    d) 5 minutes is given for each list.
    e) After this step, 3 flip charts will have been prepared by 3 groups.

8) General voting over the findings

    a) Flip-chart papers are attached on separate places.
    b) After 60 minutes (all presentations are made and enriched with the comments of other participants), the moderator distributes different tags with 3 tapes in 3 group colours.
    c) Participants are not given tags (vote) in their own colour.
    d) Each table are not allowed to vote for the findings of their group. Each participants use same number of votes, and general voting is completed.

9) Within 10 minutes, speakers and writers collect their flip-charts and count the votes.
10) The final lists are written on A4 papers and used in general assessment.
11) If not, they are measured later.
12) Moderator collects all the work to make an assessment later.
13) Moderator drafts a report on the entire work, and shares it with participants.


1 “Idea generation - brainwriting” (Heslin) (Fikir Tepsisi in Turkish)- is a group work method developed by TÜSSİDE (Turkish Management Sciences Institute).