Log Keeping team operational meetings [2024]

SoFA Members Discussion
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1

Backlog (incomplete)

  • GH tags for badges/ badges on forum
  • Review Google Workspaces Best Practices
  • Review sharing options for Google Docs for people outside the org (and maybe even without google account?) - archive
  • How does IT circle understand the Google Workspace Best Practices? Idea: Renaming and moving from ‘Documentation’ to ‘Policies’
  • offer GH training - did outreach reply?
  • visit circles after their meeting
  • Expand department circle audit for op roles
  • Forum engagement
  • Communication strategy
  • Google Groups
    • What to do with obsolete groups? E.g. permacultura@sociocracyforall.org merged into Movimientos regenerativos
    • Do we create Google Groups on request, or automatically when a circle is newly created?

Waiting for network model

  • how do we display CoP in our org diagram?
  • review Help Desk Directory (logkeeping/ IT support)
  • schedule next training (see notes 06-27)
  • circle role holder orientation

10-01 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: in 2 weeks

Agenda formation

→ comments on asana tasks

Maybe

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09-17 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting:

Agenda formation

  • manual audit of membership
    • Pame preparing list of members
    • Nathalie would like to have it for peerdom
    • add email
    • still needs verification from department leaders
  • Google Drive check-in
    • John and Jerry had conversation
    • single coworking for moving
    • having both drives for a while longer
    • searching for things is an issue
    • skill of using the tool?
    • talk with people
    • no clear sense what to do
    • encourage to respect boundries and set them, prevent burn-out
    • naming and organizing
    • revision of Google Best Practises [John]
    • Best Practises are quite complex, make them simpler
  • peerdom check-in
    • be more patient with circles
    • DU: SoFA English, SoTES, DUT
    • conversation with Thomas about Communities
    • clarifiy circles within next 1.5 months (GC decision)
    • will have uncertainty for a little while still
    • everyone in IT circle needs access?
    • management of seats as overhead?
    • seats: wait till it fills up
    • distribute accross departments
    • no actions at the moment, keep in mind
  • Dicsourse peeks
    • in co-working

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07-30 meeting

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Admin

  • Attendance: John, Nathalie, Pame

    • Secretary: Nathalie
    • Facilitator: John

  • Duration: 30 min

  • Minutes from last time:

  • Announcements: none

  • Next meeting:

Agenda formation

  • Report: we got the invoice from peerdom and John send it to Jerry
  • John created a new Googe Drive, doing a screenshare
    • What else do we need do do before announcing?
    • Having a co-working session on this
    • SomBU next week
    • Do we have a list of secretaries?
    • record a video and send it
    • communication strategy: all together (org diagram, drive)
    • excited to have a shared coworking space: an opportunity to make time for it
    • start telling people
    • next SomBU goes out to thursday
  • form
    • what is too much to ask for?
    • Q: do you know where you fit in the network model? How do you fit in in the network model?
    • is there anything else to ask for?
    • term for selection, not asking for links to the minutes
    • generally happy about this direction
    • incorporate feedback
    • only relevant for governance circles
  • Pame working on membership audit

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07-23 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting:

Agenda formation

  • peerdom update
    • 10 licenses and 3 apps
    • process of purchasing
    • 540 USD/ year
    • choice of apps seems fine
    • Nathalie created asana task
  • Google Drive
    • report from conversation with Jerry:
      • lots of files in it
      • hard to find things, ‘messy’, cluttered’
      • moving towards network model could lead to the drive being even more disorganized
      • many duplicate archive folders, idea: don’t use generic names but say ‘Archive IT circle’
      • inconsistency around file names
      • increased educational push
      • taking up more of this work ourselves or with secretaries
      • overwhelming history with many files
    • one idea from IT circle: create a new separate drive and leave the other as archive
    • reactions
      • good opportunity to review system
      • protocols and processes should be simple
      • less people will need documents
      • do we need community circles do use the drive?
      • introduce regular clean-ups e.g. delete old files
      • have things in mind when on-boarding secretaries
      • doesn’t seem to unorganized to be honest
      • tweaks and identify places where best-practices are not followed
      • how to incorporate network elements in the drive?
      • what work are we excited to do?
      • open to create a new drive
      • help with conceptualization
      • hands-on work around documents
      • what is the best communication strategy, there will be an update on our org diagram soon
      • invite secretaries to do co-working, have a session
      • review Google best practices document
      • how do we make sure that members don’t work in the previous drive
      • create new Google drive, think about permission, create the bones (John)
      • review Best practices
      • do we know the circle structure well enough?
  • meet weekly
  • how do we communicate?
    • send emails, also around membership audit
    • email sounds fine, use asana task

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06-11 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting:

Agenda formation

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05-28 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting:

Agenda formation

  • Report on what happened
    • not too much in asana
    • Nathalie fully trained to do Kumu updated
    • WIP international update on kumu
    • giving trainings
  • peerdom question, sociocratic mapping, prepare for IT circle meeting
    • embedding peerdom maps on website is now possible (was a request from SoFA)
  • keep organizational map up to date/ kumu audit
    • would like to do it
    • use permalink in kumu for circle
    • start conversation with circle early on, send them their permalink
    • not depended on software choice, information needs to be up to date anyway
    • obstacle: things changing in network model
    • circles shifting mid-audit?
    • wouldn’t like to do audit all over again after network shift
    • identifying member which are not active
    • infrastructure department will change regardless of the network model
    • we could start doing some work
    • proposal: do kumu audit, start with infrastructure department, Nathalie draft email and create audit framework on asana
  • every 4 weeks?
    • keep 2 weeks for now
  • conversation about communication strategy in log keeping team (possibly in two weeks)

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a few meetings skipped

04-16 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: April 30th

Agenda formation

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04-02

reviewing the backlog

03-19 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: 2 weeks April 2nd for 30mins

Agenda formation

  • Backlog conversation
    • Kumu operational roles audit
      • do we want to continue this into other circles?
      • forum notifications have been a lot about roles lately
      • time spend vs how useful it is
    • network model decision
      • which items are on hold?
      • logkeeping in the network model → bring to IT circle
    • forum: what do members need? notification system

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03-05 meeting → async coworking instead

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: March 19th

Agenda formation

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02-20 meeting

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Admin

  • Attendance: John, Nathalie
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: March 5

Agenda formation

→ take notes on asana tasks

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02-06 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: 2034-02-20

Agenda formation

  • report from zoom training with Jo/ SoPra - Nathalie
    • positive meeting
    • conversation around translation and having documents in different languages at the end of that meeting
    • questions about member dashboard is already on IT circle backlog
    • Jo sent Nathalie Spanish version of Zoom Recordings Policy
    • multi-language aspect is a greater conversation
    • who is in charge of the translations? proper way to translate materials, localization is not in our domain
  • facebook group moderation
    • John send an email as a response to Lea’s mail
    • really bad spam in SoFA facebook page
    • is it an IT question? where does is live?
    • there is a social media circle as subcircle of outreach
    • is it an open group? maybe close it
    • who is still using facebook?
    • → John willing to send this to social media circle social.media.circle@sociocracyforall.org
  • role holder orientation - https://app.asana.com/0/1201313291673275/1200476287480948/f
    • notes are on asana task
    • Question to membership support circle: What is the state of the model to do orientations/ onboarding a few times a year?
    • work on membership doesn’t apply anymore
    • what about membership in the new structure
    • having everything automated
    • question system we have and make it simple
    • which members will need IT support? difference in infrastructure and e.g. communities
    • have different tiers of membership and make it simple
    • more training in GH will be needed
    • there is a detailed backlog item in IT circle
    • future of working members? yes, will probably be in infrastructure. Delivery manage their own membership?
    • → things are confusing, revisit this when things/structure settle a bit more
  • drafting email to circle about operational roles in the policy manual
    • → Nathalie take it to co-working tomorrow

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01-23 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: 2024-02-06

Agenda formation

  • Department circle role description audit

    • Nathalie did clean-up and work on that task
    • Q: sofa-former-role-descriptions are you sure there are duplicates? yes. how did that happen? maybe roles held by different people
    • celebrate this work, show how it works
    • think about ways how to display roles, maybe in co-working
    • some of this things might become obsolete soon, do we need an audit? how do we make secretaries to do it?
    • cultural question still open, going into circle meetings, curious around celebration
    • technical idea: create reminders/notifications in forum that correspond with the term
    • bring more people into workflows in the forum
    • idea: send emails to circles?
    • how do the upcoming changes interact with our work?
      • build cultural shift now
      • changes are slow

  • Next steps:

    • finish task in co-working tomorrow [Nathalie, John]
    • put on backlog “expand department circle audit for op roles”
    • draft celebratory email/ write to department circles [Nathalie]

  • Workflows for obsolete role descriptions

    • Nathalie finished a subtask, John can continue working on this
    • Pame will look into existing duplicates

  • report on retreat - impact on IT/ logkeeping, what questions do we have

    • consented to move to new department circles
    • infrastructure circle to support all of SoFA
    • Q: partner consultants? not entirely clear about new model, still open question on membership,
    • Q: is this rather an IT circle topic? come back to question in IT circle meeting
    • log keeping an localization - how do we support multiple languages
      • network model
    • now SoFA English as delivery, infrastructure is for all, need to be smart about log keeping stuff, where to enforce it and where not?
      Our questions
    • Who are we giving SoFA emails?
    • Who is getting Drive access?
    • levels/tiers of membership
    • localization and logkeeping within this network model
    • level of connection we want to maintain with each circle
      → continue conversation in other circles

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  • hard to connect detail and high level mode
  • appreciate the generation of questions on the transition topic
  • focus on backlogs in 2024
  • overwhelmed (in the moment) by the changes coming from GC and surprised that there was a decision around departments

01-09 meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 60 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting: 2024-01-23

Agenda formation

  • looking at the backlog and take items off

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XX-XX meeting

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Admin

  • Attendance: John, Nathalie, Pame
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 30 min
  • Minutes from last time:
  • Announcements: none
  • Next meeting:

Agenda formation

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