Log Keeping team operational meetings [2025]

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?
  • how many circle information meta data do we want to have in our circle minutes?
  • rename groups on forum - Network Member
  • update header on our forum

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

04-22 meeting

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Admin

  • Attendance: John, Nathalie
    • Secretary: Nathalie
    • Facilitator: John
  • Duration: 45 min
  • Minutes from last time:
  • Announcements:
    • updated forum software
  • Next meeting: May 13th, 45min from now on

Agenda formation

  • merge log keeper and IT support roles
    • support
      • Respond to support requests from SoFA Members and clients in a timely and helpful manner
      • Resolve issues directly or escalate them to the Web and IT Administrators
      • Handle IT Support Requests as per the IT Support Kanban Usage Policy
    • logkeeper support
      • Responding to SoFA Member and community support requests
      • Support Log Keeper with various tasks including: maintaining circle updates, maintaining Google Drive File organization and permissions
      • Perform IT administrative tasks
    • assign a person a role that fit the work that they were doing
    • are they distinct roles? could merge and then have a focus point
    • conversation around roles as 1-person circles and not so work oriented, some ideas there for the future (and questions)
    • Nathalie will continue (re-) working IT circle support roles
  • policy manual improvements
    • installed plugins on main forum instance, not activated yet
    • interested in category docs plugin and enable for policy manual
    • how to organize the policy manual category?
    • review roles and see which ones are not in peerdom
    • how can we navigate information best? user experience!
    • idea: make two categories (policies & documentation)
    • idea: disable preview of topics, custom landing page
    • continue conversation in co-working

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04-01 meeting

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Admin

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

Agenda formation

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  • was a useful meeting!
  • very happy to keep working on this in co-working or other times
  • how do we encourage staff members to take advantage of this?
  • discourse is a lovely piece of software!
  • focuse on staff members feels good and doable!

03-21 meeting

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Admin

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

Agenda formation

  • scheduling
    • 1400 on Tuesdays now, next time 1h to have more time to discuss policy manual and maybe do backlog review

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03-04 meeting

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Admin

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

Agenda formation

  • merge request
    • John asking a few questions
    • feedback? it is an expensive process, could re-evaluate GH merge feature, also error-prone, but worked fine with given documentation
  • policy manual
    • solicit more feedback
    • unhappy with current situation
    • is it alive? is the forum the right space? is it helpful for circles? where to store ‘mini policies’?
    • duality of the forum (public/ private) (publishing/ discussion)
    • aspect of documentation and history
    • IT circle has policies in the policy manual
    • biggest issues are cultural within SoFAN
    • still excited about forum/ discourse technology
    • it seems there is more engagement with peerdom then the policy manual
      • more guiding in peerdom?
    • next: what do we imagine? how to make it more alive?
    • continue in next log keeping meeting

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02-18 meeting

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Admin

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

Agenda formation

  • enabling chat in forum [R]
    • task done :tada:
    • CJ replied: forum chat could fulfill need that slack is filling, slack might not be fulfilling our needs, moving could be fine
    • action item from restorative circle: using chat more for quick feedback, transitioning to forum could be fine (Audrée)
    • John still excited about this work (and action item came quickly)
  • how to get tasks done? what’s blocking?
    • not every task can be exciting
    • attention split
    • amount of tasks - how to get ahead of things?
    • concern to post under each topic and bump it all up, flooding front page?
    • Nathalie will reflect on her task management
    • sometimes it lacks the initial clarity to get into doing
    • question often asking myself: is it really important?
  • next project after peerdom? having a “design processs”?ideas
    • clean up work/ audits
    • chat
    • policy manual - improvements/ design: what’s the next iteration?
    • → policy manual sounds like a good one! get started in next meeting
  • look at backlog

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01-29 meeting @ co-working

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Admin

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

Agenda formation

  • deal with role sub-category in policy manual
    • proposal: come up with template response, respond to each role description in the legacy policy manual
    • agreed!
    • Nathalie will do
  • encourage role descriptions on peerdom - how?
    • start at our home circle - IT! (Nathalie still has action item around this)
    • spread out from there
  • enable chat on forum
    • I want to do it! (John)
    • some hesitance around roll-out - is it just another tool we offer but nobody knows?
    • still just do it?
    • talk to infrastucture and IT?
    • more exploration around chat-tools and how they could integrate with SoFA
    • doesn’t seem like a log keeping decision, more IT circle domain - or website? checking domain statements
    • get input from @cj.oreilly (sys admin) and decide with them [John]

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01-21 meeting

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Admin

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

Agenda formation

  • operational pieces from IT circle conversation 2024-10-21 role descriptions in peerdom
    • review documentation and workflow
    • deal with role sub-category in policy manual
      • archive?
      • transfer role descriptions?
      • proposal: come up with template response, respond to each role description in the legacy policy manual
      • change name of category to archived
      • stop referring to role descriptions on forum
      • continue in coworking tomorrow
    • encourage role descriptions on peerdom
      • how?
  • enable chat on forum

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XX-XX meeting

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Admin

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

Agenda formation

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