How to run Sanctuary - Revision history

Zieve: /* Proposed structure */

2020-01-14T14:00:15Z

Proposed structure

← Older revision		Revision as of 10:00, 14 January 2020
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	==Proposed structure==		==Proposed structure==
	Running Firefly Sanctuary to its full potential is a ton of work. However, with enough forethought, it could be spread out over a large group of volunteers and several months, instead of the usual situation where most of the work falls to one or two people in the last month before Firefly.		'''Problem statement'''

			Running Firefly Sanctuary to its full potential is a ton of work. However, with enough forethought, it could be spread out over a large group of volunteers and several months, instead of the usual situation where most of the work falls to one or two people in the last month before Firefly. However, it doesn't do any good just to enlist a lot of people to help, if there aren't clearly delineated responsibilities: You end up with a bad situation where people are frustrated and not working because they're always waiting to be told what to do, or they're always stepping on the toes of someone else with an overlapping role.

			'''Proposal'''

	One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people.		One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people.

Zieve: /* Role 8: Ambassador/Collaborator/Historian */

2020-01-14T13:47:44Z

Role 8: Ambassador/Collaborator/Historian

← Older revision		Revision as of 09:47, 14 January 2020
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	mysticgreene was Sanctuary Lead at Nectr		mysticgreene was Sanctuary Lead at Nectr

	~~[[Mailto:~~esd@lakesoffire.org~~\|esd@lakesoffire.org]]:~~ "My name is ~~Nici~~ and I am the Emergency Services Lead at Lakes of Fire in Michigan"		esd@lakesoffire.org "My name is ____ and I am the Emergency Services Lead at Lakes of Fire in Michigan"

	====Collaborator====		====Collaborator====

Zieve: /* Updating all the materials in the binder */

2020-01-14T13:46:30Z

Updating all the materials in the binder

← Older revision		Revision as of 09:46, 14 January 2020
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	*Child response guidance sheet		*Child response guidance sheet
	*Suicidality guidance sheet		*Suicidality guidance sheet
			*Zendo
	*Extra readings		*Extra readings
	*What to do when someone visits and is looking for someone		*What to do when someone visits and is looking for someone
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	====Track individual volunteers====		====Track individual volunteers====
	~~Keep~~ track of ~~individual volunteers~~:		I think we should keep a file (probably a Google Doc template) for each individual volunteer. This would help us get people caught up if they're coming into the process late, and help us remember a volunteer's context when they reach out to us for information. The file would keep track of:

	*What training is this person signed up for?		*What training is this person signed up for?
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	*Are they interested in doing an LS shift?		*Are they interested in doing an LS shift?
	*Are they signed up for shifts?		*Are they signed up for shifts?
	*Do they have signup permissions?		*Do they have signup permissions in the schedule system?
	*Do they have a ticket?		*Do they have a ticket to Firefly?
	*Do they have any flexibility to move their shift to an understaffed time, or to take on more shifts?		*Do they have any flexibility to move their shift to an understaffed time, or to take on more shifts?
	*Are they in the Boston area and should be invited to the picnic or other social events?		*Are they in the Boston area and should be invited to the picnic or other social events?

	~~It would be awesome to be able to keep track of individuals this way, but it could be a lot of work.~~ This year we have 73 volunteers; I think it would be nice to have a Volunteer ~~Liasion~~ for every 20 people		This year we have 73 volunteers; I think it would be nice to have a Volunteer Liaison for every 20 people

	====Sign people up for trainings and create a waitlist====		====Sign people up for trainings and create a waitlist====
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	====Deciding who should be Subject Matter Expert On-Call====		====Deciding who should be Subject Matter Expert On-Call====
	One person should do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs they ~~steal~~ from the pool		One person should do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs they pluck from the pool

	Record their credentials in the "Profiles of the people on call"		Record their credentials in the "Profiles of the people on call"
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	1 person		1 person

	~~Keep track of all~~ the ~~tidbits of information that need~~ to ~~go out,~~ and ~~draft them into nice emails (copy editing). Make a Google Sheet to collect~~ the emails ~~of everyone who should get~~ that ~~email, and poke Volunteer Liaisons~~ to ~~get that sheet up~~ to ~~date before they send out the communication~~.		Write the updates to the webpage and the emails that will go out to many people. The main task here is to write really clearly and concisely.

	===Role 5: Event planning===		===Role 5: Event planning===
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	Can you make the bathrooms gender neutral?		Can you make the bathrooms gender neutral?

	====Organizing ~~the~~ picnic or other social events====		====Organizing another picnic or other social events====
	Let's make Sanctuary a social thing!		Let's make Sanctuary a social thing!

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	====Ambassador: Compare notes with Sanctuaries at other Burns====		====Ambassador: Compare notes with Sanctuaries at other Burns====
	enjoyingthedance@gmail.com was sanctuary co-lead at ~~COnstellation~~ Burn		enjoyingthedance@gmail.com was sanctuary co-lead at Constellation Burn

	mysticgreene was Sanctuary Lead at Nectr		mysticgreene was Sanctuary Lead at Nectr

Zieve: /* Other ideas to consider */

2020-01-09T22:10:26Z

Other ideas to consider

← Older revision		Revision as of 18:10, 9 January 2020
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	#Have accessibility info: "At Sanctuary you can sit, here's how you get up there, if you're on call we want you to be able to head straight to Sanctuary..."		#Have accessibility info: "At Sanctuary you can sit, here's how you get up there, if you're on call we want you to be able to head straight to Sanctuary..."
	#Anyone who helps--especially overnight--with a case of psychosis or mania, should be dismissed from all Sanctuary duties for the rest of the event. Otherwise it creates burnout.		#Anyone who helps--especially overnight--with a case of psychosis or mania, should be dismissed from all Sanctuary duties for the rest of the event. Otherwise it creates burnout.
			#Have comfort food, in a cooler

	==Other mistakes to learn from==		==Other mistakes to learn from==

Zieve: /* Ambassador: Compare notes with Sanctuaries at other Burns */

2019-11-22T19:23:11Z

Ambassador: Compare notes with Sanctuaries at other Burns

← Older revision		Revision as of 15:23, 22 November 2019
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	mysticgreene was Sanctuary Lead at Nectr		mysticgreene was Sanctuary Lead at Nectr

			[[Mailto:esd@lakesoffire.org\|esd@lakesoffire.org]]: "My name is Nici and I am the Emergency Services Lead at Lakes of Fire in Michigan"

	====Collaborator====		====Collaborator====

Zieve: /* Design the space */

2019-11-08T13:48:08Z

Design the space

← Older revision		Revision as of 09:48, 8 November 2019
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	====Design the space====		====Design the space====
	How can we create privacy, coziness, etc, with how things are laid out and what is available in the space?		How can we create privacy, coziness, etc, with how things are laid out and what is available in the space?

			At least one participant refused to enter sanctuary because they didn't like the vibe, it didn't feel cozy.

	====Creating a budget and ordering new materials====		====Creating a budget and ordering new materials====
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	'''Historian: Read through materials from previous years to find ways to improve the present year'''		'''Historian: Read through materials from previous years to find ways to improve the present year'''

	* AARs		*AARs
	* Case logs		*Case logs
	* Feedback form responses		*Feedback form responses
	* Extra credit: Old emails to sanctuary@fireflyartscollective.org		*Extra credit: Old emails to sanctuary@fireflyartscollective.org

	==Other ideas to consider==		==Other ideas to consider==

Zieve: /* Role 3: Historian */

2019-11-05T22:13:45Z

Role 3: Historian

← Older revision		Revision as of 18:13, 5 November 2019
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	There were six trainings this year, maybe they can be split up so one person doesn't have to do all six?		There were six trainings this year, maybe they can be split up so one person doesn't have to do all six?

	=== Role 3~~: Historian ===~~		===Role 3: Volunteer liaison===
	~~1 person~~

	~~'''Read through materials from previous years to find ways to improve the present year'''~~

	* AARs
	* Case logs
	* Feedback form responses
	* Extra credit: Old emails to sanctuary@fireflyartscollective.org

	~~===Role 4~~: Volunteer liaison===
	2 - 5 people		2 - 5 people

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	Record their credentials in the "Profiles of the people on call"		Record their credentials in the "Profiles of the people on call"

	===Role 5: Communications===		===Role 4: Communications===
	1 person		1 person

	Keep track of all the tidbits of information that need to go out, and draft them into nice emails (copy editing). Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liaisons to get that sheet up to date before they send out the communication.		Keep track of all the tidbits of information that need to go out, and draft them into nice emails (copy editing). Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liaisons to get that sheet up to date before they send out the communication.

	===Role 6: Event planning===		===Role 5: Event planning===
	1 person		1 person

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	Let's make Sanctuary a social thing!		Let's make Sanctuary a social thing!

	===Role 7: Sanctuary setup===		===Role 6: Sanctuary setup===
	1 - 2 people		1 - 2 people

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	Requires a car		Requires a car

	===Role 8: Planning the space===		===Role 7: Planning the space===
	1 - 2 people		1 - 2 people

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	We need a way to keep the case forms dry		We need a way to keep the case forms dry

	===Role 9: Ambassador/Collaborator===		===Role 8: Ambassador/Collaborator/Historian===
	1 person		1 person

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	*Accessibility		*Accessibility
	*Touchpoints		*Touchpoints

			'''Historian: Read through materials from previous years to find ways to improve the present year'''

			* AARs
			* Case logs
			* Feedback form responses
			* Extra credit: Old emails to sanctuary@fireflyartscollective.org

	==Other ideas to consider==		==Other ideas to consider==

Zieve: /* Role 2: Policies and procedures */

2019-11-05T22:12:01Z

Role 2: Policies and procedures

← Older revision		Revision as of 18:12, 5 November 2019
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	There were six trainings this year, maybe they can be split up so one person doesn't have to do all six?		There were six trainings this year, maybe they can be split up so one person doesn't have to do all six?

	===Role 3: Volunteer liaison===		=== Role 3: Historian ===
			1 person

			'''Read through materials from previous years to find ways to improve the present year'''

			* AARs
			* Case logs
			* Feedback form responses
			* Extra credit: Old emails to sanctuary@fireflyartscollective.org

			===Role 4: Volunteer liaison===
	2 - 5 people		2 - 5 people

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	Record their credentials in the "Profiles of the people on call"		Record their credentials in the "Profiles of the people on call"

	===Role 4: Communications===		===Role 5: Communications===
	1 person		1 person

	Keep track of all the tidbits of information that need to go out, and draft them into nice emails (copy editing). Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liaisons to get that sheet up to date before they send out the communication.		Keep track of all the tidbits of information that need to go out, and draft them into nice emails (copy editing). Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liaisons to get that sheet up to date before they send out the communication.

	===Role 5: Event planning===		===Role 6: Event planning===
	1 person		1 person

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	Let's make Sanctuary a social thing!		Let's make Sanctuary a social thing!

	===Role 6: Sanctuary setup===		===Role 7: Sanctuary setup===
	1 - 2 people		1 - 2 people

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	Requires a car		Requires a car

	===Role 7: Planning the space===		===Role 8: Planning the space===
	1 - 2 people		1 - 2 people

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	We need a way to keep the case forms dry		We need a way to keep the case forms dry

	===Role 8: Ambassador/Collaborator===		===Role 9: Ambassador/Collaborator===
	1 person		1 person

Zieve: /* Lead */

2019-07-13T21:01:30Z

Lead

← Older revision		Revision as of 17:01, 13 July 2019
Line 6:		Line 6:
	One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people.		One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people.

	===Lead===		===Role 1: Lead===
	1 person		1 person

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	Someone should keep track of each email (in a spreadsheet? With labels in gmail?) and make sure they got followed up on in a timely manner by the right person		Someone should keep track of each email (in a spreadsheet? With labels in gmail?) and make sure they got followed up on in a timely manner by the right person

	===Policies and procedures===		===Role 2: Policies and procedures===
	1 - 2 people		1 - 2 people

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	You must practice		You must practice

	There were six trainings this year, maybe one person doesn't have to do all six?		There were six trainings this year, maybe they can be split up so one person doesn't have to do all six?

	===Volunteer ~~liason~~===		===Role 3: Volunteer liaison===
	2 - 5 people		2 - 5 people

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	*Are they in the Boston area and should be invited to the picnic or other social events?		*Are they in the Boston area and should be invited to the picnic or other social events?

	It would be awesome to be able to keep track of individuals this way, but it could be a lot of work. This year we have 73 volunteers; I think it would be nice to have a Volunteer ~~Liason~~ for every 20 people		It would be awesome to be able to keep track of individuals this way, but it could be a lot of work. This year we have 73 volunteers; I think it would be nice to have a Volunteer Liasion for every 20 people

	====Sign people up for trainings and create a waitlist====		====Sign people up for trainings and create a waitlist====
	We're very happy we used a waitlist		We're very happy we used a waitlist: About half of the people confirmed for each training showed up; it's good to have a backlog and send several reminders.

	About half of the people confirmed for each training showed up; it's good to have a backlog and send several reminders.

	We can probably use volunteer.fireflyartscollective.org better as a training signup system than a shift signup system		We can probably use volunteer.fireflyartscollective.org better as a training signup system than a shift signup system
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	====Deciding who should be Subject Matter Expert On-Call====		====Deciding who should be Subject Matter Expert On-Call====
	Do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs ~~you~~ steal from the pool		One person should do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs they steal from the pool

	Record their credentials in the "Profiles of the people on call"		Record their credentials in the "Profiles of the people on call"

	===Communications===		===Role 4: Communications===
	1 person		1 person

	Keep track of all the tidbits of information that need to go out, and draft them into nice emails. Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer ~~Liasons~~ to get that sheet up to date before ~~you~~ send out the communication.		Keep track of all the tidbits of information that need to go out, and draft them into nice emails (copy editing). Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liaisons to get that sheet up to date before they send out the communication.

	===~~Making space~~===		===Role 5: Event planning===
	1 person		1 person

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	Let's make Sanctuary a social thing!		Let's make Sanctuary a social thing!

	===Sanctuary setup===		===Role 6: Sanctuary setup===
	1 - 2 people		1 - 2 people

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	Requires a car		Requires a car

	===Planning the space===		===Role 7: Planning the space===
	1 - 2 people		1 - 2 people

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	We need a way to keep the case forms dry		We need a way to keep the case forms dry

	===Ambassador/Collaborator===		===Role 8: Ambassador/Collaborator===
	1 person		1 person

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	==Other ideas to consider==		==Other ideas to consider==

	#Creating shifts where Sanctuary volunteers wander, with or without Rangers		#Creating shifts where Sanctuary volunteers wander, perhaps with or perhaps without Rangers
	#Use the online volunteer system for TRAININGS signups, and use a Google Doc for the schedule.		#Use the online volunteer system for TRAININGS signups, and use a Google Doc for the schedule.
	#Set up weekly "Sanctuary Committee" meetings right from the start (April)		#Set up weekly "Sanctuary Committee" meetings right from the start (April)

Zieve at 20:55, 13 July 2019

2019-07-13T20:55:38Z

← Older revision		Revision as of 16:55, 13 July 2019
Line 2:		Line 2:

	==Proposed structure==		==Proposed structure==
	Running Firefly Sanctuary to its full potential is a ton of work. ~~Delegation is key. This section will list tasks that are great candidates for delegation. It's possible to imagine us having~~ a ~~different person assigned to each~~ of ~~these tasks~~, ~~possibly avoiding~~ the usual situation where ~~a few people end up doing a stressful amount~~ of work~~! In an ideal world we'll~~ have one ~~person on~~ each of ~~these~~ roles, ~~one person who is "~~backup~~" should the first~~ person ~~get~~ busy, ~~and have~~ weekly ~~meetings~~ starting in April ~~where all these folks~~ get ~~together~~ to work ~~on things~~ and ~~share updates~~.		Running Firefly Sanctuary to its full potential is a ton of work. However, with enough forethought, it could be spread out over a large group of volunteers and several months, instead of the usual situation where most of the work falls to one or two people in the last month before Firefly.

			One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people.

	===Lead===		===Lead===