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How to run Sanctuary: Difference between revisions
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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. 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. | ||
=== Lead === | ===Lead=== | ||
1 person | |||
====To Do list and deadline tracker==== | ====To Do list and deadline tracker==== | ||
This should be the person everyone (internal to Sanctuary and outside of Sanctuary) can go to to ask "What's the latest on task ___?" or "What's the latest on our question about ____?". The person in this role should be prepared to answer with "As of X days ago person Y was the one in charge of that, Y@ff.org is their email, the most recent update they gave me was Z, and I have a check-in scheduled with them about that task in W days." | This should be the person everyone (internal to Sanctuary and outside of Sanctuary) can go to to ask "What's the latest on task ___?" or "What's the latest on our question about ____?". The person in this role should be prepared to answer with "As of X days ago person Y was the one in charge of that, Y@ff.org is their email, the most recent update they gave me was Z, and I have a check-in scheduled with them about that task in W days." | ||
==== Email triage ==== | ====Email triage==== | ||
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 === | ===Policies and procedures=== | ||
1 - 2 people | |||
====Updating all the materials in the binder==== | ====Updating all the materials in the binder==== | ||
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===Volunteer liason=== | ===Volunteer liason=== | ||
2 - 5 people | |||
==== Track individual volunteers ==== | ====Track individual volunteers==== | ||
Keep track of individual volunteers: | Keep track of individual volunteers: | ||
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Let's hustle harder if 82/13=6 days have passed and we haven't filled another shift | Let's hustle harder if 82/13=6 days have passed and we haven't filled another shift | ||
==== 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 | Do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs you steal from the pool | ||
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===Communications=== | ===Communications=== | ||
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. 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. | ||
===Making space=== | ===Making space=== | ||
1 person | |||
====Booking training spaces==== | ====Booking training spaces==== | ||
Have an accessibility contact | Have an accessibility contact | ||
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===Sanctuary setup=== | ===Sanctuary setup=== | ||
1 - 2 people | |||
==== Look over Sanctuary materials while on a work weekend ==== | ====Look over Sanctuary materials while on a work weekend==== | ||
Requires a car | Requires a car | ||
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Requires a car | Requires a car | ||
=== Planning the space === | ===Planning the space=== | ||
1 - 2 people | |||
==== 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? | ||
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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 === | ===Ambassador/Collaborator=== | ||
1 person | |||
====Ambassador: Compare notes with Sanctuaries at other Burns==== | ====Ambassador: Compare notes with Sanctuaries at other Burns==== | ||