Minutes:Strategy Session 20140810

Strategy Session/Workshop was held on Sunday August 10th, from 3-7pm. It was led by Roger S.

Stalled Projects

Group Members: Matt Gardeski, Nate Warnick, Ted Hansen, Steve Brook, Jody Raiford

Problem Statement

Projects important to i3 don’t get finished because people lose motivation.

Root Causes

• We don’t empower people and support project leadership.
• We tolerate nit picking / bike shedding / balloon popping / second guessing, which discourages people.

Recommendation

• Assign, appoint, or accept a single project champion.
• Create a template for each project which includes who the champion is, other project definition details, and responsibilities (e.g., reporting).
• Each project should gain official approval of the Board or an Officer, and the champion should provide regular updates on progress and roadblocks.
• Members and the Board should moderate the second-guessing, nit picking, etc. as a cultural norm.

Action Plan

• Develop a project information template Ted H 19 Aug 2014
• Review and get buy-in on the form from membership Ted H 20 Aug 2014

Clutter and Messes

Group Members: Konrad Brown, Ben Davis, Terry Wynn, Greg Smith, Matt Arnold

Problem Statement

People leave tools and materials on work surfaces around the space.

Root Causes

• Repeat offenders do not clean up after themselves and leave messes.
• There’s no way to track who is leaving the mess.

Recommendation

• Assign cleaning duties to each member.
• Pay a cleaning service.

Action Plan

• Investigate and create a proposal to bring before the Board for cleaning services Terry W Sept Board mtg

Certification and Training

Group Members: Konrad Brown, Ben Davis, Terry Wynn, Greg Smith, Matt Arnold

Problem Statement

• People don’t know how to use tools.
• They don’t want to admit they don’t know or don’t want to take the time to learn (e.g., hurrying to finish a project).

Root Causes

• People are in a hurry, not taking time to get training.
• Lack of clear communication about what training is required (which tools).
• Lack of training, or availability of training.

Recommendation

• Provide training or certification (as appropriate)
• Use RFID or thumbprint systems to enable tools for people who are trained / certified.
• Develop video training so it’s more available
• Post a list of trainers and wardens
• Advise members who bring their tools to i3 for general use of the membership to consider marking that training or certification is required.“Where does this go?” boxes – members clean up tables and benches
• Make more trainers – list them on the machine and on wiki
• Post trainer / warden for major tools with pictures by the cork board

Action Plan

• Email Zone Coordinators with recommendations Konrad B 30 Sept 2014
• Organize ZW training at least once a year or when new wardens are appointed
• Terry W, Greg S, Matt A
• Look into options for tool enabling system. Konrad B 31 Oct 2014
• Email ZWs about “Where does this go?” box training for members and wardens.Terry W

Member Involvement

Group Members: Nate Bezanson, Mike Fink, Jamie Burdeski, Charlie Rysenga, Matt Weber

Problem Statement

• Lack of participation
• Community has isolated goals and isolated use of the space
• Burnout
• Work is concentrated on officers who become fatigued
• A lot of members don’t know each other

Root Causes

• We don’t do a good job of communicating family vs customer to new members.
• It’s potentially intimidating for new members to participate (e.g., potlock).
• Lack of trust of new members.
• Lack of enforcement of existing responsibilities and privileges. Existing members not taking responsibility.

Recommendation

• Incentive: member storage depends on helping maintain member storage
• Potlock attendance required / encouraged / whatever
• Encourage reading of broadcasts / emails by making them more relevant
• Get members more involved in individual zones rather than giant space all at once.Rely less on anecdotes and gut feelings about how involved the new members are by figuring out
• metrics and data we can glean from things like the Google Groups and door activity and whatever.

Action Plan

• Ping zone wardens before each meeting, asking for updates
  • No such thing as a “no updates” update
  • Tell us about activity, projects, supplies, and classes
  • How many people have asked for training or come to the most recent?
  • What’s the state of tool abuse / damage / maintenance / replacement?
  • How can an interested person help?
  • Spotlight one ToDo item per update
  • These updates go into the meeting agenda which becomes minutes. Ultimately this is probably the Secretary’s job, but for the time being, the action item is for Nate B to write a script that emails the ZWs two days in advance of each meeting with the above reminder.
  • Nate B 19 Aug 2014
• Add “Meet a Zone Coordinator” to the new-member process, talk about what their week is like and how members, including this one, can get involved. Talk to Max and Jon, update the forms, and talk about further ways to bring new members into greater involvement in the zone(s) they care most about.Nate B 26 Aug 2014
• Secretary talk to membership coordinators about how to quantify member involvement.Jamie 19 Aug 2014
• Ongoing consideration as the new keypad system is written.