Inclusive & effective volunteering: Realities set up
Why we do this
Fulfilling all the Needs for Kiez Burn and enabling dreams of Kiez Burners, can be a bit overwhelming. Whereas in the past, we centrally coordinated everything, we decentralized to unburden volunteers, be more inclusive & make it more fun.
The challenge now:
mapping the Needs and Responsibilities that are needed to fulfill all the Needs & enable all the dreams
Providing transparency on how people can help in the co-creation process
We required a central place where all the Needs and Responsibilities are mapped so to:
enable leads to identify weak spots in the event organization and flag it
volunteers can see where help is still needed
Realities is a co-creative tool:
anyone can add "Needs" and "Responsibilities" and edit descriptions
anyone can sign up to fulfill a Need or Responsibility
Kicking off 2020 planning
refining the tool
we want to enable markdown in Realities , @Zach Dunton is going to upgrade the tool so we can. ==> DONE
@Zach Dunton Can we have an update of the following points?
There is a feature request from the Realities team to be able to list the Needs on relevance order, placing the Event Critical Needs on the top, followed by the rest OR Create sub-groups within the needs ( Communication; Event Critical; On Site; Orga...) --> IN PROGRESS
Enable ( in Adm Mode) to move the needs & responsibilities up and down. ->
We want to track usage of Realities so we can see if we are reaching the people we want to reach. ==> IN PROGRESS
add in the emails from 2019 realities into the 2020 realities. Once Realities 2019 was migrated in order to start with the Realities set up 2020, we figure all the email addresses from the 2019 were removed as well, for what we are not able to fill in the Guide's email address cell (Until that person actually signs up again on the platform). -> IN PROGRESS
add description field on top of realities, above the needs & realities. OR / And enable add a description on the "About" section. -> content still in process
These must be very clear, so it becomes easy for people to navigate & identify what they would be up to volunteering for. We could consider adding a group name to the Need name. We could also add "(event critical)" next to the Need to signal extra attention needed as we did in 2019.
Every Need should contain:
Guide: who can help someone who volunteers to realize the need
Realizer: this is the person that coordinates the efforts to realize the Need
what is this Need? What information is useful?
we use the description template from Borderland
Link to talk group or threads
Dependencies: which areas/Needs are depending on each other
listing the Needs
Legal & Safety
Site Liaison & local relations
Dreams granting & guidance
Water + showers
Gate & greeters
Event Lead + Program booklet
Leave No/Better Trace
Translations into German
Guide "how we work together"
Board & advisors
The Responsibilities fulfill the parent-Need. They are a bit more granular, but still broad enough to allow the volunteer to feel ownership and freedom in self-defining how he/she/they fulfill the parent-need.
Every Responsibility should contain:
We should have a template for new Responsibilities (see comment) so to make the below an automatism & explain things. This is dependent on Realities being upgraded (see above)
Guide: who can help someone who volunteers to realize the Responsibility (e.g. the Realizer or Guide of the parent-Need)
Realizer: this is the person responsible
description: see template:
what is this Responsibility?
who could realize it? (describe the attributes a volunteer has that would qualify them to take on the Responsibility)
what tasks are involved: to give the volunteer an idea of what will be expected of him/her/they
Link to talk group or threads
Dependencies: what Needs depends on each other
We add dependencies to complete the mapping and establish which Needs are dependent on each other.
This is important not only for the general overview, but to enable the person fulfilling a Need, to recognize which other Needs are affected/related to it, and seek for advice from the Dependencies (if any Advice Process is being carried)
Dependencies have been added. But we still need:
the word/advice of Guides 2020 ( Leads from 2019) to accurately define which areas depend on each other. If more dependencies need to be mapped, they can be easily added by the Guide or Realizer. ( i don't see any other way to accurately do this)
Consider this: the Dependencies of a Need are mapped. The dependencies of a Need are not the same as the Dependencies of a Responsibility. This means, if we wanna go for perfect, this is not quite the case.
Dependencies of Responsibilities are not added. They could be added by the Realizers who will better know about the dependencies
Realities needs a Description box to put above all the Needs and Responsibilities as well as a Landing page where to have it all explained in detail for volunteers
New Needs 2020:
Realities have been settled based on the Needs of KiezBurn 2019 and what we have been co-creating in workshops and meetings.
To implement an effective Advice process we need to make clear which are de Dependencies of each Need
If new Needs are important to list, please share/ comment/ update this thread and specify shortly what would that Need be fulfilling and its Dependencies
So far the new Needs for 2020 suggested by now are the followings:
New Need: Conflict Resolution:
Here @Hanna-Maija (Animal) expressed interest in making a code of conduct. ( https://talk.kiezburn.org/d/nS1tjKv5/kb-code-of-conduct)
also, there is here another Thread from @Saskia (The Fuzzy Facilitator) to recruit a Team for Conflict Escalation https://talk.kiezburn.org/d/v8trRCed/-conflict-escalation-mediator-registry-
As these threats evolve, this Need and its Responsibilities & Dependencies will be clarified. also, Realities will be updated.
New Need: Learn from the past - Documentation Post Mortem
Helping 2020 and 2021 volunteers
It is a struggle to find all the info from previous years that could help the volunteer to fulfill the Responsibility. It is also a struggle to get said volunteers to document for future generations.
Here a thread Kiez Burn Manual & Post Mortem where we build up a system to keep our learnings.