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

Realities

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

Video introduction to Realities

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

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The Needs

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.

Inspiration:

• 2019 Kiez Burn realities

• Borderland 2020 realities

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

• description:

  • 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

• Tickets

• Legal & Safety

• Fire Safety

• Security

• First Aid 

• Toilets 

• Site Liaison & local relations

• Site planning/placement

• Storage

• Kieze facilitation

• Volunteers coordination

• Transport

• Site leads

• Dreams granting & guidance

• Dreams platform 

• Build setup

• Toolhaus

• Water + showers  

• Power

• Signage

• Gate & greeters

• Event Lead + Program booklet

• Parking 

• Wandering rangers

• Welfare

• Leave No/Better Trace

• Opening ceremony 

• Strike

• Instructional videos 

• Translations into German

• Realities

• Comms:

  • Survival guide

  • Website

  • Facebook

  • Talk moderation

  • Newsletter

• Guide "how we work together"

• Leadership succession

• Consent guidance

• Conflict resolution

• Regulations: sound

• census

• Board & advisors

• Finance

Responsibilities

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

Dependencies

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

Landing page:

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

In this Drive Doc we are working on the Realities Landing Page content and the Realities description for the platform itself.

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:

1. 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.

2. 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.