Kiez Burn Manual & "Post Mortem 2019"
How To Kiez Burn _ What happened to the Post Mortem?
This thread is to share what we’ve been working on regarding Documentation and Learnings, as well as to gather input and ideas on how it could be improved. If you were wondering what happened to the 2019 Post Mortem, keep on reading.
Kiez Burn Manual index
Finding and gathering specific information is a true struggle! There was a document called “Post Mortem”, created in order to gather feedback and learnings directly from each Lead (realizer) As cool as it was, we felt there were some opportunities to improve its usability.
We propose and realize a Kiez Burn Manual, where the most practical and specific information on how to fulfill a Need (Responsibility, Task, Role) is easily accessible, concise and accumulative of previous learnings. We hope this will help the accessibility of the engagement for volunteers and newbies.
We also ask for your input to make it better (go to “Improvements - Challenges - Questions / How could you help?” at the bottom)
Longer Version (7 minutes lecture)
Who and why us?
We, @Veroca R. Sala (Volunteers Lead 2019) and Cris Olano (Wondering Rangers Lead 2018 & 2019) stepped up during the General Assembly (Q4 2019) to take care of 2019 Documentation, einfach so.
How was it done before?
Once the event was over, one or several people took on the task of creating a Post Mortem. This consisted of a list of questions regarding the role at Kiez Burn, which were emailed to the different Leads. After following up, all answers would be gathered in a document available to everyone.
Where do we see the problems?
Information / Documentation:
We understand that gathering specific information is a great struggle because most of it about “How to Kiez Burn” is scattered throughout different Post Mortems, private documents, Realities, Talk and a million Google Folders.
Realities Platform offers a good perspective on what is needed to do, but not that much on how. Short descriptions and links to threads and Docs are available there, but broader information, exact numbers, are still hard to find.
Talk is great to discuss and as an archive source, but extremely time consuming while researching specific questions.
Moreover, many important inputs that affected some decisions are often lost in long conversations. This will nevertheless more likely improve as we get better with Talk.
Previous Post Mortem:
Is, in our perspective, a feedback-document, more focused on the past experiences than in how to do it in the future, which is great, but not that useful.
We understand that this format, as it is now, lacks more practical information on how to fulfill a role. This is essential for inexperienced hippies and newbies, who want to take on responsibilities.
We identified that new people, who are eager to engage, find it difficult to access information. It requires a too long learning and researching process to start doing something.
Sometimes Needs and people’s skills are a match, sometimes don’t. As an inexperienced in one particular topic, stepping up to take on a responsibility could be appreciated as a bigger work than it is, when the information is not clear or easy to find.
Are excellent to help out, partner up, get personal council, etc, but this roles still have challenges:
The “expert” person in one matter may not be available for the next year, which means this guidance and maybe wisdom getting lost.
Guides may be busy and don’t have the time to repeat the same things over and over, neither to “babysit” other peeps.
What do we propose?
Our dream is that anyone, who wants to take over a responsibility has, regardless of their experience, a clear path on how to fulfill a Need, with links to broader information, if they wishes to research deeper.
We see a BIG document (Google Doc so far, but very open to suggestions) gathering, in an structured and concise way, the precise information anyone (could) need to carry on a Responsibility.
We want to start this process and settle this idea, but it’s a work in progress. It’s not supposed to be finished this year, maybe never.
An introduction on our burny philosophy, tools, procedures and general info could as well be part of it.
For every Need, there will be a section including:
Previous Realizers and Guides
Short description of the task
How this task could be realized step by step
Numbers (Kw/h, volunteers schedule, €, dB,..)
Time and Effort
Role email & Password if used
If someone, as a realizer, goes for a different methodology, both could be kept in the Manual with pros and cons, for the next realizer to decide which one they want to implement.
The use of this manual is definitely not compulsory, everyone taking over a responsibility will at all moments decide whether they use it or not.
How is this happening?
Create a team, meet and discuss.
Create a template and send it over to all the 2019 Leads. Feel free to comment or make it better.
The idea of the template is to keep the whole document with a similar structure and giving inspiring questions, but ultimately, every Lead could adjust the information to the particularities of their task.
Follow up and remind Leads to fill up their templates
Gather all templates in the same document.
Add a Responsibility for documenting learnings and how-tos under each Need on Realities.
Open a Talk thread: make it public, share the document.
Gather potential further input.
Describe this procedure on each Need in Realities platform.
Add links (in each section of the Manual) to relevant Talk threads.
Implement potential changes and improvements gathered in Talk.
Continuity - next years
We envision that the online, collaborative and co-creative nature of this document shouldn’t generate a big amount of work for anyone, while being available for everyone.
To keep it going, we propose that a Realities Need should be created: Kiez Burn Manual Realizer. Their tasks:
Improve/update, if so considered, the current template.
Contacts Leads, asking for an update with last years learnings and explain how the Manual should be filled.
Keep it short and concise.
Add new Learnings
Shortly explained why something didn’t work / why a desition was made.
Add relevant links to Talk, Folders, Docs, Websites, etc.
Sets up a timeline.
Proposal: starting right after the event (July) where the experience is still fresh, and setting a deadline so that the final version can be ready for the General Assembly in Q4.
Follows up that the Leads deliver/fill in the documentation/add links to relevant folders and threads, and stick to the deadline.
Checks final version for overrides and corrections.
Saves a copy of the final version (to avoid losing/deleting it by mistake) → where to host it, webpage, Talk?
Facilitate Documentation to the realizer of “Realities Setup” for next year (middle January / February)
This Manual is a work in Progress. The idea is to settle down the idea and let it be complete during this and next years.
“Let fail what the community does not carry”. If this idea is crap and doesn’t catch up, next year we go back to the Post Mortem and that was it :)
Improvements - Challenges - Questions / How could you help?
Do you have a better hosting/format proposal? Until now Google Docs was the best idea we could come up with. Another idea was to use a whole Talk Group, being each thread a need.
Our personal open source platform to create Kiez Burn
Space to storage
Open to edit, collaborative
Talk is a space for discussions, that’s not the idea of this document. The Manual becoming a chit-chat is exactly against its very purpose → Comments could be disabled?
Talk organizes its threads chronologically, which is extremely confusing for the purpose of this Manual. Back to information impossible to find.
Do you know where we could save a copy of each year’s version, so it’s safe and available? Maybe the website?
Do you think this is a shitty idea and doesn’t bring anything new?
MAKE THIS THREAD BETTER :)