[Board] f2f preparations: facilitator

Sat Dec 19 05:18:03 PST 2015

Hi Sanghee, other board members and other list-listeners,

Preface:

My assumption is that the Board wants a F2F meeting that is beyond the standard meeting template where a 

a) a topic is set, 

b) one by one, every member can tell his or her ideas on this topic and 

c) voting takes place, where the majority of votes (half of the votes + 1) defines a decision

(if this was the case, it could simply be done by IRC of whatsoever)

My view of a "facilitator" for the f2f meeting is someone who is making sure the goals for the meeting are reached. 

This requires that the goals have been set, that they are well-defined (Scrum: "definition of done"), that they are reachable within 2 days etc. Often  described as S.M.A.R.T. : specific / measurable / achievable / relevant / time-bound

This is part of the preparation of the f2f meeting, which should not take place on Friday night just before the meeting, but requires some more time.

That includes basic things such as time management, taking notes, making sure coffee, tea & lunch are arranged (although the facilitator is not the one who is actually preparing tea & coffee)

Also -and this requires careful preparation- to make sure that subjects are handled in a logical order, but also in an order where easy and difficult themes are alternating.

Please note that the goals of the f2f meeting itself are a different set (and level) than the goals we want to reach as an community and organisation

For instance: A goal for the f2f itself can be to redefine a set of osgeo.org committees and their roles and setting a date (e.g July 1st, 2016) for getting these commitees up-and-running and assigning this task it to someone.

The facilitator has no opinion on the f2f subjects: he/she is neutral, but makes sure that everybody gets involved, no-one is dominating the discussion, keeping the discussion to the subject. 

Also, he/she take note of cultural differences, and knows about (or recognizes) feelings and ideas that live beyond the surface of the meeting (the "elephant in the corner").

For those of you who do "Scrum", it's a bit like a combination of a Product Owner and a Scrum Masters role. 

And you, the Board, are de development team, And we, the community, can be regarded as the stakeholders ;-) The F2F meeting can be seen as a Sprint.

By accident (google "scrum master + facilitator) I came across some nice readings on this facilitator/scrum master similarity.

http://www.barryovereem.com/the-scrum-master-as-a-facilitator/

Hope this helps. If not enough, please keep asking.

regards, 

Gert-Jan

Van: Sanghee Shin [mailto:shshin at gaia3d.com] 
Verzonden: zaterdag 19 december 2015 02:30
Aan: Gert-Jan van der Weijden - Stichting OSGeo.nl
CC: Sanghee Shin; board at lists.osgeo.org
Onderwerp: Re: [Board] f2f preparations: facilitator

Hi GJ,

Sorry for my late jumping in this thread and please excuse my ignorance. 

By the way what is facilitator and what is its role and expected outcome? I’m not used to this thing so I’m asking. 

Thanks and regards, 

신상희
---
Shin, Sanghee
Gaia3D, Inc. - The GeoSpatial Company
http://www.gaia3d.com  

2015. 12. 18., 오후 11:00, Gert-Jan van der Weijden - Stichting OSGeo.nl <gert-jan at osgeo.nl> 작성:

Dear Board, 

A few weeks ago the idea arose from me and several others to use a facilitator for the Board f2f meeting in Holland in January.

Since you're all putting a lot of effort, time and money I'd be glad to help a little wherever possible.

Jody asked on [discuss] if anybody knows someone in the region who can do so, and I replied have some people in Holland in mind for such a task.

Since then, several board members (Helena, Vasile, Maxi) mentioned that they do not see the need for a facilitator at all.

Therefore my question to the Board is: is there is a need or not for a (local) facilitator for the f2f.

Of course, if the Board decides not to use a facilitator that's OK with me as well. It's up to you ;-)

If a more clear possible role or profile is needed to make up your minds, I can write a short proposal for that. 

Kind regards,

Gert-Jan

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