[Board] f2f preparations: facilitator

Sat Dec 19 17:32:54 PST 2015

Arnulf and Gert-Jan - thanks for the support and encouragement.

Right now (as you can well imagine) board members have been exceeding what
we expect of them as volunteers. I expect to spend much of January getting
organized for the face to face meeting, but we will need to work around
everyones limited availability until early January.

Setting up a facilitator is something that needs to be done in advance -
which is the reason I would like to ask for any recommendations/research.

--
Jody Garnett

On 19 December 2015 at 13:01, Seven (aka Arnulf) <seven at arnulf.us> wrote:

> Thanks Gert-Jan,
> this is a good concise summary (I like the agile analogy).
>
> Some board members already rejected the idea right away so that I did
> not even bother to pick it up. But now that Sanghee asked and Gert-Jan
> gave a good summary I want to join the recommendation to absolutely get
> a facilitator!
>
> It is hard to find a good one and they are expensive (because they are
> so helpful). But they raise the effectiveness of meetings enormously.
> Especially for a group of people so diverse and culturally spread out as
> the OSGeo board, in my opinion a facilitator is a must.
>
> This does NOT mean that I believe that you need it because you are
> incapable. Quite the opposite. Good leaders and directors know that a
> facilitator will help them get their job done better. Way better. Just
> imagine you don't have to care for timing, letting other people finish
> their thought before interrupting them and the like.
>
> But as Gert-Jan also pointed out, the meeting must be prepared really
> well. Otherwise it is a waste of time. Given that we (the community)
> financially support the meeting you should make sure to get the most out
> of the buck. Getting a professional to help in the communication process
> is really worth it.
>
>
> Please don't get me wrong, I really don't want to criticize anybody on
> the board but just want to help. You are all doing great and the meeting
> will sure be a success. Even more so if you get a professional helper to
> gently coordinate you.
>
> Best regards,
> Arnulf
>
> On 19.12.2015 13:18, Gert-Jan van der Weijden - Stichting OSGeo.nl wrote:
> > 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 <http://osgeo.nl> <gert-jan at osgeo.nl
> >     <mailto: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
> >
> >     _______________________________________________
> >     Board mailing list
> >     Board at lists.osgeo.org <mailto:Board at lists.osgeo.org>
> >     http://lists.osgeo.org/mailman/listinfo/board
> >
> >
> >
> >
> >
> > _______________________________________________
> > Board mailing list
> > Board at lists.osgeo.org
> > http://lists.osgeo.org/mailman/listinfo/board
> >
> _______________________________________________
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