[Board] f2f preparations: facilitator
Venkatesh Raghavan
raghavan at media.osaka-cu.ac.jp
Sat Dec 19 21:20:04 PST 2015
I have been to meeting that use facilitators before
where the meeting participants were meeting face-to-face
for the first time or where there was a wide gap in prior
knowledge of items in the meeting agenda.
I don't see the necessity of a facilitator at the board face-to-face
in January since a) the board members have quite familiar we each
other b) most of them have been with the OSGeo Foundation since
its inception and know about the issues and priorities quite well.
We have two full days for the meetings and I think most of the
pending issues can be discussed and addressed by the board members.
Being in Amsterdam, it would be great if we could meet up with Gert-Jan
and other members of OSGeo.NL Local Chapter either prior to or after
the board f2f to get their views and expectations about OSGeo Foundation.
Best
Venka
On 2015/12/20 10:32, Jody Garnett wrote:
> 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
>>>
>>>
>>>
>>>
>>>
>>> _______________________________________________
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>>> http://lists.osgeo.org/mailman/listinfo/board
>>>
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>>
>
>
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