A&C Organizational Framework - Requirements Brainstorming Sheet
 Share
The version of the browser you are using is no longer supported. Please upgrade to a supported browser.Dismiss

 
View only
 
 
Still loading...
ABCDEFGHIJKLMNOPQRST
1
A&C Organizational Framework - Requirements Brainstorming Sheet
2
Question / IssueOrganizational RequirementPossible SolutionComments (Please include your name!)
3
Question: How can sub-groups find out when A&C is meeting?Users should be able to find out when the A&C main group is meeting.Include an easily-accessible calendar feature that people can use to get information on meeting times and locations.[Ben] Will come in update for NYCGA site version 2
4
Issue: If one of the core organizers doesn't show up, we can't run the meeting in the usual orderly format.Any user should be able to run an A&C meeting in the usual format.Create and make available a brief sheet of the description of the meeting process read by a co-organizer facilitating the A&C meeting at the start of each meeting.[Ben] Tomi has written a first draft of this.
5
How can we make sure that ethical principles regarding non-profiteering within NYCGA Arts and Culture are followed?Ethnical principles should be highly visible to all A&C users.Draft a statement of ethical guidelines and principles and post it in a permanent, highly-visible location.[Ben] Group meeting Sunday 10/16 at 8pm to discuss.
6
How to make sure all co-organizers process requests from the internet?Internet requests should be funneled through a pipeline for co-organizers to view and assess.Create a standardized pipeline for all requests/inquiries to A&C via internet to reach the co-organizers, possibly through an email address.[Ben] The new site doesn't address this. One possible solution is having the general email address (arts_culture@nycga.net) forward to all co-organizers interested in helping with general requests. Decision on this, however, should require a consensus vote at a general A&C meeting.
7
How can we make sure work produced on the ground is put out on the Internet for people who can't be here to view?Updates to on-the-ground projects and initiatives should be frequently/constantly posted to a centralized online forum.Create a pipeline to post updates from on-the-ground (A&C meeting minutes and action items) to an online location that is easily accessible.[Ben] Docs feature in the Groups section of the new NYCGA site should solve this.
8
How to avoid concentration of information, resources, responsibilities, on the hands of few inside A&C?General A&C information, resources and responsibilities need to be readily available to all members of A&C.Put core information on general info, resources and responsibilities into docs, and make them available to all who volunteer as co-orgs in A&C. Possibly use Google Docs as a central location for doc storage.[Ben] Info kiosk will solve this on the ground, status/docs features in the Groups section of the new NYCGA site should solve this. Two for two!
9
How can we keep communications open between all guilds?Communication between all the A&C guilds/collectives needs to be open (both on-the-ground and remotely via internet).For online:
Create an at-a-glance directory of all guilds/collectives, possibly through Google Sites. Create general email addresses for all collectives using a standardized naming convention (for ex., the music collective could be arts-culture-music@gmail.com) that are forwarded to guild/collective co-organizers.

For in-person:
Create a medium-sized posterboard/oaktag board listing all guilds/collectives to be brought to meetings, along with general email addresses for each (possibly using the naming convention suggested above).
[Ben] In the groups section of the site, you will be able to see all members of the group. We can also create a google doc with contact information for all co-organizers in all guilds. Also, the forums feature will give us a more structured venue for conversing with all A&C members in all guilds!
10
How can we keep resources flowing to all guilds that need them?There should be a visible resource process and pipeline that determines how guilds/collectives receive resources ($, volunteers, etc).Create an area of the A&C website that lists the projects currently slated to receive resources (after successful consensus votes) and includes information/links on how to propose projects for resources, contact info, etc.[Ben] Create a doc in the groups section of the site to organize all projects slated to receive resources (after successful consensus votes) and include information on how to propose requests for funding, etc.
11
I don't know what all the other sub-groups (guilds, collectives, etc) within the A&C group are.There should be a visible listing of all current guilds/collectives within A&C and contact information as well as general information for each.See C9.See C9.
12
During an announcement at an A&C meeting, other people want to have a conversation with the person making the announcement without derailing the meeting.We need a way to quickly and effective sidebar tangential discussions for after A&C meetings.Devise a process to facilitate post-meeting conversations - possibly use a 'sidebar' hand signal and make a note about who you need to follow up with after the meeting.
13
During an A&C meeting, people want to volunteer expertise but are not sure how to do so or what group needs them.We need a way for people willing to volunteer to find projects.Create a craigstlist-style section of the website for volunteers looking for projects.[Ben] For in-person meetings, maybe we can have a brief section where people willing to volunteer can announce their availability. For online, people will be able to find guilds/collectives to volunteer with through a shared doc of all guilds/collectives.
14
During an A&C meeting, people want to find volunteers to volunteer expertise but are not sure how to find them.We need a way for projects who need volunteers to find them.Create a craigstlist-style section of the website for projects looking for volunteers.[Ben] For in-person meetings, maybe we can have a brief section where people looking for volunteers can make announcements. For online, people will be able to post calls for volunteers through status updates and forums.
15
There is no way to inform everyone at an A&C meeting of all the upcoming A&C events if co-organizers from each guild/collective are not present.We need a way for in-person A&C meetings to reference calendar data from the site.Before an A&C meeting, co-organizers should either have internet access to a communal A&C calendar online or have it printed out, and announce upcoming events in a designated section of the meeting.[Ben] On the ground, major upcoming events should be included in the info kiosk (?). Online, the forthcoming events calendar should solve this issue. [Sarah] I agree, if possible I think there needs to be a hard copy sheet posted at every kiosk. Not everyone has internet access
16
When people submit ideas without people driving them to the group, they tend to fall by the wayside.We need a way to store good ideas for projects/etc that don't have people actively working on them.Create a section of the website for an ideas backlog.[Ben] Create a doc in the groups section of the site specifically for Ideas Backlog. [Sarah] Also periodical follow up with projects or artists
17
a schedule of people "on the ground" who are knowledgeable and can support artists who want to perform at OWSWe need a way to know who from A&C can be contacted on-the-ground.Include contact information for members of A&C to contact in the kiosk.[Sarah] whoever the contact person is or are they should be well informed and on same page about passing info. So misinformation doesn't discourage artists. Perhaps a frequent contact update session (short) btwn them to brief what info to pass around for day
18
A blanket non-cooptation statement that reflects our valuesA blanket non-cooptation statement that reflects our valuesCreate a blanket non-cooptation statement that reflects our values[Ben] Group meeting Sunday 10/16 at 8pm to discuss.
19
how do we know the intention of a meeting (general organizational meeting vs. rehearsal/project meeting) so time can be used more efficiently and no one misses outPurposes of individual meetings should be communicated more clearly.On the website's calendar, include information about the agreed-upon purpose for each meeting.[Ben] For the immediately upcoming meeting, we can create a doc in the groups section of the site and compile notes for agenda items so meeting participants can get a sense of what will be discussed. This preliminary doc can also be used to record meeting minutes.
20
curating issue- how to determine which projects to present, at some point we have to balance direct democracy/everyone having a voice with fostering work that furthers the values of the movementmaybe a&c should push to self curate[Ben] Possibly establish a curatorial committee? I'm not too familiar with the art world, so this is just a suggestion. [Sarah] I agree about democracy when curating, but I think it should be strongly geared toward works that discuss the various aspects of this movement, both positive & negative
21
transparency of communication- google groups are too exclusive and difficult to find (have to be invited to post, all groups have different google groups that are not cross referenced)We need a clearer method of communicating within A&C online.conversation topic- transparency on decisions, process, other items, but maybe not all communication how much is needed to maintain values without having too much out there - the important tools can get lost in the over-collection of data where can I see the minutes? James
[Ben] The minutes are sent out via google group for now, but maybe we can include them in the new website too.
22
different subgroups and also across working groups working on the same or similar projects without knowing it. doubling efforts/energyfor use in park, online and on phones- ap or web basedcentral calendar, using the info station as a place to have a calendar for all groups so people can see conflicts in schedules, process to communicate to conflicting groups (timingwise) to offer alternate availabe timeslots.[Ben] Better communication through the forums and activity/status feeds will make this less of an ongoing issue.
23
We don't have a way to find all of the co-organizers from the different working groupsCreate a spreadsheet of all the co-organizers in different working groups
24
We don't have a welcome page/onboarding process for new people online or on-the-groundcreate a short and engaging orientation[Ben] Once we create this document, we can share it in the docs section of the groups part of the site.
25
Is there going to be a private/messy space for us to collaborate on documents and discuss one another's in process work (pics/vid/etc.)[Ben] Yes! Group forums is the place for this.
26
Can a working group get a sub-domain of NYCGA so we can direct traffic right to our space? (i.e. artsandculture.nycga.org)[Ben] Yes! If this feature is not available immediately, it will be available soon.
27
We want these docs online for each working group and subgroup./guild:
- coorganizer contact info
- member/contact info
- mission statement
- meeting times/places
- meeting minutes
- projects and project proposals and people involved
- online discussion board
- place for people to submit ideas to the working groups
- a calendar/schedule of events
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
Loading...
 
 
 
Sheet1