Meeting Agenda • Plan/Distribute in advance • Brief/Focused on deliverables • Time for administrative topics • Strategic vs. tactical topics • Time-bound agenda topics
Meeting Minutes • Include, date, time, location and attendees • Decisions and rationale • Action items / Responsible party / Time of completion • Master action and decision log
Records • Central storage • Safe and accessible to all • Stakeholders • Agendas, minutes, budget, reports, presentation, marketing material, surveys, deliverables • Google gives you 15 GB of free space to store documents
Prasadam! followed by.. The Confusing Rope
Workshop 3 Decision Making and Conflict Prevention DGA Team
Decision Making & Conflict Prevention
How Do We Make Decisions?
What is Consent? “A decision when no one objects” Consent process • present a proposal • answer clarifying questions • quick reactions • consent (and/or deal with objections)
WIIFM WIIFU ™ Benefits: What’s In It For Me Us
Spectrum of Consent
When to Consent? When a proposal is... • Clear • Good enough for now • Safe enough to try When you have... • A term limit • A way to evaluate decision
Objections are Relevant
Objections are a Gift Valuable input (concerns in response to a proposal): • An opinion that “carrying out this proposal would interfere with our ability to achieve our aims.”
Decision Making & Conflict Prevention How Dynamic Governance prevents conflicts . . . 1. Clear aims and domains 2. Clear membership agreements 3. Clear role descriptions 4. Clear process to reach decisions 5. Equivalence - every voice is heard - no one ignored 6. Transparency - access to team info and records 7. Term limits and periodic reviews/evaluations/feedback
Evaluation / Feedback Loop Plan / make Assess / review decision Implement / execute
Decision Making Exercise Proposal: For the remainder of this conference, while in this room, all cell phones need to be turned OFF and put AWAY. Facilitator (see step by step process on page __ of handouts) ● Present proposal ● Clarifying questions (Do you understand the proposal?) ● Quick Reactions (details) ● Consent round (details) ● Handle objections ● Decide & Celebrate
Workshop 4 Scope Jai Sri Krishna dasa (PMI)
What Is a Focus Area? • A collection of initiatives/Projects • Serves the team in achieving their mission • Uses resources across organizations (Temples) • Continuous (OnGoing) by nature • Can have multiple teams work on the same focus area
What is a Project? • Temporary endeavor to create a product/Service • Has a clear beginning and an end • The beginning is when the project is initiated (Approved) • The end is when: • The objectives are achieved, or • The objectives cannot be met, or • The need for the project no longer exists
What is the Scope of Your Project? • Results/Objectives/Benefits & Work • Why do we need to define scope? • Partial scope, partial project • Unclear scope/Confusion/ Inaccuracy • Defining scope = knowing what needs to be done by whom
Plan Scope Management • Requirements • Project scope statement • WBS • Formal acceptance of deliverables • Change Management • The goal is definition, visibility, and control
Collect Requirements to Achieve Your Mission • Involve Stakeholders • Measure and Record • Often organized by category or type ○ E.G. product, service, resource, quality, regulatory, etc. • Foundation for Schedule/Budget
Requirements collection techniques • Stakeholder meetings, interviews, surveys • Engagement with Subject Matter Experts and Key Opinion Leaders • Benchmarking • Document / literature analysis
Requirement Collection Exercise Requirement Description Requirement Team Priority Estimate Expected # (i.e. Service Origin (H-L-M) (cost, time/ or Product) time) Iteration 1 2 3 4
Scope Statement Creation • Project scope description • Deliverables (SMART Goals) • Acceptance criteria for deliverables • Exclusions • Constraints • Assumptions
Exercise: Scope Statement Creation
Post Conference Suggestions Namamrita dasa
Where do we go from here?
TEAM Binders •Contacts •Resources •Survey •Meetings
First Meeting’s Checklist 1.Contact team members 2.Finalize meeting schedule 3.Complete team roles 4.Create mission statement 5.Consolidate initial SMART goal
The CDI Commitment •Provide organizational support through post-conference training and quarterly check-ins •Interface w/ temple board •Create awareness within community
Criteria for CDI Support •Team members committed to working together •Completing the first meeting’s Checklist items •Consistency in Action Team meetings •Open to receiving support with organization & accountability •Transparency & communication
Organizational Structure Pioneer Valley Cohousing Community
NRR Community Teams Devotee Relationships ISKCON Varṇa ̄ śrama Mission Devotee Elderly Community Medical Devotee Care Care General Circle Adult Youth Education Development Crisis Business / Support Networking Temple Management Support
Proposed Circle Structure Temple Adult Education ISKCON Board Mission Education ISKCON ISKCON Youth Temple Development Community Management Community Support General General Devotee Circle Circle Relationships Devotee Medical Varṇa ̄ śrama Care Greater Care Care Varṇa ̄ śrama Crisis Elderly Business / Support Devotee Networking Care
Post Conference Training DGA / PMI
Action Team Feedback •What went well? •What could be improved? •One take-away •First meeting date
Action Team Recognitions Mukhya dasi
Community Website Nilacala dasa
Community Website ● Devotee & Business Listings ● Calendar of Events ● Jobs & Service Opportunities ● Categorized Forums ● Spiritual, Support & Activity Groups
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