Organizing
Organizing/Structuring the XR Empathy Circle Work Group
Using Holacracy Circles Structure
Core Circle: (Roles and Mandates)
External coordinator: (Names)
Represents the team in the wider circle of which it is a part, to resolve issues which can’t be resolved in this team
Finds a replacement to represent the team in the wider circle meeting if they can’t attend
Manages information flow between this team and others as necessary
Internal coordinator: (Names)
Inviting new members to join the team and making sure they agree with XR’s Ways of Working, our Principles and Values and our Vision, Aims and Demands
Adding new members to any communications platforms as required e.g. basecamp/signal etc
Keeping list of team members up to date so it’s clear who is in the team and who isn’t
Managing information flow within the team as needed
Listening to feedback from team members and guiding them into the right role within the team
Representing the team in the wider circle if the external coordinator can’t
Scheduling meetings if there’s no-one in the Secretary role
Regenerative Culture advocate: (Names)
if someone is taking on a lot of work, reminding them that they could pass that work back to the working group
Encouraging a regenerative cycle of work moving through the cycle from overview and integrate - planting the seed (first thoughts) - setting intentions and getting to know the group - orientation and logistics - action/focus - understanding/debrief - rest - reflect - back to start.
Facilitator: (Names)
Holds meetings on track with the agenda and structures decision making processes. Can be appointed at the start of every meeting or volunteer/or be elected for a specific period of time
Budget holder: (Names)
Having an overall perspective of the team’s financial needs for the coming months and producing budget forecasts
Handling any requests for volunteer living expenses together with their team
Approving, or otherwise, team members’ requests for payment.
Ensuring that expenditure remains within budget
Liaising with the finance team, who are also there to provide support and info as needed
Communication Lead/social media: (Names)
To check the inbox of the working group’s email address and answer any incoming emails/forward them to relevant working group members.
Secretary: (Names)
Records action points and project updates in the minutes document and shares it with everyone in the meeting. Can be appointed at the start of every meeting or volunteer/or be elected for a specific period of time
Capturing and publishing the outputs of the Circle’s required meetings as minutes, and maintaining a project board for the team’s current projects - see template meeting doc here
Scheduling the Circle’s required meetings, and notifying all members of scheduled times and locations
Working Group Link: (Names)
Representing this team in another team and another team in this team (e.g. a Media link in the Actions circle)
Sharing and facilitating information flow between teams.
Self-Organisation System Advocate: (Names)
Supporting team members to self-organise so that the team collaborates more effectively, using the practices from XR’ UKs Self-Organising System, linking with the SOS team as needed for support and become known as a self-organisation expert
International Link: (Names)
Liaising with international XR initiatives to share learnings and good practice
Local Group Link: (Names)
Liaising with local XR initiatives to share learnings and good practice
Working Group Liaison: (Names)
Purpose:
Awesome communication and collaboration between working groups
Accountabilities:
Representing this team in another team and another team in this team
Sharing and facilitating information flow between team