At any point over the course of the Strategic Plan – we might need to gather information about a milestone – Where did we start? Where are we now and what’s in process? And what is left to do before the milestone’s complete?
There are two different central things that need to happen to make the Strategic Plan work – First, collaboration between milestone owners in order to get the work done And Second, tracking by the oversight team, the strategic plan implementation team who reports back to the Policy Board, in order to make sure things are moving along
So, let’s talk about using Seework for helping milestone owners work together On Seework, projects are special rooms designated for people to connect with each other Dialogue from your Home I one such room Several committees have their own project room that they use to work together
In order to aid the milestone owners with collaboration, each of them will be assigned a project that has only those owners in it. The project would be set up when the time comes that it is needed. As needed – we have a max number of projects right now, so we would not be able to set up all milestones right now. But not all of them need projects. For example, there is a milestone that involves the Sunday Services Committee & Josh. We already have our own discussion area in the Sunday Services Committee project. There’s no need for us to set up a separate space. Upon Demand – even if we know that a project will be needed for a milestone, we’re only going to set it up when milestone owners are ready for it. Any milestones that are years out mostly likely do not have a need for a project now. Setting up projects as needed and upon demand allows the Seework Team to balance the number of milestones and the limited number of projects that we have. (We currently have a max of 40 projects and we have 16 in use.) We anticipate that we’ll be able to close projects as the milestones are completed (everything is kept for history) which will free up room for new projects. When a project for a milestone is active, we’ll keep the project open. When a milestone is complete, we’ll close the project. Only milestone owners would be in the project room – only the people working on a milestone will be in that project room. So, any messages that go out will only apply to those people working on the milestone. - This is a particular benefit because if we set up multiple milestones per project, then we might have messages go out to people about milestone A who are only working on milestone B. Anyone who sent a message would need to check off only those names that were working on milestone A. With only one milestone per project, no one needs to worry about this.
The Policy Board has four milestones to accomplish by 2016. They may decide that they want one project to work on all four or one project room per milestone. Having one project room per milestone may make more sense because these milestones are spread out over years. The same for the Program Council that has 3 milestones to accomplish and the NLDC/Member Care Team combination, which has 3 milestones to accomplish by 2016. And Pastoral Care that has 2 milestones. Each group may choose one project per milestone or just one project per group overall. That leaves 16 other combinations. Of those, 2 of them already have a project room where they can do milestone work (Sunday Services & Finance) so they don’t need something new unless they want it. That leaves 14 unique combinations for the other milestones, which are spread out over the years until 2016. Adult RE & Pastoral Care Program Council & Communications Worship Team Communications Josh, Youth Advisor, Adult RE Finance Stewardship, Josh Communications, Technology Jane, Annie, Building & Grounds Justice Team, Josh Social Justice, Josh Sustainable Living, Building & Grounds Sunday Services, Josh Program Council Member @ Large Youth Advisor, CAY, Sunday Services Youth Advisor, CAY, Josh Member Care Team Social Justice, Youth Advisor, CAY
When would these projects be needed? Well, 4 milestones do not have due dates: Congregational Support Network: 5. Make information available through written & web-based communication vehicles. Growth: 2. Continue to expand the diversity of worship opportunities available for members friends, visitors, and the community including a wider variety of art forms (drama, dance, etc.) Social Justice/Sustainability: 2. Build partnerships & accountability with organizations committed to furthering our Strategies in Justice and Sustainability. Social Justice/Sustainability: 3. Track all contacts in a systematic way as we engage with other groups and churches on issues of mutual concern such as closing the education gap, the income gap, providing more affordable housing and better public transportation. 13 milestones are due in 2012-2013 13 milestones are due 2014-2016 So, we should see enough turnover in projects that we’ll have enough room. We have 40 projects available to us and 16 are in use at the present moment.
There may be some resistance to asking milestone owners to run their communications through Seework, but they have to think long term. If we get to 2016 and we’re trying to figure out what happened in 2012, we may not be able to go back to the people that worked on the milestones back then. If we’ve got it online, centrally stored, we ensure that we keep that knowledge over years.
Each project will give the milestone owners these tools: First, a way to have email discussions with each other and have those emails stored in one place for future reference. Especially useful when someone comes up with a good idea and you want to go back to it. Second, a full to do list function. Specific tasks can be assigned particular owners and due dates, so at any point you can see what’s being worked on and who’s working on it. The To Do List also offer a comment discussion ability, so people can talk to each other about a particular to do list item if they want. Third, chat rooms. Many of the milestone owners are already on committees. They may not want *more* meetings. But they could do online meetings with a chat function. So, this is there for them. Fourth, they can write documents together. One person writes a draft, the next person goes in and edits, the next person adds their edits. Instead of emailing a document around, you write it all together online. These are called Writeboards in Seework. Fifth, files can be stored in projects. So, if there’s something that should be stored or saved centrally that everyone working on that milestone has access to, you’ve now got a way to do that.
- The Strategic Plan Implementation Task Force already has its own project for its work
Strategic Plan implementation task force oversight team trained on the general plan for using Seework for the implementation of milestones Policy Board & Program Council regularly reminded of Seework’s ability to assist milestone work
Seework team point person assigned to work with milestone owners & oversight team (this person may change through 2016)
Using Seework to assist with implementing the Strategic Plan
Using Seework to Assist withImplementing the Strategic Plan
Milestone Information Needed Where did we start? Where are we now? What’s left to do?
Two Approaches Collaboration Tracking by between milestone oversight team owners
Milestone Owner Collaboration On Seework, “projects” are special “rooms” for people to connect with each other Dialogue From Your Home is one such room
Milestone = Project Each milestone would be given a separate project on Seework As needed Upon demand Only milestone owners would be in the project “room” 30 Milestones
Projects Needed Policy Board: 4 milestones Program Council: 3 milestones NLDC & Member Care: 3 milestones Pastoral Care: 2 milestones 16 other combinations: 1 milestone Two of these already have a room One milestone is owned by 1 person
When? 4 milestones have no due date 13 milestones due 2012-2013 All new projects 13 milestones due 2014-2016
Why? Keeping the knowledge over years Turnover
What Does a Project Do? Email discussions To do lists Can assign owners for specific tasks Chat rooms for virtual meetings Online writing collaboration “Writeboards” Central file storage
Tracking by Oversight Team What’s needed? Simple: Periodically ask for an update from the milestone owners and generate something similar to an Annual Report. Do we need a place for this in Seework? We could use the Community Work project for this if needed. One central writeboard with current status updates.
Implementation Proposal Oversight team trained on the general plan for using Seework for the implementation of milestones Policy Board & Program Council regularly reminded of Seework’s ability to assist milestone work
Implementation Proposal Private overview page on UUSE.org with general instructions for all milestone owners http://uuse.org/strategicplan Advice from implementation team to milestone owners
Implementation Proposal A short 1-2 page document sent to milestone owners on what a project can do for them Link to this on http://uuse.org/strategicplan
Implementation Proposal Two short videos created Benefits of a Seework project to a milestone owner How to use a Seework project Messages, to do lists, chat room, writeboards, files Link to these on the http://uuse.org/strategicplan
Roles Seework team point person Reach out to oversight team Set up & close projects Set up milestone owner “overview” website page Set up detailed training Implementation oversight team Reach out to milestone owners