Quarterly Task Roundup Proposal
by Jon
Background
As previously raised by Hadley in her proposal for task assignment, we have struggled so far with tasks going unassigned and a lack of clarity on who is responsible to find replacements if members drop their assigned tasks for a given week.
Proposal
Quarterly Task Assignment
Beginning this September, once per quarter, the membership will use a regular Sunday meeting time (6 - 7:30 PM) to jointly volunteer for and distribute labor for the rest of that quarter. i.e. At a meeting in September, we will do task assignment for October, November, and December. This will be accomplished on our existing task spreadsheet, with the goal being to fill all open slots for the quarter. If the group wants to spice it up a bit, we can get a physical calendar/whiteboard/easel paper and mark who will take on which task slots as a group activity.
During this meeting, we will add members to existing Whatsapp channels relevant to the tasks they are assigned. If the group decides it makes sense to consolidate/delete/add new channels for groups to coordinate, we will do so. We will also review at this time whether certain tasks are necessary to assign for each week or whether a task can be deleted or completed on an as-needed basis.
If any tasks remain unassigned by 7:30 PM on the day of the review, we will send a message on the General channel the following day asking for volunteers to fill the remaining tasks for the quarter.
Individual Responsibility to Find Replacement
Once the calendar has been filled for the quarter, it is the responsibility of each member to follow through on their assigned tasks. If a member is not able to complete their previously assigned tasks for a given week, they must do the following as soon as they reasonably can, given their circumstances and ability:
- Remove their name from the slot in question on the task spreadsheet.
- Reach out to the relevant task group channel to find a replacement.
- If a replacement can't be found in the smaller group, reach out to the General channel.
Once a replacement is found, that member will add their name to the open slot on the task spreadsheet and becomes responsible for that slot.
Result
Approved by 8 votes out of a quorum of 15