Date: Monday 5th & 7th Nov 2020
Who: (Day 1) – Lisa, Lorna, Greg, Elisa, Fiona, Cristina, Anne, Tania, Vanessa, Vic, Luke, Michelle, Linda, Mark, Jason, Lynn, Abby, Rob, Dee, Alex, Margaret, Aleks. | (Day 2) – Michaela, Chontelle, Lorna.
Apologies: Bernadette, Jasmine, Meredith, Sharon.
Day 1 – Flow
We all met together in the morning and the team introduced Mural and QiQo, as our platforms of choice, and explained the streams; HQ, Danger Zone, Loo Q and the Smoker’s Corner, before doing a full group checkin.
We checked in around the question, “If you were a farm or garden tool, what would you be, and why?” and we all sang an impromptu happy birthday surprise to Vic!
STREAM ONE: HQ
Fiona and Dee hosted this session to review the Gathering actions from 2020 and have a discussion about what else has happened since then.
The updated list of “what’s happened since” will be part of the annual report. The updates are:
- Whole of organisation Policy and Procedures review
- Transitioning workshops to online. Creating and holding space for many around the globe.
- New website, logo’s, content review and update.
STREAM TWO: DANGER ZONE
Organisational Updates
Michelle hosted this session to share some updates with members. During our time together we touched on the following.
- Logo and website – New logo and Website refresh – We encouraged members to highlight anything on the website that needs updating if they notice it
- Adobe Creative – Jason provided an update on the purchase of Adobe Creative
- RAP – Michelle shared a draft of the RAP plan that will be finalised early 2021. Shared the progress including the Cultural Awareness Training that Jodi Sampson hosted for the org. There was conversation about running a Deadly ABCD session for members and the delivery of the RAP at the next gathering
- Gifts and Skills Registry – Michelle shared the progress on the members registry and encouraged members to share their skills. The data will be used to build profiles of our members and share our gifts with others.
There was a conversation about sharing the information for the registry and how to make it more accessible and searchable for members. Michelle agreed to send out to members again asking members to be more specific about their gifts. For members who don’t complete the registry there was the suggestion to call members and help them work through it.
ARVO BREAK
STREAM TWO: DANGER ZONE
Over in the Danger Zone, new members were welcomed!
Welcome to Jeder – Newbies session overview:
- Get to know one another
- Questions
- Answers
- What concerns you have
- How do you move from old to new?
- How do you get to know how the 4 pillars work and live by them?
The session allowed new members to connect with others although some people had been with Jeder over 6 months that came into this group and others were relatively new to the organisation. There seems to be quite a variation in people’s experiences of being inducted and coached.
The session reflected that a one day induction was not enough and regular check ins between a new member and their coach in the first month or so to support induction would provide additional support and build members confidence.
There may need to be a more streamlined process identified for new members in the future. It may also be beneficial for new members to meet via Zoom led by a couple of coaches to share their thoughts around their induction and meet one another after a membership of 3 months so feedback can be given and anything actioned in a timely manner. There was also a conversation around the language of Jeder and how a glossary would be useful.
Discussion points/thoughts/reflections from session:
- Highlight during induction that you can ask anyone questions
- Is one day induction too little?
- Enough. If you have any questions you can go to others
- What was handy during induction for you?
- Induction a bit clunky for coaches and new members with the person that did the original induction
- A lot of written information at the beginning
- Coaching in how to be a coach
- Would regular check ins be helpful too
- Would it be helpful for more recordings as part of induction?
- Existing members to reach out to new members
- Chat over the back fence
- Team Zoom water coolers like the CoBu team
- Anne offered the idea of the code of ethics that list our core values
- Confidentiality doesn’t mean the limitations of confidentiality.
ALL TOGETHER NOW
Olive Branch Growth Session
We all came back together in HQ to hear about how the Olive Branch, the organisation’s dispute resolution framework that aligns with the conflict resolution policy, was successfully used by Brett and Dee to resolve a sticky issue and how they both committed to the process, from the beginning and agreed to offer feedback to strengthen the process for all members.
Dee and Brett hosted this session by first telling a story which affected two people in two very different ways. Firstly, an outline of the situation was given, and general information was supplied for both points of view. Both sides of the story were given the time to be voiced. With time for back-and-forth conversation between them to show members that a resolution had been reached.
The Olive Branch framework was facilitated giving the members tools to understand how a disturbance can be managed the Jeder way, if lines of communication are broken or fractured.
Open, honest, and most importantly a growth conversation was shared with all members present. Healing was achieved by two people that have the upmost mutual respect, kindness, and love for each other.
Members were invited to share their journey of seed growth. With and invitation to all members given to reflect and embrace new life and new beginnings within our natural environment. Showing that personal and professional growth can be achieved even when things look murky in the beginning.
A moving and powerful session. With foundational Jeder teachings for all.
STREAM ONE: HQ
Pillar Review
Dee and Fran hosted a conversation on Jeder’s Pillars and asked what might need to be amended, reflected on or shifted. The group who joined them suggested the following:
- Where are the Jedis reflected here?
- This could be wordsmithed by the Membership Jedi document team
- Defining line: what does strengths-based mean to us?
- We could ask the membership for some feedback to create a small blurb about what it means for Jeder
- Is it possible to add more details of self organising and membership expectations?
- Can this be added to induction? Take to induction review?
- Can the foundational panel be steps?
- We can ask Michelle Walker to create a step up on the diagram through our foundational practices to align how we work
Operationalising the Jeder Pillars
Jeder Pillars are the cornerstone of all that we do and paramount to ensure that we do good work based on our foundations.
It was felt that for members to truly engage their work practices within the pillars we need to operationalise the pillars in a way that is measurable and actionable.
A simple matrix of behaviours that reflect the pillars and behaviours that do not reflect the pillars is proposed. This can be reviewed weekly by individuals and discussed in more depth during Member Moments.
Feedback provided on post-it notes consisted of attendees views and opinions on how this would look, the impact it would have on members and the organisation as a whole.
Agreed to move forward with the recommendation by establishing a Jedlet in January 2021. Member interested in working on this work are: Lynn, Alex Brown, Tania and Dee. Michaela was absent from this presentation but had previously indicated support.
STREAM TWO: DANGER ZONE
“How To” Space
Michelle hosted the “How to Space” for members to ask any questions or get clarity on any Jeder processes.
LUNCH
STREAM ONE: HQ
Business & Strategic Plan
Michelle and Vic hosted this session of the gathering to introduce both the Business and Strategic plans and view what is working, what needs improving and develop next steps for the updating of both plans.
Members fed back that many were unaware of both documents and there was a definite need to update and revise both documents with input from all members.
The following wisdom was offered from the group:
- Evident that these plans both need to have work completed on them. These need to be live documents.
- The documents should be a part of induction
- Governance framework, Strat & Business Plan should talk to each other and be similar language – Budget to be included
- The questions was asked if we needed 2 documents for NDIS registration or could they be combined
- It was noted that BiS wasn’t noted in the plans
- Who’s actioning and updating the action plans?
- (How are we) Reporting against the plan
- How do we make these workable, living documents?
- What is visible on the website now for ALL to see? – Transparency
- I want to see a vision, with the pillars, Aquamarine, governance, Action and business plans. It needs to be simple.
- condensing documents, identifying “must haves” . Visual, RBA
- (Should we look at) A corporate plan, that incorporates a vision, strategy and operational plans
- Continual updating of both plans
- (Use) DFWA to revise
NEXT WISE STEPS:
- Set up a Jedlet to DFWA the plan
- Review and integrate plans if possible
The current strategic objectives (below) were reviewed”
- Provide capacity building support and information to people with a disability and their families, communities, government departments and organisations
- Provide strengths focused peer support, counseling, coaching and mentoring to citizens, community groups, government and organisations
- Build organisational capacity and sustainability through a committed and responsible workforce aligned with Next Stage Organisational principles that are responsive to change
- Build partnerships with other organisations, community groups, corporate entities and government departments to promote awareness, which increases the use of strengths-focused practices and Next Stage Organisational change
The following updates to the objectives were suggested:
- Removing the word disability from Objective 1
- Change citizens to individuals in Objective 2
The following commitments were made during the session:
- I will hold the space for the Strategic and Business Plan Jedlet (under culture) Jason
- Michelle: Commitment to be a part of the Jedlet to review the 3 documents
- Margaret – assist with operationalising of the Pillars
- Lynn: to assist with operationalizing of Pillars
- Cristina: Commit to be part of Jedlet
- Dee: commit to being part of a Jedlet to look at all 3 documents and contribute to the pillars discussion
- I will make sure we colour coordinate the pillars, the vision, mission, bus’plan etc so that we can have some consistency other than words across all documentation. Fiona & Vic
Three Jedlets emerged (Aquamarine, Pillars & Strategic & Business Plan) before it was suggested that the Jedlets be combined
STREAM TWO: DANGER ZONE
Aquamarine Governance Framework Review
Fran and Dee hosted a discussion on Jeder’s Aquamarine Governance Framework where members discussed what’s working and what needs improving, as follows:
- What’s working:
- We have the framework up and running
- Framework is comprehensive
- What needs improving:
- Content page
- (Anne said): “making us sign into google and the pin not working”
- Should the 4 pillars be included here?
- Just needs tweaking/updating
- Is this where operationalising of the pillars should commence?
- Removal of words like staff
- Highlight that the Bored does what the membership wants, not the other way around
- Member contribution
- Action:
- A Jedlet will be formed for all strategic and business plan documents to be reviewed – hosted by Jason through the Membership Jedi (see strategic and business plan actions)
ARVO BREAK
STREAM ONE: HQ
Open Space with Mark and Michelle
Mark hosted a conversation about “what does the Creative Jedi look like to you?”.
People said the Creative Jedi is a place to explore their creative sides, a free-space to share ideas and innovations, and a means to educate people to engage in their artistic space.
As the Creative Jedi grows, participants will get to know each other through collaboration whilst working towards shared goals. Overall the conversation was positive and everyone’s input showed a strong enthusiasm to be involved.
STREAM TWO: DANGER ZONE
RAPID DISCUSSION ROUNDS
Two Rapid Discussion Rounds were hosted by Dee with plans emerging from the rounds.
1. Peer Supervision with Cristina: next steps
a. Define purpose
b. Organise first Jedlet meeting
c. Review 10/12/2020
2. 12 month leadership program with Dee, Mic, Lynn: next steps:
a. Develop module based programme
b. Develop proposal for Loomio
c. Review end/mid Feb 2021
Checkout
We checked out asking about one new thing that each member learned about Jeder or another member today…
SPATIAL CHAT
A few of us experimented with the platform, Spatial Chat, which transforms a zoom call to a party! We hung out there for a couple of hours and shared some drinks before calling it a night!
Day Two Flow
Day Two was more spacious and we were joined by a few other members who could not attend Day One.
Check-in
We asked people to check-in with what they needed to put aside for the day so they could focus and be present. We also explained that we would be having breaks every 2 hours, for a full hour, so people could make plans to do what was needed during those times.
Bored Updates
Dee, Jason and Mic updated the membership on the work being done on the structure of the Jedis and the work Lynn and Dee are doing on the Member Invitation Framework.
They also gave an overview and invited a Q&A session about the two, new emerging roles; Eagle Role and the Roving Listeners.
The feedback from the membership was of gratitude and was warmly welcomed to encourage and nurture the growth of the organisation with one members saying, “thank you for creating this Eagle Role; it’s usually something that is already there (e.g. CEO) whether it’s needed or not – I’m glad we’ve grown into this type of role instead!”
STREAM ONE: HQ
Surplus Discussion
Dee and Michaela hosted the surplus financial conversation and there were many great ideas that emerged, including opportunities for partnerships.
The suggestion was to take the ideas to the Dollars Jedi and share the outcomes from the discussion including the powerful questions which were offered by participating members.
STREAM TWO: DANGER ZONE
NDIS Updates
Member Moments:
Overview provided of the concept behind this being established. Currently being trialed on a quarterly basis with member coaches. Consideration will be given to peer to peer meetings monthly following the trial period.
New Coaches:
Currently a Coaches Handbook is being completed for use when identifying/inviting members to step into the Coaching role. This will also outline activities to be undertaken as a Coach so members are able to truly understand what the role entails.
Echidna:
Update on how the transition to Echidna has occurred. New items introduced, eg on-line Service Agreements, utilisation of Echidna as HR Database.
Participant Survey:
Update on requirement for survey and the staged approach being used to gather responses.
ALL TOGETHER NOW
Dare to Lead
Presentation of Dare to Lead concepts, activities and approaches provided by Michaela and Lynn to Gathering.
Michaela and Lynn are keen to undertake further study (train the trainer) to incorporate more concepts into Jeder, if appropriate. Possible opportunity for workshops in the future.
Other members have shown interest in joining this initiative.
STREAM ONE: HQ
Decision Making Matrix Session
The Bored is the GPS on the bus being driven by the membership. Currently, decisions made within Jeder Institute are based on our Consent Decision Making process when face to face and Loomio in between face to face interactions
What we have:
The Jeder Aquamarine Governance Framework already has an accountability section which includes:
- A Decision-Making Matrix incorporating different levels of decisions
- Charity guidelines for constitutional decisions
- An overview of rights, roles and responsibilities
What we need to review as a membership in order to make good decisions is as follows:
- Page 10: Responsibilities for Roles Matrix
- Page 14: Decision Making Matrix
- Page 15: Important Decisions Matrix
Ideas on Post it notes:
- Participation and activity = becoming more informed
- Bored answers to the membership
- Embed the “check the matrix” language into the culture, like “host yourself”
- Fine tune the responses on each point on the doc; one high level, one easy
- Financial decisions = financial delegation (an assigned amount of money – how to claim reimbursements?)
- Now that the org is doing well with the virtual gatherings that we have mini (day gatherings to knock things over as needed)
- To support membership, growth and participation each Jedi could have a stand-alone mini gathering day to work on their Jediets and get them done/finalised.
Action/consideration points:
- Take financial delegation topic to Dollars Jedi
- Jedi Pod to explore once a year Jedi themed day for action
- Should we have the 3 documents (plans/framework) together and call a mini gathering to get it done
ALL TOGETHER NOW
Action Stations
Chontelle hosted action stations and asked everyone to make a commitment and choose a timeframe in which to do their tasks. There was a flurry of activity as everyone added their actions and commitments and joined up with each other and the Jedis where relevant. These actions will be taken forward through the various Jedis and teams, as required.
Check-out
The team celebrated a final checkout with responding to the question, “what’s a commitment you will be taking with you?” where they shared their feelings, thoughts and actions from action stations and had further thoughts about who to connect with moving forward.
