Room for More · everyone
Handing things over
Whatever you are helping with, this is the principle that is the same for everybody. It exists so that what you have done can go straight out, instead of sitting with me while I work out what is missing.
1 Where things go
The #finished-work channel in the team Slack. It is the one channel where finished things get posted, so that people can send me what they can't do themselves. If you for example don't have access to edit and post in the Meetup group, then you would post what I need to put there in #finished-work. Recaps, photos, drafts, status updates and kit requests all go to the same place, one thread per thing so it stays findable. It is important that you send as much information about something as possible, without cluttering things or sending an unnecessary amount of messages. This is basically where I look to see "what do people require that I do".
You join by an email invite from me, so there is no link to click here. If you are helping and no invite has arrived, tell me and I will sort it.
If it is urgent, message or call me directly as well: +47 984 41 663. Anything about somebody's safety, call whatever the hour. Everything else can wait for normal waking hours.
2 What "finished" means
Finished means I can read it once and act on it. I would copy-paste it and place it where it should be, whether that is on one of the social media accounts (if you can't post yourself), Meetup, the website, internal documentation and reports, or somewhere else.
The test it should pass: if I would have to come back and ask you a question you could have answered when you first sent it, it is not done yet. It is fine to not be perfect, so don't worry, it's just the test you should remember.
3 The four shapes of thing you will send me
An event you want to run
- What it is, and the complete event description that would sit on Meetup and the website, which would include:
- Date, start time, end time
- Where, and the exact spot people meet. Not "the park"
- What it costs a person, or free
- Anything that has to be booked or paid for, and roughly what it costs
- How many people it works for, at most
- What happens if the weather turns, or if it is indoors, what happens if the room falls through
- A photo or poster. You can generate it with AI, ask me to do it, or make it yourself without AI if you want
- All information an event would logically need. If it would bloat the event description, send it alongside as extra information
A recap of an event that happened
- Preferably within 24 hours, while you still remember it:
- The mood
- How many showed up, roughly
- What they bought or did
- How much of a success you would consider it
- Any notes or thoughts you have about it
- A few photos, preferably one group photo, and you asked before taking any that show a face
A message to a venue or a partner
- Who it is going to, and what we already agreed with them, if anything
- The draft, written as you would send it
- What you want back from them, in one line
- When you would chase if nothing comes
- Any other relevant thoughts or notes
Something that went wrong, or somebody who needs looking at
- An accurate and objective description of what happened, to the best of your ability
- What you did
- Whether anybody is waiting on an answer from us
- No names in the group chat if it is about somebody's behaviour. Send that one to me directly
4 A shape you can paste
5 What happens after you send it
I, or someone else with that responsibility, will normally go through #finished-work once a day, normally in the evening. If a whole day passes with nothing from me, or it is urgent, message me directly. If I am away, I will say so in Slack.
I read it, and unless something is off I hand it straight to wherever it should go.
If you have done this a couple of times and it has been right consistently, I do less manual checking, and your trust status inside the system goes up. Eventually you would get direct access to what I can realistically give direct access to, then you can do it yourself and tell me afterwards.
6 Things that never go out without me
Short version: if it costs money, ties us to somebody, or goes out in public with our name on it for the first time, ask first (unless you are uniquely trusted and integrated, which I would make you aware of). Everything else is yours.
- Money. Prices, refunds, discounts, anything a guest pays to you. NEVER through your own account or Vipps, ever, even to be helpful, unless it's strictly personal. All money must go through agreed-upon channels
- Agreeing anything with a venue or a partner.
- The first announcement of a new event (unless it is made clear you have permission to do so), and anything carrying a price, date, venue or meeting point that is not already published. This is to make sure the information is right
7 Two things about timing
Nobody here is on call. If a message sits until tomorrow that is normal, and you never owe me an answer at a particular time of day.
The one exception is anything about somebody's safety, which gets dealt with the same evening. If you cannot deal with it, hand it to me at any hour.