General Company / History / General Company Governance Meeting of Jan 20, 2012, 10:47am

General Company Governance Meeting Minutes

Held on: January 20, 2012, 10:47am
Secretary: Brian Robertson

Made changes to: Community Engagement

Accountability changed:
  • Facilitating the sale of event registrations for the organization's trainings and events, and tracking such recording any manual registrations within an in the organization's registrant tracking appropriate system
    o Triggered Action (Upon sale of a group registration): Collect and capture basic contact info on each person in the group from the primary registrant, and associate each individual with the event in the event registration database.
    o Triggered Action (Upon registration to event with pre-requisites): Verify registrant meets pre-requisites, or contact them to educate and discuss options
Accountability changed:
  • Monitoring the organization's systems and processes to maximize the capture of e-mail addresses into the customer information database
    o Triggered Action (After Each Event): Scrub and upload data to H1 shared drive; import data into customer information database
Domain removed:
  • Systems & Processes for Tracking Relationships & Registrations

Added: Technology Platform Product Manager

Accountability added:
  • Defining & prioritizing a story backlog for development by @Technology_Services_Circle
Accountability added:
  • Notifying all affected GCC roles in advance of website downtime and integrating objections from those roles to the specific downtime window
Accountability added:
  • Developing and maintaining the organization's web-based database & workflow systems & platforms, and evolving them to integrate the needs of various stakeholders
Domain added:
  • The organization's Contact information & relationship tracking systems & platforms
Domain added:
  • The organization's lead & opportunity tracking systems & platforms
Domain added:
  • The organization's registration tracking systems & platforms

Made changes to: Technology Services Circle

Accountability removed:
  • Notifying all affected GCC roles in advance of website downtime and integrating objections from those roles to the specific downtime window
Domain changed:
  • Technology development servicesSoftware & Web-Development Services
Domain added:
  • Hosting relationship and environment for GlassFrog

Removed: GCC Circle Member

Made changes to: Content & Outreach

Accountability added:
  • Countering misinformation about Holacracy™ on the web
Accountability added:
  • Publishing policies & processes to allow other Roles an appropriately-constrained capacity to e-mail subsets of the mailing list for their own purposes
Domain added:
  • HolacracyOne’s visual branding
Domain added:
  • Mailing list activities

Made changes to: GlassFrog Product Manager

Domain removed:
  • Hosting relationship and environment for GlassFrog

Policy changed: Strategy Meeting Process

Text changed:

  • The Circle shall use the following process for Strategy Meetings:

    1. Check-in Round
    2. Retrospective: Reflect & Capture…
      a) What was done as a result of the previous strategy
      b) Notable facts & events; external changes, opportunities, trends, data, etc.      Review Purpose, Scope, & Accountabilities of Circle
    3. Share observations & learnings from Retrospective (Listen to Organization Voice)Retrospective: Reflect & Capture…
      a) What was done as a result of the previous strategy
      b) Notable facts & events; external changes, opportunities, trends, data, etc.
    4. Brainstorm to diverge (Mind Map): "What might make sense to emphasize operationally?"Record Tensions surfaced in retrospective
    5. Distill Key Threads & Patterns from BrainstormingBrainstorm to diverge (Mind Map): "What might make sense to emphasize operationally to address these Tensions?" (Capture output as phrases starting with -ing verbs)
    6. Discuss to converge: "What strategy should guide our decision making? What should we emphasize?"Distill Key Threads & Patterns from Brainstorming
    7. Lead Link proposes output; process with IDMDiscuss to converge: "What strategy should guide our decision making? What should we emphasize?"
    8. Closing RoundLead Link proposes output(s); process with IDM
    9. Closing Round

    The outputs of the Strategy Meeting shall use the form of "Emphasize x over y", where x and y are both -ing verb phrases, and represent two connected poles of a polarity with both poles having value independently.

Policy removed: Tactical Meeting Process

Policy removed:
  • The Circle shall use the Tactical Meeting Process defined on the organization's Wiki for its weekly tactical meetings. The Lead Link of the Circle shall facilitate the Tactical Meetings.

Policy removed: Governance Meeting Frequency

Policy removed:
  • The GCC shall have one regularly-scheduled governance meeting per month.

Policy removed: Daily Stand-up Process

Policy removed:

  • The Circle shall use the following process for its daily stand-up meetings:

    1. Check-in. Personal context setting and sharing.
    2. News or Updates. Open discussion where any circle member may share as they prefer. Update may include news or activity from prior day or information related to current projects or actions.
    3. Constraints. Any “waiting for actions” or impediments to flow that need to be identified or cleared.
    4. Follow-ups. Any issue requiring further discussion either immediately following the daily stand-up or that need to be scheduled at some other time during the day.

    Facilitation of the daily stand-up meeting shall rotate weekly across circle members.