DISCUSSION: Kiwiburn Org. Chart tidy up

[Secretary ExCom (Geveta)]

Everyone's favourite thing! Following the on boarding of our new Crew Facilitator Holly Bennett we've tidied up the Crew departments' teams to be consistent throughout our various documents, starting with our Org. Chart. We now have Crew Processes, Crew Support, SWAG and Volunteers as our Crew department teams. Before we update the chart image on our website, I thought it best to check on any other updates that may need to be included:

• Documentation Specialist: This role doesn't appear on our current org. chart online (it was under Admin). I've spoken to the role's Lead Renee about this who agrees its a bit 'redundant' having this as a separate role from general admin, as such we will dissolve this role. This frees up an inbox for a Team Leads use rather than a share inbox, preferable one with more email traffic like KAC or Health and Safety, or more need for privacy like Site Managers. There's also the Sustainability role that was meant to have an allocated inbox delegated to the Chair email. 
• Site Safety: in the interest of 'eliminating the excess' we could shorten this department title its emails to just 'Safety' and 'Safety Facilitator'. I've floated this idea to Ryan who's on board with the ease of use approach. 

Has anyone else got ideas for their departments on this front? 

Org. Chart: https://docs.google.com/presentation/d/1PSs-gi2y8N_gvRr4k0laUumDzU-hlVV862BBUZ_wicQ/edit#slide=id.p1

Previous chart for reference: https://groups.google.com/forum/#!topic/kiwiburnexcomlive/kxAThe9ZHbc

[communicationsfacilitator]

comms ggod as is. none of those can be merged .

do you mean site safety will only utilise two email addresses / inboxes? and aliases? what's the relevance of this to the org chart?

[Secretary ExCom (Geveta)]

Site Safety Teams/(now) Safety Teams is a shared inbox with aliases sitemanager@, security@, medics@, healthandsafety@. The Black Sheep Rangers have there own inbox. The only other Site Safety department inbox is the Facilitator Inbox (who has allocated access to both teams inboxes). I've just updated to the shortened version, I'm sending an all comms. FYI email about this now. 

Relevant to the Org. chart as the way the role's name appears on the chart correspond to the role's email address :D. 

[Secretary ExCom (Geveta)]

Following discussion at last nights monthly ExCom meeting, we touched on developing the Sustainability role again. This has long required an email address for use (it's been highlighted Green in an all emails spreadsheet Webmaster Brad created waiting for a move). It be a good time to make this happen. However, does anyone else have a Team using a shared inbox they believe should have their own team email instead due to email traffic/privacy/sheer workload?

On Monday, 11 November 2019 10:43:25 UTC+13, Secretary ExCom (Geveta) wrote:

• Documentation Specialist: ..... we will dissolve this role. This frees up an inbox for a Team Leads use rather than a share inbox, preferable one with more email traffic like KAC or Health and Safety, or more need for privacy like Site Managers. There's also the Sustainability role that was meant to have an allocated inbox delegated to the Chair email.

[communicationsfacilitator]

comms could do with a separate email inbox for news@ as there are five roles using one inbox (comms). it hasn't been unworkable, tho just flagging it here as an option.

[Secretary ExCom (Geveta)]

To update here: 

• The existing documentation@ email will be changed to sustainability@ ready for the new Team Lead once chosen. 
• Diia has requested the new Event Registrations role gets it's own inbox due to heavy email traffic. We also need to add Event Registrations to the Org. Chart. 
• Shelley, would you prefer the news@ team had a separate email account to the commmunications@ one?

Are there any other requests for gmail accounts, or role to add to the Org. chart for clarity?

[communicationsfacilitator]

I think so. checking with team.

[Kiwiburn Web Master]

Hey all, having a read through this :D

We currently only have one spare email inbox from freeing up documentation@. The addition of any more email inboxes will require budget approval, as they're $100+/yr each.

I'd prefer not to add too many additional inboxes, as we're already paying Google a LOT for our emails.

From my (uninformed) perspective, Event Registrations seems like it will only have high email traffic for one/two months of the year, so I'm not sure about spinning it out into it's own email account??

I'd recommend combining it with the themecamps@k....com inbox (as an alias). Like all our aliases, it would still function as its own email address - it would just share the inbox (or deliver straight to a folder, if sharing the inbox will cause confusion). Diia - would that work?

As news@k...com has high email traffic year-round and shares with 5 people, I see benefit to setting up a separate inbox here. 

We just need to decide whether the spare inbox goes to sustainability@ or news@, or both (with increased budget approval)

- Brad :)

[communicationsfacilitator]

On Thursday, 21 November 2019 04:13:35 UTC+13, Kiwiburn Webmaster wrote:

We currently only have one spare email inbox from freeing up documentation@. The addition of any more email inboxes will require budget approval, as they're $100+/yr each.

OK to pay if we need them.

 

From my (uninformed) perspective, Event Registrations seems like it will only have high email traffic for one/two months of the year, so I'm not sure about spinning it out into it's own email account??

I'd recommend combining it with the themecamps@k....com inbox (as an alias). Like all our aliases, it would still function as its own email address - it would just share the inbox (or deliver straight to a folder, if sharing the inbox will cause confusion). Diia - would that work?

sounds like a workable option, and sensible as is only for a short time in the year

[Sustainability Team]

Hello! I exist as the Sustainability Team email now, ready for my Teams/Team Lead's use :D