This is year-round task that involves monitoring the inbox and answering any questions about the organization or the events we run.
We use Inbox by Zendesk to manage emails sent to the RBB. Anything that is sent to the RBB address is automatically forwarded to our personal ones.
If there are multiple people managing the inbox, please make sure to assign yourself to the email threads that you are participating in. If a conversation is complete, please also mark it as "Done".
Checking in on a weekly basis in between workshops should suffice. As we get closer to a workshop though, the inbox should be checked more frequently since people may have last-minute questions, cancellations, or maybe child care requests.
It would also be good to check often right after a workshop has happened as well.
- Create a new planning board based on the Workshop Template.
- Set up a meeting for everyone who's interested in coordinating for the next workshop.
- Invite volunteers to the new Trello board.
- Make sure every role and task has been assigned.
- Schedule retrospective meeting.
- Check in with each coordinator on their progress.
- If there is a problem or a bottleneck somewhere, intervene to help out.
- Check email for workshop inquiries.
- Bring supplies.
- Help out with check-in.
- Support MC with timing decisions as needed.
Preparation:
- Add new columns to planning board:
- Working well
- Opportunities to improve
- Ideas for next time
- Action items
- Invite all coordinators, TAs, and any other volunteers to the meeting.
- Include a link to the board so that everyone has time to review beforehand.
At meeting:
- Review cards added to new columns.
- Make sure someone is assigned to each action item.