FoAM Manual
(DRAFT! To be edited… notes from FoAM Manual 2010. see also https://repo.fo.am/foam/manual )
How to setup, organise, sustain and maintain an organisation like FoAM?
Principles
- Be aware and present in every moment, while not losing sight of the long term mission. Ask questions.
- There are no generalisable recipes, you have to improvise in the moment and learn from your mistakes.
- Observe, think, interact. Take initiative and be responsible for your actions. Accept feedback from others.
- No bosses & no employees. Get your hands dirty AND be committed to making decisions, when needed.
- FoAM subscribes to open source and creative commons principles. If you create work covered by copyright, always use GPL-compatible or Creative Commons licenses (details further down in the document).
Business management
Funding
- 1.1 Find appropriate funding calls
- 1.2 Design, write and edit proposals
- 1.3 Communicate with partners (if applicable): emails, phone calls, meetings
- 1.4 Write, edit and layout reports
- 1.5 Communicate with funders: emails, phone, meetings
- 1.6 Find (or respond to) and execute commissions for clients (festivals, companies, organisations)
- 1.7 Write and send invoices
- 1.8 Negotiate and sign contracts
- 1.9 Meetings with auditors and inspectors (email contact, phone calls, arrange and host meetings)
- 1.10 Keeping an archive
Financial management
- 2.1 Create and follow up yearly and project budgets
- 2.2 Approve payments – check invoices & receipts and incoming payments
- 2.3 Paying bills: online and on-site banking
- 2.4 Filing paid invoices (assigning projects & analytical codes)
- 2.5 Balance cash tables
- 2.6 Contact with accountant
- 2.7 Chasing unpaid invoices
- 2.8 Finding missing bills
- 2.9 Closing financial year, communicating with accountant and auditor
- 2.10 Archiving
Legalese & HR
- 3.1 Calling, organising and hosting board and AGM meetings
- 3.2 Writing meeting minutes
- 3.3 Depositing legal documents with Staatsblad, Griffie, Nationale Bank…
- 3.4 Making sure that FoAM complies to legal requirements
- 3.5 Getting legal documents signed and stamped by relevant individuals
- 3.6 Licensing and copyright
- 3.7 Meetings with potential collaborators (email, phone, f2f)
- 3.8 Contract negotiations (including interim agencies)
- 3.9 Writing contracts, letters of intention, invitations for visa purposes
- 3.10 Coaching & mentoring
- 3.11 Follow-up on deliverables (in progress meetings)
- 3.12 Appraisal and evaluation meetings
- 3.13 Conflict resolution
- 3.14 Translation and communication in Dutch
- 3.15 Familiarity with immigration procedures and visa requirements, contacting authorities
- 3.16 Decision making
- 3.17 Hosting weekly meetings
- 3.18 Keeping track of appointments on joint google calendar (and in person)
Facility and Infrastructure management
- 4.1 Translation and communication in Dutch, English and other languages
- 4.2 Making sure the accommodation is in order
- 4.3 Washing sheets and towels
- 4.4 Cleaning up after myself and others
- 4.5 Checking that all windows and doors are closed before leaving
- 4.6 Taking out rubbish/compost
- 4.7 Writing on public blackboard about what's going on at FoAM
- 4.8 Checking heating
- 4.9 Writing shopping list / shopping
- 4.10 Watering plants
- 4.11 Getting gas
- 4.12 Communicating with the cleaner
- 4.13 Issuing Keys
- 4.14 Organising and paying insurance (building, stuff, people), follow-up with insurance companies, and if needed following up claims
- 4.15 FoAM internal Network
- 4.16 System Administration
Creative / Research direction
Programme Design
- 5.1 Design the programme (in collaboration with others)
- 5.2 Design and host brainstorming sessions, write meeting minutes
- 5.3 Write the programme
- 5.4 Design activities (concept, production plan, tech-riders, tasks (dependencies), timeline, budget)
- 5.5 Keep an overview
- 5.6 Host evaluation meetings
- 5.7 Report on the activities and the programme as a whole
Activities
- 6.1 Project management & creative direction
- 6.2 Communication with project collaborators and organisations (email, phone, meetings)
- 6.3 Host events (invitations, follow-up with people, help with travel & accommodation, introduction speeches, networking, cooking, tech setup, clean-up)
- 6.4 Design, production and facilitation of discussions and lectures
- 6.5 Design, production and facilitation of workshops
- 6.6 Hosting/moderation of discussions during meetups, workshops and events
- 6.7 Documentation
- 6.8 (Copy)writing
- 6.9 Graphic harvesting
- 6.10 Digitising and editing video, mastering DVDs and online distribution of video
- 6.11 Photos: taking and sharing photos
- 6.12 Food concept, design and preparation
- 6.13 Follow up, documentation and evaluation of projects
Communication
- 7.1 Website(s) content, design, development
- 7.2 Announcements on FoAM mailing lists
- 7.3 Direct emails to new people, special invitees
- 7.4 Prospecting; meetings and emails with potential partners, collaborators and clients
- 7.5 Contacts with media (announcements, reports, building relationships)
- 7.6 Social networks (updates on facebook, twitter, tumbler, flickr, vimeo…)
- 7.7 Writing articles for conferences
- 7.8 Writing articles for books, magazines, journals
- 7.9 Design, writing and editing FoAM's publications
- 7.10 Public speaking, internationally
- 7.11 Layout external communication documents
- 7.12 Contact with the sector (lobbying and joint efforts)
- 7.13 Networking with (potential) partners
- 7.14 Giving interviews
- 7.15 Making sure funders & sponsors logos and mentions are in order
- 7.16 Designing or outsourcing design of PR materials