Lesson Learned - Please describe an instant where your house has had an issue (e.g. trouble with events, house dynamics, logisitics etc.) and discuss how the house resolved the issue, and what was learned.
Event, situation: Food Justice BBQ - planning, implementing, execution, wrap-up
Struggle, lesson: planning, communication clarity, strong / clear structure for execution
On Sunday, August 9th, MHSS -- with the support of several other local Jewish / environmental / social justice organizations -- hosted a Food Justice Barbeque featuring local, organic, hechshered-kosher foods from several area farms and production facilities. Foods and drinks were purchased directly from the farmers themselves, local farmers' markets, local food co-ops and the Silver Spring Whole Foods, prepared by residents and a cadre of invaluable volunteers. We used reusable or otherwise eco-friendly utensils, etc., and composted and recycled what we could, producing very little waste. Speakers and representatives from Shomrei Adamah, Kayam Farm, AVODAH/AJWS, KOL Foods, and Within Reach Movie spoke with attendees about various moral, ethical, environmental, and religous issues related to our eating choices, about creating sustainable communities through the choices we make, and about their own personal journeys and experiences in pursuit of a happier, healthier, more just world. The event was featured in the August 12th issue of Washington Jewish Week (article here) and may be featured as well in Within Reach Movie (http://www.withinreachmovie.
All in all, not bad.
Actually, I'm pretty proud of ourselves.
But we could still use some work.
Areas of [Future] Improvement
Planning
Issue: Cluelessness
I (Rachael) was away during the crux of planning; so, I walked into a show already in motion, treading gingerly so as not to trample reigning decisions, hinder plans already underway, disrupt ongoing dialogue, or impose upon busy schedules. Our house meeting initially scheduled for the week prior to the event was canceled due to last-minute developments. In retrospect, we concluded we could sure have used a house meeting dedicated solely to the food justice BBQ at some point during that week; but at the time, busy schedules and collective blissful ignorance usurped any such plans.
It wasn't until I fell into a chance conversation with Lindsay on Shabbat afternoon -- less than 24 hours until the masses would descend, less even still until the time by which food and space prep should be well underway -- that I realized just how little had been decided upon or was in place for the next day. Where would we get enough meat serving bowls, platters, and utensils; knives, cutting boards, cooking dishes, pitchers, etc.? (Apparently, we had secured none of these things; we couldn't use what we currently owned, for our kitchen is primarily dairy.) Who was volunteering for what and when? At what time were the representatives from the co-sponsoring organizations arriving? Were they coming early to help out? Were we going to collect money for tzedaka -- a food-justice-related organization, perhaps? How would we designate what was to be trash, what was to be composted, and what was to be washed for future use -- and how would we collect each? And so on. And when Lindsay left for the five thousandth or so time to pick up more food for the event from yet another local market or co-op, I wondered (feeling a bit helpless and out of the loop): why is Lindsay doing all this work?
Communication; Clear structure in place; Distribution of duties
Issue: unbalanced workloads, ambiguous / vague roles / duties, and unfulfilled expectations
New & Improved -- Next Time
We had a house meeting a few days later at which we recounted both the virtues and the detriments of the event. We took turns, allowing each person their full opportunity to speak. Each person highlighted successes as well as areas ripe for fixing. Each person used positive, all-encompassing language, not singling out in hostility or, as folks love to say, finger-pointing. (No name-calling, either, for that matter.) Our sharings covered a lot of ground, including the following: (I'll try to represent everyone's various misgivings / lessons equally and accurately)
- Communication: point person seeks out others involved in the day's execution; informs all of updates: what's secured, what remains to be accomplished, who will do what, etc.; requests assistance as needed. This to happen in the weeks and days before the event; by day of event, all should know what is where, who is doing what, etc.
- Communication: all involved in day's execution ask proactively the status of things & how they can be helpful.
(Seems more efficient for main person to assume the active role and disseminate information to all simultaneously, so that all are on same page, get info. at same time, and can learn from one another's questions and answers, and also so that point person does not have to remember and repeat info. several times over as s/he updates each "executioner." However, proactivity is good and useful.)
- Planning: All needed materials are determined and secured in the weeks preceding the event; label purpose of each and store in location others know.
- Breakout sessions: "wish had gone better"
Clearer intention: who is reviewing what topic? Where will breakout session be located? Better spaces created for breakouts. Also: is this a "requirement", or do we not mind if people choose to socialize instead? If "requirement", must more clearly build into structure of event.
- Make lists / figure out details much more in advance
- Delegation & delegators: who is point person for which pieces of the event? Who knows or will figure out what is needed and will have "authority" to assign responsibilities? Then: do it! & check in with people periodically, at pre-determined intervals and also casually.
- Checklist of what needs to be done to be posted in days preceding event and also checklist to post day of event to be referred to by all involved in event execution -- so all can track what needs to be done still, what is accomplished, who may need help, etc.
- Designate and physically separate food & materials into piles w/ signs for clarity (so everything is collected into one place for each purpose for which its needed and no need to hunt it out)
- Schedule more time for prep when event follows a Shabbat that ends late
- Volunteer structure arranged in advance & available to all head point people and housemates
- Assign captains in charge of each category of what needs to be accomplished; make clear who is captain of which category: introduce them to helpers & executors, provide nametags if necessary, & add to posted checklist for easy reference. This person responsible for successful execution of said category, incl. problem solving / troubleshooting. Helpers responsible for checking in with their assigned captain, and with other caps once first cap. says all's clear for their category of work to be done.
- Volunteer expectations clear -- duties, timeframes / timeliness (cap. can cover details)
- Outdoor space prepped as much as possible in the week preceding event so that only touch-ups are left for day of & energies can be focused on the prep that could not be taken care of prior
- Clearly assigned roles, timeframes, & deadlines of duties to be taken care of, pre- & post-event
- Clear communication between housemates of personal needs & group expectations
- With an event this large, hold at least one meeting just about this event, probably best during week preceding event; all housemates who will be at event are present at meeting; perhaps volunteers in attendance, too
- Raising money @ event: determine whether will collect & decide upon recipient much ahead of time; make clear the intended acceptance of tzedaka: announce verbally & with signs the intention to collect, recipient organization, & location of tzedaka box
And there you have it!
For a complete list of and supplemental information about participating co-sponsors, organizations, suppliers, and speakers, feel free to visit our Food Justice entries at www.moishehousesilverspring.
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