View source for How to Run HeatSync Labs

This is a list of responsibilities (what is expected of the position), as well as a knowledgebase of how to practically accomplish those responsibilities.

== Everyone ==

* Try to be physically at the lab as often as possible
* Specifically be at the lab for Hack Your Hackerspace night
* Convert strangers into members
* Serve on committees
* Fundraise
* Evangelize HeatSync

== Champion ==

* Physical face of HeatSync, primary contact point
* Present for most events
* Host/life of the party
* Leader
* Checks/Balances (treasurer, etc)
* Vision, on track and clearly conveyed, the "why"
* Set and clarify expectations of positions
* Understand/track all aspects of HeatSync
* Accountability, Follow-up
* Empower/motivate
* Delegator
* Focus
* Mediate
* Communication (to/from board, to new people "no wallflowers!", connect people, to partners, getting and keeping contacts)
* Decider
* Clarity
* Soliciting for membership
* Presentation

== Resource Manager ==

* In charge of Tear Apart Nights
* Handle incoming items (donations, 
* Handle outgoing items (recycling, auctioning, donating, trashing)
* Inventory management (resource tracking, sellable item tracking, toolshare, with IT's help)
* Responsible for space (organization, cleanliness)
* Manage storage (onsite, offsite)
* Submit orders to Treasurer
* Policies/guidelines, lab safety, waivers, signage
* Facilities management
* Tool buildouts/installation
* Utilities management (with treasurer's help)

== Treasurer ==

Also see [[Treasurer_Howto | Office of Treasurer HowTo]]

* Manage bank accounts (with accountant's help)
* Collect dues and monetary donations
* Initiating and revoking memberships (with secretary's help)
* Timely updates to the board
* Taxes, IRS communication
* Collecting receipts for sales
* Delivering receipts to donators, with tax exempt notification (as easy as possible)
* Improving sales process to make it easy for customers (with IT/Marketing help)
* Set up accounts with vendors
* Purchasing (processing orders)
* Capital value (asset tracking with resource manager's help) 
* Budgets
* Expenses (monthly/yearly)
* Building and debt management
* Accounts payable
* 501c3 status (account switchovers)

== Secretary ==
*Check PO box
* Initiating and revoking memberships (keys, documents, etc, with treasurer's help)
*find and enter speakers using the [[Speaker Process]]
**be point of contact on thursdays for these presenters, set up any resources they need (projector, mic, etc)
**send thank yous, etc
**post presentations on wiki and maybe a private list of emails so we can reschedule speakers http://wiki.heatsynclabs.org/w/index.php?title=Presentations
*post agenda to lab and discussion board 1 week prior to board meeting
*take minutes during board
*post draft minutes directly after board meeting finishes to discussion board
*add approved minutes to wiki directly after board meeting finishes
*take minutes staff meetings--email minutes to attendees immediately after staff meetings
* Reminders (reporting, taxes, due dates)
* Operations/Events accountability
* Contacting lawyer/insurance
*Organize organization documents and maintain document compliance for 501c3 status
*PUBLIC Accountability
1023 (and attachments), determination letter(1023 acceptance)XX,  all correspondence!(the letter from IRS that told us to fix stuffXX) and last 3 filed 990 and 990ts at any time (not including donors schedule (b?))
if in person, MUST REMIT SAME DAY! per day($20/day capped at 10k per document) penalties!, 
(can ASK reasonable copying fee, but we can't withhold for payment)
or request by writing, we have 30 days to comply
*MEMBER Accountability
Articles, bylaws(WIKI), resolutions dealing with member rights(none atm?), minutes for past 3 years(in binder),actions taken by committees, written communications to members for 3 years(we dont have single channel for this, can we just say google groups?), names and business addresses of current directors and officers(make list), most recent annual report(state corporation commission report), member agreements, accounting records, membership list, most recent financial statements (very broad discretion here...)

== Editor ==

Also see: [[Editor_Howto | Office of Editor HowTo]]

* Blog management
* Creating content
** Photojournalism
** Written journalism
*** Regularly published focus pieces
****  Monthly news stories (focused articles)
****  "Happening this week" (photos of wacky things that happened)
****  Project updates
* Publicization and evangelism
* Copyediting, review (with marketing help)
* Wiki content
* Publishing official documents (with help of secretary)

== Marketing/PR ==

Also see [[MarketingPR_Howto | Office of Marketing/PR HowTo]]
*Monitor press via google alerts, add to Press page
* Facebook, Twitter (social media management)

I want to see like 3-4 tweets a day.  Maintain a default schedule of
tweets at least a week out, and then add/edit that as we find things.
Also want to see the heatsync acct logged in on your phone so you get
messaged with @messages and can respond accordingly

Posts in the order of importance:
*posts advertising our big events, monthly events, thursday talks 7
days before, 3 days before and day of
*post for weekly events day of
*posts of events WHILE they're happening - IE cool photos and updates
of stuff while it happens at lab
*find good exciting stuff in our stream
--from our local hackers
--from other hackerspaces, other cool projects people are working on
*do posts of new tools we got, or do posts of old tools no one knows
about. With pictures
*find projects and pictures from flickr camera and at the space to be
talking about
*Not too sure what to do with already popular links (hackaday, make,
ada, etc), on the one hand they're kind played, on the other theyre
perfect for aspirational makers--your discretion


* Promote HeatSync
* Ensuring sales items are displayed well (tables/sales are pretty)
* Branding/Image/Logo/Elevator Pitch (consistency, applied everywhere)
* Swag, Collateral, promo/info materials
* Sales
* Final review of content?
* News/PR contacts
* Demographics, marketing to the right crowd
** Obtain marketing lists
** Metrics/Analytics/Effectiveness
** Conversion & Retention
* Looking into other/new media, outlets, news, press

== IT ==

* Server/website/email/wiki/docs design/implementation/support/management
* Web development and design (with marketing help)
* eCommerce (with treasurer account)
* Online account management (passwords, integration)
* Computer/hardware design/implementation/management/support
* Network support
* Webcams, twitter bots, etc
* Physical security (with resource manager)
* Public notification of outages/downtime
* Technological recommendations/reviews/ordering (with resource manager and treasurer)
* Technical training
* On call?