Meeting Types | GaiaHub

Introduction

Elections

Activation Policy

Spheres

Holons

Meeting Types



Governance



Operations



Communications

Meeting Types

Introduction

To promote an active and effective pursuit of meaningful purpose, recurring meetings will be established as a standard practice within each holon. These meetings will address and transform tensions to generate substantial changes that contribute to achieving the association’s objectives.

However, each holon has the authority to adopt policies that modify this practice through its existing governance process.

Meeting Facilitation and Administration

Facilitator: A Facilitator, chosen by the group, will promote each meeting. The Facilitator ensures an atmosphere of active and constructive participation.

Scribe: The Scribe, also chosen by the group, will be responsible for scheduling and administering each meeting. The Scribe ensures a detailed and accurate record of topics discussed, decisions adopted, and any other relevant information.

Participation

All individuals with a role or activity within the holon, as well as the Operational Leaders of the sub-holons, should be invited to ensure active participation in the recurring meetings.

Contribution and Collective Decision-Making

The contribution of all members during each meeting is fundamental, regardless of their position or responsibility. This ensures collective decision-making and the achievement of the organization’s common objectives.

Meeting Focus

Meetings may cover the following aspects:



Governance

Discuss and review the policies, rules, and procedures that guide the holon’s operations. This includes decision-making processes, role assignments, and ensuring adherence to the organization’s bylaws and internal regulations.



Operations

Evaluate the current state of ongoing projects and activities, assess resource allocation, and address any logistical challenges. This focus area aims to enhance the efficiency and effectiveness of the holon’s operational initiatives.



Communications

Develop and refine communication strategies, both internally among members and externally with other holons or stakeholders. This includes ensuring timely and clear dissemination of information, fostering active participation, and maintaining transparency.

Meeting Types

Governance

The primary purpose of these meetings is to foster continuous improvement and ensure the organization’s alignment with its mission and values. These meetings serve as an essential platform for collaborative decision-making, allowing members to address and resolve key issues, evaluate current practices, and implement necessary changes. By providing a structured environment for open dialogue and strategic planning, these meetings aim to enhance the overall efficiency, effectiveness, and cohesion of the organization.

The goal is to modify, update, or rethink the following areas:

Roles and Memberships:

Analyze and consider possible modifications to roles and memberships within the association.
Re-evaluate the responsibilities and functions assigned to each role.
Consider the incorporation or exclusion of new members in certain positions.

Remuneration Ranges:

Discuss and evaluate established pay ranges.
Review levels of remuneration and compensation assigned to each position.
Consider necessary adjustments based on performance, internal equity, current economic conditions, and available financial projections.

Holons, Circles, or Spheres:

Consider changes in the association’s organizational structure, such as creating, modifying, or eliminating holons, circles, or spheres.
Review and redefine relationships and distribution of responsibilities among different organizational units to improve efficiency and effectiveness in achieving the association’s objectives.

Policies, Principles, and Values:

Review the policies, principles, and values adopted by the association to assess their validity and relevance in the current context.
Consider possible modifications or updates to ensure they adequately reflect the values and needs of the organization and its members.

Protocols or Smart Contracts:

Review protocols or smart contracts adopted by the association to evaluate their effectiveness and adequacy to current needs.
Consider possible changes or improvements to optimize security and efficiency in transactions and agreements within the association.

Changes in the governance of the holons will be adopted through the Advisory Process with the General Management and Governance Sphere. This process involves consultation and dialogue with the sphere responsible for the management and governance of the holons, ensuring inclusive and transparent decision-making based on a thorough analysis of needs and implications.

Meeting Types

Operations

These meetings aim to facilitate comprehensive progress reporting, ensure timely updates, provide opportunities for requesting information, define actionable tasks, and evaluate results. Additionally, they serve as a platform for addressing and resolving conflicts that may arise, thereby promoting a collaborative and transparent environment. By systematically addressing these areas, the meetings contribute significantly to the overall success and cohesion of the holons and the organization as a whole.

The purpose of these meetings covers various aspects related to holon management, monitoring, communication, and conflict resolution.

The specific objectives of these meetings include:

Progress Reporting:

Provide detailed information on key holon metrics, such as performance indicators, goals achieved, progress in strategy implementation, and results obtained. This allows members to have a clear view of the holon’s status and performance and to evaluate the effectiveness of the strategies implemented.

Updates:

Share relevant updates on events, projects, initiatives, or important changes within the holon. These updates ensure that all members are aware of recent news and developments, facilitating collaboration and alignment of efforts.

Requesting Information:

Offer the opportunity to request additional information or clarification on specific aspects of the holon. This allows members to obtain the necessary information to better understand the context, make informed decisions, and contribute effectively to the holon’s objectives.

Definition of Actions:

Define, plan, and execute the next actions or tasks to be performed by holon members. This includes assigning responsibilities, setting deadlines, and specifying the actions needed to advance the holon’s objectives and strategies.

Requesting Results:

Evaluate and request results and achievements in relation to the established goals and objectives. This allows for tracking progress, identifying possible deviations or areas for improvement, and recognizing and celebrating successes.

Any relevant conflict perceived by a member should be added to the meeting agenda and will be processed by the relevant holon or sphere. Relevant conflict is understood as any situation that, due to its nature, involved members, or impact, may limit or condition the execution of projects, the coexistence of members, or the planning and programming of progress or results.

Meeting Types

Communications

The purpose of these meetings is to address and enhance various aspects of human group dynamics within the organization. By fostering greater integration and collective empathy, these meetings aim to improve the overall functioning and cohesion of the organization. The objectives are to explore and understand group interactions, integrate individual differences, and increase the capacity for collective empathy among members. These efforts are vital in creating a supportive and inclusive environment, where effective communication, conflict resolution, and teamwork are prioritized. Participation from all members is encouraged, and the involvement of an expert in Human Relations is sought to provide additional insights and guidance.

The purpose of these meetings is multifaceted, addressing various aspects of human group dynamics to foster greater integration and collective empathy.

Specifically, these meetings aim to:

Explore Human Group Dynamics:

These meetings aim to understand and analyze the interactions, relationships, conflicts, and challenges that arise among the organizations members. By exploring these dynamics, we can identify areas for improvement and strengthen the group’s cohesion, assertiveness, and effectiveness.

Integrate Differences:

We strive to promote an inclusive environment where individual differences in perspectives, opinions, experiences, and backgrounds are valued and respected. Integrating these differences enriches decision-making and fosters the generation of creative and sustainable solutions. This involves developing and strengthening members’ abilities to recognize, understand, and constructively address group differences. Effective communication, active listening, conflict resolution, and teamwork are emphasized to facilitate collaboration and synergy.

Increase Collective Empathy:

Our goal is to cultivate greater sensitivity and understanding of other members’ experiences and perspectives. This involves fostering empathy, solidarity, and mutual consideration to create a supportive and trusting environment where members can relate to each other more effectively.

These meetings are designed to be open to all association members, as each member’s contribution is valued and considered fundamental. Ideally, we seek the participation of an expert in Human Relations, whose experience and knowledge can bring additional and enriching perspectives to the discussions and activities carried out during the meetings.

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