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
• 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 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 presenters for biweekly thursday talks
  • get bio, info on talk, picture for blog post and calendar
  • put info in calendar
  • 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: 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 Office of Marketing/PR HowTo

• Facebook, Twitter (social media management)
  • Event hype (before, during, after)
  • Personality
  • Finding and re-sharing community content
  • Community involvement
  • Additional streams (with IT help)
• 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?