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.

• • • Office of Editor
    • Office of Treasurer

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

• 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

• Initiating and revoking memberships (keys, documents, etc, with treasurer's help)
• Templatize meeting minutes, make minutes easy
• Agendas
• Document storage, recordkeeping, publishing documents (with help of editor)
• Reminders (reporting, taxes, due dates)
• Calendar (operational, events, point of contact)
• Coordinate presenters (before, during, after)
• Operations/Events accountability
• Contacting lawyer/insurance

Editor

• 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

• 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
• 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?