Hosting Responsibilities

PURPOSE

A weekly two hour open virtual space, hosted by a “barista”, for members to drop in to connect, to ask questions and have compelling conversations.

With minimal time, but a dire need for interaction, the Virtual Coffee Shop is a designated time and “space” for members to connect, without the commute or crowds, but still with the connection (and coffee!).

Members will come to:

• Meet other community members

• Engage in interesting conversation

• Seek someone who can help answer a question or navigate a business situation they are facing

• Get connected to someone with a specific skill or expertise

SUCCESS FACTORS

Members who attend:

• Feel welcomed and heard

• Make fruitful connections

• Get valuable guidance from other members

• Think bigger and better about their business

• Find it is such a good use of time that they return

ROLES

Barista:

• Opens, sets up and hosts the coffee shop

• Selects a conversation topic in advance

• Greets members as they join – inquires about their intention and how long they will be able to join us

• Connects members, both in attendance and those within the community with those who have questions

LOGISTICS

• Held every Wednesday from 8 to 10 am

• Log in URL on the activity calendar

• Hosted on Zoom – login details will be sent via email

• Open to all members

• Potential members may join for one month

• Hosted by a “barista”

PREPARATION CHECKLIST

Select a question of the day: See Virtual Coffee Shop Whiteboard Questions for a list of ideas

RUN OF SHOW FOR THE EVENT

7:45am

• Open Zoom Call / Put question or topic in chat…

• Change background to coffee shop (download here)

• Set up these breakout rooms and set timer to 120 minutes. Allow participants to choose their meeting room.

  • Work Space (for members who want to work together on a specific topic)

  • Conversation table (for the topic of the day)

  • Whiteboard Area (for a business problem)

  • Meet another member (for those wanting to learn about another member)

8:00 to 9:55am

• Welcome members as they join. Ask for their intention – length of stay

• Engage to determine if they have a specific question or need. If so, assist them in finding a resource (note – it may be connecting with a member who is not present)

• Facilitate conversations using the question prompt – put these folks in the specific break out room

• Put members in breakout rooms as requested

• Keep the main room open for new arrivals. Barista must stay in the main room.

• Put the discussion groups in their own separate break out rooms.

9:55am

• Provide a last call – provide a 5 minute to close message

• Thank people for attending as they leave

POST EVENT

• Record names of people in attendance here

SUPPORT

• Tech support: Samantha Hahn sam@apeironnetwork.com

• Community Resource Support: Joe Indiana joe@apeirionnetwork.com  (where to go if you need help connecting one member to another)

• Facilitation Support: Kris Taylor kris@apeironnetwork.com

PURPOSE

A monthly ninety-minute opportunity for members to help other members with challenges they are facing. Focused on topics brought straight from the concerns the members and the clients they serve, this is a structured, guided “think-tank” that aims to systematically address the problems we face. Members directly affected by these issues leave with better clarity, deeper analysis and options for real-world solutions in hand, but leaders of other industries will be enlightened to similar issues In their work, and how to address them proactively.

Demonstrating our desire to learn from each other and to create vibrant businesses, the lab serves three purposes:

1. To draw from the collective wisdom of the community to solve big problems

2. To learn from a variety of perspectives with real life situations that we face (or will face)

3. To learn a problem-solving approach that can be used outside the lab which helps get clarity on the situation and the end goal, expand options and determine a best path forward

SUCCESS FACTORS

Members who attend:

• Can speak freely in a space were confidentiality is honored and support is offered

• Learn from other members when confronting business challenges

• Think broader and deeper about business situations

• Find valuable insights that help them today and, in the future,

ROLES

Sherpa

• Sets up the lab in advance with those registered

• Solicits issues to process

  • Has a few common ones if none are volunteered

  • Attempt to process 2 issues if possible

• Opens and hosts the circle / Greets members as they join

• Introduces the process and has members commit to confidentiality. Remind them of these agreements from our code of conduct:

  • I share my experience, knowledge, and views, as they are respected, desired, and welcomed here.

  • I value others members’ unique, powerful experiences and knowledge.

  • I will honor confidentiality for those things that should not be shared with others. When I do, trust is strengthened, conversations can be candid and better solutions can emerge.

• Manages the process – provides a handout to guide the process

• Choose a note taker to capture suggestions that emerge (the notes go to that person)

• Manages time and the process.

• Summarize the situation and ask the group to reflect on the question on their handout. Ask if a few people might share their insights and how to apply.

• Closes the meeting

Peer

• Brings an issue or business problem to the lab to explore

• Is open to new ideas and thinking

• Can be honest about the situation and their contributions to the problem

Council

• Listens deeply to the explorer

• Withholds solution offering or fixing / Suspends judgement

• Offers ideas, suggestions and wisdom from their experience or expertise

LOGISTICS

• Held once a month for 90 minutes

• Open to all members and explorers

• Facilitated by a Sherpa

PREPARATION CHECKLIST

Sherpa identified 30 days in advance by admin

● Session description listed on event calendar

● Session & description sent in email update one week in advance

● Email reminders sent out by admin

● If held in person, admin finds a suitable location

● Pre-registration is required – must commit the day prior to the event

RUN OF SHOW FOR THE EVENT

• 8:30

• Welcome members

• Do quick introductions and review ground rules – esp. these two parts of our agreement:

  • I share my experience, knowledge, and views, as they are respected, desired, and welcomed here. I value others members’ unique, powerful experiences and knowledge.

  • I will honor confidentiality for those things that should not be shared with others. When

  • I do, trust is strengthened, conversations can be candid and better solutions can emerge.

• Pass out process cards and lightly review the process.

• Solicit an issue to work on.

• Facilitate the process.

• Assign a scribe to record suggestions (can be on paper or digital)

• If time, repeat the process.

POST EVENT

• Record names of people attending here

• Upload recording to library (location TBD)

• Thank presenter with a note or social media call out as appropriate

SUPPORT

• Tech support: Samantha Hahn sam@apeironnetwork.com

• Community Resource Support: Joe Indiana joe@apeirionnetwork.com  (where to go if you need help connecting one member to another)

• Facilitation Support: Kris Taylor kris@apeironnetwork.com