How To Use The Governance Process Outside Meetings
You don't necessarily need to have a Governance Meeting to create changes to Governance. Sometimes it may be more useful to make Governance proposals outside a meeting using Slack. This is known as Asynchronous Governance. Just follow the Asynchronous Governance Instructions below.
Asynchronous Governance Instructions
Craft proposal: Create your proposal using the Online Proposal Template below.
Present proposal: Post your proposal in the Slack channel for the relevant circle.
(If applicable) Respond to clarifying questions: In the comments, engage with Circle Members asking clarifying questions.
(Optional) Amend & clarify: Based on Circle Members' reactions in the comments, you may choose to amend the proposal or clarify the intent behind the proposal. If you do amend the proposal, edit the proposal in the original post.
Check for objections: The proposal is adopted if all Circle Members actively respond with "no objection." Alternatively, the proposal is adopted if there are no standing objections after a pre-defined time limit.
Update governance: Once the proposal is adopted, notify the circle's Secretary (or, if the circle has no Secretary, the Circle Lead) so they can update the circle's governance records.
Online Proposal Template
Copy the below template into a Slack message, fill out the relevant fields and then post it in the relevant channel. In the "Proposal" section, multiple options are available that can make up a proposal. Use the options that are relevant and delete the rest.
GOVERNANCE PROPOSAL: [IN CAPITALS, A 2-3 WORD TITLE FOR YOUR PROPOSAL]
I'm sensing this tension in my role as: [Your role in the circle.]
My tension is: [A description of your tension. Be as brief as possible, as detailed as necessary.]
Proposal:
Create a new Role of [Role name] with a Purpose of [Role purpose], Domains of [any domains, if applicable], and Accountabilities of [any accountabilities, if applicable].
Edit the existing Role of [Role name] by [relevant additions, deletions or changes to the Role's name/Purpose/Domains/Accountabilities].
Delete the existing Role of [Role name].
Create a new Policy of [Policy name] connected to the Domain of [Domain, if applicable]. The Policy states that [Policy body text.]
Edit the existing Policy of [Policy name] by [relevant changes to the Policy's name, body text, or changes to which Domain it's linked to.]
Delete the existing Policy of [Policy name].
Restructure the sub-Circle of [sub-Circle name] by:
Moving [relevant roles] out of our Circle and into [sub-Circle name].
Moving [relevant roles] out of [sub-Circle name] and into our Circle.
Moving [relevant policies] out of our Circle and into [sub-Circle name].
Moving [relevant policies] out of [sub-Circle name] and into our Circle.
If you have no objection, react 👍. If you object, react 🚫 and comment your reasoning. Post any clarifying questions or reactions in the comments. You may request this proposal be brought to a governance meeting, which will stop the asynchronous governance process from proceeding.
The proposal will be adopted if all Circle Members react 👍, OR if there are no standing objections 4 weeks after the proposal is made or amended (whichever happens later).
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