User:JPeschanski (WMB)/Organization

Team Plan

WMB's management is structured into two distinct areas: projects and structure. In the projects domain, we concentrate on operational management with a primary emphasis on achieving deliverables and measuring performance against established metrics. Meanwhile, in the structure domain, our efforts are geared towards enhancing the efficiency and effectiveness of our workflow and the overall impact of our initiatives.

The projects area includes:

Management	Mission
Community (comunidadewmnobrasil.org)	To engage the Portuguese-speaking community, aligning with the Wikimedia Movement strategic goals, and fostering partnerships; and to implement community practices, running community programs, identifying needs, empowering diverse leadership, and facilitating community communication.
Education and Scientific Dissemination (educacaowmnobrasil.org)	To plan and execute educational and scientific projects with the Wikimedia community, building and strengthening partnerships with institutions and educators; to promote the use of Wikimedia projects against misinformation, and foster an open scientific culture in Brazil.
GLAMs and Culture (culturawmnobrasil.org)	To plan, organize, and implement cultural partnerships, particularly GLAM-Wiki initiatives, which involves establishing partnerships, coordinating activities, reporting, and sharing knowledge with the community, in alignment to the Wikimedia Movement mission.
Initiative	Mission
CALILU (caliluwmnobrasil.org)	To plan, structure and implement a peer collaboration network in the Portuguese-speaking community, in alignment with the Wikimedia Movement Strategy.
Capacity Exchange (capxwmnobrasil.org)	To develop the framework for a sustainable process of peer learning in the Wikimedia Movement.

The structure area includes:

Management	Mission
Communications comunicacaowmnobrasil.org	To implement the communication strategy, engage external stakeholders, and shape the Wikimedia image, outreaching to new audiences, maintaining communication channels, managing social media, representing the organization, and producing empowering content.
Fundraising contribuawmnobrasil.org	To implement the financial diversity strategy, cultivate relationships with external donors and funders, and enhance the financial practice of the organization. This involves reaching out to potential funding sources, submitting proposals to potential funders, maintaining robust channels of communication with donors, managing financial partnerships, representing the organization in funding-related matters, generating impactful content to empower and attract financial support, and reporting to donors and funding partners.
Funds and Administration administracaowmnobrasil.org	To ensure efficient and transparent administration, budget planning, expense tracking, activity and finance reporting, and foster a diverse funding portfolio.
Products and Technology tecnologiawmnobrasil.org	To lead the development of open technologies; to coordinate activities and to foster Wikimedia innovation, supporting the community to ensure a functional and equitable socio-technical infrastructure for the collaborative open-knowledge ecosystem.

Within WMB's organizational model, both assistantships and executive coordination serve as transversal entities, supporting the overall workflow of the broader team. In addition to these integral components, our team also comprises dedicated interns who contribute their efforts to our communications initiatives.

Roles and Responsibilities

Executive Director

Coordinate the implementation of WMB's strategy, aligned with the 2030 Strategic Movement.
Analytically monitor the progress of various projects and identify areas that require adjustments or improvements.
Define priorities for management at the departmental level.
Establish fundraising strategies in collaboration with the fundraising management.
Identify strategic partnerships and collaboration opportunities.
Edit and approve the final versions of activity reports and other accountability documents.
Contribute to team member recruitment following best practices in administrative management and WMB's diversity plan.
Monitor developments in public policies and proposed laws that affect freedom of expression, privacy, and participation in knowledge, enabling WMB to assess their potential impact on Wikimedia projects and users in Brazil.
Represent the group and prepare presentation materials for strategic meetings.
Form partnerships on behalf of the team.
Foster synergy with WMB's Board of Directors by organizing regular meetings.
Collaborate with affiliates and other stakeholders in discussions and decisions regarding emerging governance structures in the Wikimedia Movement.
Identify shared challenges within the Wikimedia Movement to develop a community of mutual learning.
Organize institutional memory and learning within WMB.
Oversee and coordinate relationships with multiple partners.
Approve project changes when necessary.
Assess project risks and issues, providing applicable solutions.
Represent WMB's interests at events and align them with Wikimedia's goals.
Organize collective strategic processes to strengthen and expand international and thematic cooperation within Wiki Movimento Brasil.
Effectively communicate the mission and values of the Wikimedia community and WMB.
Engage with other Wikimedia affiliates to express the needs and contributions of the Brazilian community.

Community

Develop and guide the implementation of WMB's strategy, aligned with the 2030 Strategic Movement.
Support the participation of WMB members in the strategic process of the Wikimedia Movement.
Activate and coordinate community practices for engaging and safely retaining participants in activities.
Identify the needs of the Lusophone community and organize programs accordingly, seeking new ways to generate consistent engagement in Wikimedia projects.
Empower individuals based on their interests and experiences to distribute leadership across the Brazilian territory.
Encourage community health through new communication and integration spaces between experienced volunteers, new contributors, cultural, educational, and social organizations, and other partners in the free knowledge domain.
Create opportunities for peer-to-peer continuous learning by forming new volunteer networks.
Expand and diversify the network of representatives of the Lusophone community in strategic discussions and decision-making spaces of the Wikimedia Movement.
Integrate the Lusophone community into its own collective strategic processes.
Mobilize individuals and collectives to address content gaps or systematically biased content in Wikimedia projects.
Support decentralized community governance for the creation of new initiatives and groups operating in Brazil.
Adopt and promote inclusive practices in projects and activities so that everyone can contribute without compromising their individual safety.
Organize learning methodologies with partners.
Support submitting funding proposals for national and international calls, especially those proposed by civil society foundations.
Systematically report to the executive coordination.
Establish a practice of discussion and collaboration with relevant sectors of the Wikimedia Foundation, Wikimedia affiliated organizations, and partners in the free knowledge domain, occasionally organizing and promoting events and campaigns.
Support WMB's participation in civil society councils guiding social and political practices related to the internet in Brazil.
Develop integration activities between the professional team and WMB's associate members.
Address areas not previously considered to establish well-being dynamics within the community and the Wikimedia Movement.

Education and Scientific Dissemination

Ensure the progress of WMB's educational and scientific initiatives.
Develop campaigns focused on using Wikimedia projects as tools against misinformation.
Expand the range of collaborations with educational institutions and organizations in the free knowledge domain across different regions of Brazil.
Coordinate activities with the person responsible for communications to optimize processes.
Explore new ways to communicate about Wikimedia projects and present them as allies in the development of scientific culture in Brazil.
Promote research aimed at critically analyzing Wikimedia projects and their role in the free knowledge ecosystem.
Report to the area coordinator.
Manage documents, paperwork, and reports associated with programs and activities.
Organize various types of events: educational programs, edit-a-thons, meetings, lectures, technical training, etc., including program planning, budgeting, and logistics.
Encourage the replicability and adaptation of WMB's education processes and products in other contexts.
Participate in global wiki-education networks in a role involving program activation and coordination of activities.
Coordinate ongoing educational partnerships and seek potential new institutions to work with, following strategic guidelines and WMB's diversity plan.
Interact with the community to understand their needs, document them, and address them appropriately.
Actively recruit volunteers to maintain, develop, and expand existing partnerships.
Participate in and propose strategic and organizational meetings with educational and scientific volunteers and partners.
Establish continuous practices for sharing knowledge.
Represent WMB at external events and promote Wikimedia in Brazil.

GLAMs and Culture

Ensure the progress of cultural initiatives within WMB and initiate new partnerships in accordance with WMB's strategic plan and diversity plan.
Expand the scope of collaborations with cultural institutions across different regions of Brazil.
Provide guidance to assistant positions in conjunction with other managers.
Handle documents, bureaucracy, and reports associated with programs and activities.
Organize various types of events, including edit-a-thons, meetings, lectures, technical training, expeditions, etc., encompassing program planning, budgeting, and logistics.
Coordinate ongoing GLAM (Galleries, Libraries, Archives, Museums) partnerships and seek potential new institutions to collaborate with, following strategic guidelines and WMB's diversity plan.
Encourage the replicability and adaptation of cultural dissemination processes and products from WMB in other contexts.
Participate in global networks related to GLAM and free cultural dissemination in a role involving program activation and coordination of activities.
Actively recruit volunteers to maintain, develop, and expand existing partnerships.
Participate in and propose strategic and organizational meetings with cultural volunteers and partners.
Establish continuous practices for sharing knowledge.
Represent WMB at external events and promote Wikimedia in Brazil.
Promote epistemic justice and critical thinking about practices in the Wikimedia Movement.
Mobilize individuals and collectives to address content gaps or systematically biased content in Wikimedia projects.
Experiment with new ways to include diverse knowledge formats in Wikimedia projects.
Promote training on open collaboration and cultural sharing.
Promote campaigns and projects related to equity and diversity.

Communications

Articulate and implement WMB's strategic communication plan.
Explore new ways to communicate about Wikimedia projects and present them as allies in the development of scientific culture in Brazil.
Work with the community manager to implement the communication strategy for the organization.
Develop strategies to reach new audiences, including partner networks, to encourage both reading and contributing to Wikimedia projects.
Maintain regular communications with WMB members and partners through various channels.
Maintain platforms and create content for the dissemination of Wikimedia and WMB.
Promote media coverage of Wikimedia.
Organize and manage WMB's social media networks.
Monitor the needs of Lusophone communities and periodically present them for potential project and training guidance.
Report specific community demands to the coordinating person.
Serve as the organization's spokesperson and address media inquiries about WMB and Wikimedia activities in Brazil when necessary.
Represent WMB in meetings and conferences as a spokesperson.
Schedule and organize meetings with external partners when necessary.
Represent WMB's programs and viewpoints to various agencies, organizations, and the general public.
Understand topics related to education, GLAM (Galleries, Libraries, Archives, Museums), Wikidata, and other related subjects to act as a reference at external events, if required.
Act as a speaker in public interventions for WMB.
Provide guidance to assistants and interns in social communication.
Manage the organization's website and different communication channels with members and volunteers both within and outside the wiki.
Produce or oversee the production of WMB's communication content.
Systematize communication for events organized by WMB - communication with participants, event organization on the wiki, promotion through various channels, event identity and design, and more.

Fundraising

Actively seek and support submitting applications to public and corporate funding opportunities.
Establish partnerships and agreements with a focus on diverse activities and funding sources.
Explore new sources of funding and implement WMB's financial diversification strategy.
Develop and maintain a comprehensive database of potential donors and funders.
Craft and submit compelling grant proposals tailored to the specific interests of each funding body.
Cultivate and nurture relationships with existing donors through regular updates and personalized communication.
Host networking events and webinars to engage with prospective funders and showcase the organization’s impact.
Design and implement a donation plan and a donor stewardship plan, to acknowledge and reward contributions.
Coordinate with project-area management to align funding proposals with organizational needs and priorities, aligned with the Activities Plan.
Manage and track funding partnerships to ensure compliance with agreements and reporting requirements.
Represent the organization at conferences, workshops, and meetings to promote funding opportunities and establish connections.
Develop and implement a strategy for corporate sponsorships and partnerships.
Monitor and evaluate the effectiveness of fundraising strategies and adjust as needed.
Generate reports about projects.
Produce resources for updating for donors and funding partners to demonstrate the impact of their contributions.
Collaborate with the communications management to enhance the organization’s visibility and appeal to potential funders.
Network with Wikimedia organizations and more broadly to coordinate joint funding proposals and aligned fundraising strategies.
Identify and leverage opportunities for matching gifts and challenge grants to increase fundraising effectiveness.
Regularly review and update the fundraising strategy along with the executive director to align with evolving organizational goals and financial needs.

Funds and Administration

Act proactively and with leadership in the administrative and financial processes of WMB.
Collaborate with the executive coordinator to plan WMB's budget strategy.
Plan and execute WMB's budget operations.
Allocate resources for WMB members to carry out planned activities.
Ensure the security of WMB's financial data.
Ensure the legality and consistency of hiring and team member departure protocols.
Establish expense reports.
Regularly communicate with WMB's accounting/audit team.
Be accountable to the coordinating person, treasurer, and WMB's fiscal council.
Produce financial statements and balance sheets.
Monitor WMB's activities and verify that resources are well distributed and correctly utilized.
Coordinate the implementation of a microfinancing program in partnership with the community coordination.
Foster an organizational culture of well-being, reflection, and inclusivity, continuously developing internal capabilities in alignment with the Diversity Plan, collaborative Management Methodology practices, and Good Governance guidelines.
Ensure the acquisition of general-use materials for the group.
Produce expense reports and expenditure projections when necessary.
Ensure internal administrative control following Management Methodology practices.
Provide guidance for new team hires.
Oversee the inventory of WMB's assets and resources.
Demonstrate flexibility and versatility in handling unanticipated management, administrative, and fundraising demands.

Products and Technology

Coordinate the development of tools and protocols that support the team's activities and programs.
Support fundraising strategies to expand collaborative open development.
Integrate sociotechnical resources to explore solutions that facilitate the entry and retention of new contributors and partners.
Collaborate with the Wikimedia Movement and external stakeholders to develop open technologies aligned with the strategic direction of knowledge as a service.
Regularly report to the executive coordinator.
Develop the technological capacity of the team and WMB members, helping various areas use technology effectively.
Promote a culture of documentation and knowledge sharing, creating educational spaces.
Represent the Global South perspective in global discussions within the Wikimedia Movement concerning access, user experience, and innovation on platforms.
Actively engage with WMB members to provide technical assistance in their activities, identify opportunities for scaling these activities, and address potential bottlenecks.
Create technical and practical documentation of activities and processes in collaboration with other coordinations.
Activate communities of volunteer developers within Wikimedia, especially within the Lusophone community.
Develop and implement protocols that contribute to the coordination and organization of activities and enable the efficient execution of team programs.
Technically manage WMB's project and partnership workflows.
Ensure the accuracy and update of appropriate documentation and the reproducibility of processes and products developed by others.
Assist in the development of member and team capacity within WMB through training, workshops, and other necessary means.
Coordinate the development of technological products and tools in collaboration with the Wikimedia community, considering open solutions over closed technologies.

Tracking

In March 2023, WMB launched the tool called SARA (acronym for Sistema de Avaliação de Resultados e Aprendizados in Portuguese, or Results and Learning Evaluation System) to track our activities and progress. This web application, developed and maintained in Django, streamlines different aspects of our operation planning and tracking.

Most importantly, SARA serves as a repository for recording and assessing activity reports and individual learnings. With a structured 4-step form, it captures administrative data, quantitative metrics, strategic directions, and learning experiences underpinning each activity our team has conducted.

Learning

In a dedicated effort to actively contribute to the knowledge-sharing ethos of the Wikimedia community, Wiki Movimento Brasil has embarked on a comprehensive endeavor to disseminate insights and experiences within our ecosystem. We have instituted a regular practice of publishing in-depth, quarterly case study-style reports since 2023. These reports serve as repositories of internal knowledge, where each manager documents the multifaceted learnings, processes, and narratives of the activities they have led.

This strategic initiative aligns with the Wikimedia Movement Strategy recommendations and forms the bedrock of a culture of collective intelligence and continuous learning within our ecosystem. We understand that documentation is not just an administrative chore but a powerful tool for improvement. By sharing these case study-style reports with the broader Wikimedia community, we aim to contribute to a growing reservoir of best practices, creating a two-way exchange of knowledge and experiences.