WikimediaZA: Administrator Work Plan

Wikimedia South Africa Administration Work Plan

Background

WMZA hired a part-time employee in March 2020, this was to experiment with hiring a full-time staff member in the future. The primary purpose is to provide administrative assistance to the chapter. The secondary purpose is to support South African language outreach efforts in support of the chapter's language objectives.

Goals

The goal of work for the WMZA administration assistant is to increase chapter impact by providing necessary administrative support to the chapter so that volunteers can be freed up to focus on chapter projects. Administration: All things administration that pertains to the needs of the chapter working efficiently. Communication: This entails communicating chapter events and publications with the public & chapter members on all social media channels, email, and chapter websites. Communication with the general public and community members in particular during chapter events and reports is a noted challenge for the chapter currently and is a critical area for future improvement. Membership: Adding, removing, and keeping the chapter membership roster up-to-date. This includes following up with chapter members to ensure that they make their annual membership payment (a donation of any amount to the chapter). Collating Projects: Keeping track of all project activities being implemented by chapter volunteers also includes ensuring that these volunteers write project reports on these events. Impact Updating: Collecting statistics and keeping the chapter project dashboard updated so as to better track our impact. Report Support: Support the chapter point person in charge of writing up grant impact reports and applications by providing critical information. Bureaucratic Organisation: This task involves working with the bookkeeper to ensure that the chapter is up-to-date with all registration requirements with all official organisations. This includes ensuring that our CIPC registration is paid, our board of directors and office address is up-to-date, securing PBO status, and assisting with securing all the necessary documentation from board members. Management: The administrator will be managing the interns under the internship program with assistance from chapter board members These goals can change and be updated as the work grows and more projects are being run.

Administration

• Funder Liaison, working with chapter board members
• Compilation of grant reports
• Complication of grant applications
• Website and Social Media administration, working with interns
• Mailing list administration
• Monthly newsletter, working with interns
• General Office Administration
• Filing system administration: Google drive, to be shared with board members for their access
• General correspondence from Chapter
• Management of press database, working with Interns
• Human Resource Management when required
• General Housekeeping
• Survey, Metrics & Evaluation Management
• Request for Geobanner notifications
• Liaison with Wikimedia Foundation
• Membership outreach and management

Communication

• Write and publish a monthly update on chapter activities
• Update the community and chapter members on all important chapter activities.
• Notify the public and community of upcoming events.
• To be published on all WMZA media channels simultaneously (Facebook, email, website, Twitter, Instagram)
• Keep the public and community informed of the impact of those events.
• Assist with event & project storytelling by keeping track of key impact metrics and recording qualitative impact assessments (eg, conducting interviews)
• Record this on YouTube
• Help find community volunteers for project events by putting out the call to action to community members.
• Collect and keep track of project participants that express an interest in joining WMZA or future events or people and organizations who wish to learn more.

Membership

• Keep the membership roster up-to-date.
• Follow up with members to renew their memberships and pay annual membership fees (a donation of any amount).
• Manage the donations coming into the chapter account.
• Add new members to the chapter and send them a welcome pack

Community Support

• Implementation and management of the Wikipedia bookshelf project
• Coordinating meetings and reminding people
• Distributing minutes and reminders of follow up items
• Organization and preparation of templates to be made available to volunteers as their need is anticipated

Collatting Projects

• Keep track of which projects are being done by whom, when, and what impact they have had.

Impact Updating

• Update the project's dashboard with impact metrics.
• Create project dashboards when needed.

Report Support

• Keep track of report-ready information & stories for the end of the year and half year reports and grants.
• Ensure that project lead volunteers write post-project reports.

Bureaucratic Organization

• Work with the bookkeeper to ensure that the chapter is up-to-date with all registration requirements with all official organizations.
• Ensure CIPC registration and update status.
• Update chapter our board member details.
• Assist with securing PBO status.
• Assist with securing all the necessary documentation from board members.

Resources

• Laptop, Internet Service
• Projector
• Banners
• Board members
• Community Members
• WMF
• Past Reports
• Resources can always be outsourced when needed for a particular project or task

Obstacles

• Poor Time management
• Lack of communication from board members
• No budget
• Lack of Impact
• No Volunteers
• Lack of Intrest
• Lack of participation from the board
• Lack of accountability
• When mentioned obstacles are encountered or observed it is up to the administrator to know how to tackle such challenges with the assistance of board members.

Step by Step Plan

• Quantify my project’s tasks and required resources
• Determine the dependencies
• Estimate the time required to complete tasks
• Finding the critical path
• Picking up milestones
• Document risks and assumptions
• Setting deadlines
• Reviewing and completing project schedules

Evalution and Execution

• Why: Why is the project being put into motion? Why is it valuable? What problems does it address?
• What: What tasks and activities should be performed to complete the project? What are the project’s deliverables?
• Who: Who will be involved? What are their roles and responsibilities?
• When: When is the project slated for completion? At what point in the project’s timeline should milestones be achieved