[Robotgroup] HOWTO: Group Help Requests

[Vern Graner]

Recently, I've been known to make help requests to the mailing list on
occasion when some project or other threatens to overwhelm me.

A help request is a very different thing than asking everyone to come
over for a nice social gathering/party. Having a few of these has taught
me that a "good" result from a help request depends in large part tot he
preparations you make before the voluntolds arrive. :)

I've distilled the observations into some ideas for process improvement:

--Scheduling: If someone needs help with a project, and they know they
will need it at a certain time/date, the sooner the request for help is
placed on the list, the better the turnout will be. Unless its an
"emergency" of some type, the longer lead time will allow more folks to
reserve dates on their calendars.

--Job Descriptions: A help request should contain good descriptions of
the type of help needed. If you need soldering skills, or if you need
sheet rock skills, you'll have a different group of folks raise their
hands. In many cases you'll have folks that don't know how to solder (or
sheet rock) volunteer so they can gain the experience with a new skill.

--Teams: Getting commitments from people that know how to accomplish a
certain task, and then grouping those folks with the ones who want to
learn is the best way to keep things "moving".

--Make a list: make a list of all you want to accomplish.. then make
some lists of the parts and tools needed to accomplish a given task on
the list. Share this info in your help request. Members may volunteer
parts or tools. The things people commit to bring helps you with the
next step. :)

--Make KITS: One thing I've learned is that when a bunch of people show
up to help, unless you have everything ready, many people will end up
standing around. These people feel like they've wasted their time. This
can also lead to less people showing up for the next help request. In
order for people to be most effective they need to be provided with
"kits". A typical kit would be composed of 1) the appropriate tools
2)necessary parts and 3) WRITTEN instructions!

This is probably the most critical part I've learned. If you don't have
all the things needed to complete a given job in place BEFORE folks
arrive, you will be chasing parts for people the entire time and not be
as available to guide/assist. Also, while you're chasing bits and
pieces, the project comes to a halt. Having complete kits is ESSENTIAL
to getting things done.

--Delegate: The person requesting (i.e. the project lead) should have
the "big picture" and should make themselves available to monitor,
demonstrate, instruct and provide answers for each team. Its important
to turn a project over to the team and allow them to choose their own
path to completion. This is the upside and downside of the "Group Help
Request". Though in some cases you may have to re-do a piece or a
project after folks leave, for the most part the project will be greatly
advanced by having more "hands".

--Reminders: As the date approaches a repost to the thread on the list
with any changes etc should be posted to keep people thinking about the
event.


So, thats what I have so far.. anyone care to fill in anything I've
missed or have additional comments? :)

Vern

-- 
Vern Graner CNE/CNA/SSE    | "If the network is down, then you're
Senior Systems Engineer    | obviously incompetent so why are we
Texas Information Services | paying you? Of course, if the network
http://www.txis.com        | is up, then we obviously don't need
Austin Office 512 328-8947 | you, so why are we paying you?" ©VLG