==== FoAM Manual =====

__**(DRAFT! To be edited... notes from FoAM Manual 2010. see also https://repo.fo.am/foam/manual )**__



How to setup, organise, sustain and maintain an organisation like FoAM?


==== Principles ====

  - Be aware and present in every moment, while not losing sight of the long term mission. Ask questions.
  - There are no generalisable recipes, you have to improvise in the moment and learn from your mistakes.
  - Observe, think, interact. Take initiative and be responsible for your actions. Accept feedback from others.
  - No bosses & no employees. Get your hands dirty AND be committed to making decisions, when needed.
  - FoAM subscribes to open source and creative commons principles. If you create work covered by copyright, always use GPL-compatible or Creative Commons licenses (details further down in the document).


==== Business management ====


=== Funding ===
  * 1.1 Find appropriate funding calls
  * 1.2 Design, write and edit proposals
  * 1.3 Communicate with partners (if applicable): emails, phone calls, meetings
  * 1.4 Write, edit and layout reports
  * 1.5 Communicate with funders: emails, phone, meetings
  * 1.6 Find (or respond to) and execute commissions for clients (festivals, companies, organisations)
  * 1.7 Write and send invoices
  * 1.8 Negotiate and sign contracts
  * 1.9 Meetings with auditors and inspectors (email contact, phone calls, arrange and host meetings)
  * 1.10  Keeping an archive

=== Financial management ===
  * 2.1 Create and follow up yearly and project budgets
  * 2.2 Approve payments – check invoices & receipts and incoming payments
  * 2.3 Paying bills: online and on-site banking
  * 2.4 Filing paid invoices (assigning projects & analytical codes)
  * 2.5 Balance cash tables
  * 2.6 Contact with accountant
  * 2.7 Chasing unpaid invoices
  * 2.8 Finding missing bills
  * 2.9 Closing financial year, communicating with accountant and auditor
  * 2.10  Archiving

=== Legalese & HR ===
  * 3.1 Calling, organising and hosting board and AGM meetings
  * 3.2 Writing meeting minutes
  * 3.3 Depositing legal documents with Staatsblad, Griffie, Nationale Bank...
  * 3.4 Making sure that FoAM complies to legal requirements
  * 3.5 Getting legal documents signed and stamped by relevant individuals
  * 3.6 Licensing and copyright
  * 3.7 Meetings with potential collaborators (email, phone, f2f)
  * 3.8 Contract negotiations (including interim agencies)
  * 3.9 Writing contracts, letters of intention, invitations for visa purposes
  * 3.10 Coaching & mentoring
  * 3.11  Follow-up on deliverables (in progress meetings)
  * 3.12  Appraisal and evaluation meetings
  * 3.13  Conflict resolution
  * 3.14  Translation and communication in Dutch
  * 3.15  Familiarity with immigration procedures and visa requirements, contacting authorities
  * 3.16  Decision making
  * 3.17  Hosting weekly meetings 
  * 3.18  Keeping track of appointments on joint google calendar (and in person)


=== Facility and Infrastructure management ===
  * 4.1 Translation and communication in Dutch, English and other languages
  * 4.2 Making sure the accommodation is in order
  * 4.3 Washing sheets and towels
  * 4.4 Cleaning up after myself and others
  * 4.5 Checking that all windows and doors are closed before leaving
  * 4.6 Taking out rubbish/compost
  * 4.7 Writing on public blackboard about what's going on at FoAM
  * 4.8 Checking heating
  * 4.9 Writing shopping list / shopping
  * 4.10 Watering plants
  * 4.11  Getting gas
  * 4.12  Communicating with the cleaner
  * 4.13  Issuing Keys
  * 4.14  Organising and paying insurance (building, stuff, people), follow-up with insurance companies, and if needed following up claims
  * 4.15 FoAM internal Network
  * 4.16 System Administration

==== Creative / Research direction ====

=== Programme Design ===
  * 5.1 Design the programme (in collaboration with others)
  * 5.2 Design and host brainstorming sessions, write meeting minutes
  * 5.3 Write the programme
  * 5.4 Design activities (concept, production plan, tech-riders, tasks (dependencies), timeline, budget)
  * 5.5 Keep an overview
  * 5.6 Host evaluation meetings
  * 5.7 Report on the activities and the programme as a whole
  * 

=== Activities ===
  * 6.1 Project management & creative direction
  * 6.2 Communication with project collaborators and organisations (email, phone, meetings)
  * 6.3 Host events (invitations, follow-up with people, help with travel & accommodation, introduction speeches, networking, cooking, tech setup, clean-up)
  * 6.4 Design, production and facilitation of discussions and lectures
  * 6.5 Design, production and facilitation of workshops
  * 6.6 Hosting/moderation of discussions during meetups, workshops and events
  * 6.7 Documentation  
  * 6.8 (Copy)writing
  * 6.9 Graphic harvesting
  * 6.10  Digitising and editing video, mastering DVDs and online distribution of video
  * 6.11  Photos: taking and sharing photos 
  * 6.12  Food concept, design and preparation
  * 6.13  Follow up, documentation and evaluation of projects
  * 

=== Communication ===
  * 7.1 Website(s) content, design, development
  * 7.2 Announcements on FoAM mailing lists
  * 7.3 Direct emails to new people, special invitees
  * 7.4 Prospecting; meetings and emails with potential partners, collaborators and clients
  * 7.5 Contacts with media (announcements, reports, building relationships)
  * 7.6 Social networks (updates on facebook, twitter, tumbler, flickr, vimeo...)
  * 7.7 Writing articles for conferences
  * 7.8 Writing articles for books, magazines, journals
  * 7.9 Design, writing and editing FoAM's publications
  * 7.10  Public speaking, internationally 
  * 7.11  Layout external communication documents
  * 7.12  Contact with the sector (lobbying and joint efforts)
  * 7.13  Networking with (potential) partners 
  * 7.14  Giving interviews
  * 7.15  Making sure funders & sponsors logos and mentions are in order
  * 7.16  Designing or outsourcing design of PR materials