👋Team Considerations

Recruiting

• As I'm sure you know, historically the finance team has been 1 Director + 2-3 Members

• When Lucy was director, there were 2 members. When Aashna was director, there were 3 members. When I was director, there were 2 members.

• In my opinion, 3 is too many. I think 1 is best, but depending on your vision for the role, 2 could work. Any more than that is beyond my ability to imagine – however, if you have a vision that requires 3 people, I say jump on that!

Team Meetings

• I only held a group team meeting once

  • I did meet with Ananya and Saniya more individually so it’s not like we never spoke though

  • For some important meetings I had, I left brief meeting notes. They can be found in Teams → Finance → Files → Team Meetings

    • I’m not sure these will be helpful at all, but in case you want them!

• I quickly realized that there isn't very much group work to do, and I didn’t want to waste anyone’s time by having them meet together

• In hindsight, it only isolated my already isolated members, but I can’t really change that now

• I think the change to have Ops and Finance meet together will really bring the finance members into the greater TED community

• I think this will also help Ops a lot because they’ll realize how far in advance they need to have expenses planned

• This will ideally lighten your workload, motivate early planning, and ensure a good relationship with Karen

• If you can, test this idea. Hopefully it will work, if not, I’m sure you’ll find another solution

Work Distribution

• I had Ananya work on the funding pitches and write the RHA application

  • RHA is all about connecting to freshman and those living in dorms

  • Seeing as I haven’t lived in a dorm in 2 years + I hated living in the dorm freshman year, I figured Ananya would be best at writing this

  • The answers I submitted are in Teams → Finance → Files → Funding → RHA → FINAL – Play or Pause → “RHA - Submitted Responses”

  • There was an excel file I had to attach to that application as well, it’s the only spreadsheet in that same “FINAL - Play or Pause” folder

  • I also wanted to take her to funding pitches so that if she did become director, she’d be well-equipped in the future

  • Not to mention, she’s a Kelley kid, so this is really just good practice

• I had Saniya work on finding local businesses to contact

  • She put together a spreadsheet of local businesses that I’ve left for you in Teams → Finance → Files → Business Outreach → “List of Businesses”

  • She also wrote a document explaining what we would provide the businesses and what we were asking for in return. That doc is in the same folder as the above spreadsheet but named “Business-Outreach”

    • I had Production design/format this, so it’s beautiful, but it is Play or Pause themed

    • Unless you want to change our tiering system, I think the body of the message can stay, but you’ll have to make a design change + change the # of speakers, date of conference, etc. I have left Saniya’s original word document in the same folder but named “Bloomington Business Partnership with TEDxIU”

    • I sent all the partnership emails through the TED email but then cc’ed myself and Saniya to all of them. I had Saniya draft the email to send to the local businesses. This is in the same folder but named “Email to Businesses”

• Saniya and I also brainstormed the gift baskets together

  • I’m not actually sure whose job this is supposed to be

  • I say, figure this out before you decide to take it on for sure

  • Saniya did it for Curation 2 years ago, so her expertise was incredibly helpful (let’s be real, she did all the heavy lifting here)

  • In the end, she helped me design all aspects of the gift bag, she assembled them, and I wrote all the cards (from the club and from the executive board)

    • Note: I had all the curators write a card to their speaker separately

  • Gift Basket Contents this Year: Engraved acrylic plaque, handwritten card from exec, handwritten card from curator, handwritten card on behalf of full club (I wanted everyone to sign this one, but it didn’t work out), B-town Box gift box, IU/Bloomington mug, TEDx Keychain

    • I wanted to do something more conference themed like a conference tote bag or conference mug, but we ended up running out of time hence the generic mug

• I worked on the IUFB application (as I’m the only one who has access to it) and submitted all the other funding applications through the TED email

  • The full IUFB applications (both for the conference and Amanda’s TEDxWomen Conference) are in Teams → Finance → Files → Funding → IUFB → Ending in “Funding Request”

  • Note: you will also be able to see this in BeInvolved (where I submitted them). In fact, you can see every application ever submitted to IUFB there in case you want to reference them.

  • The HHC application I submitted is in Teams → Finance → Files → Funding → Hutton Honors → FINAL – Play or Pause Teams → Starting with “TEDxIndianaUniversity”

    • Note: I know the file name is ridiculously long, but it’s their requested naming convention

    • I also documented the email chain between me and them in case that’s helpful for you “HHC Funding Email Chain”

• I also handled anything that had to do with the P-Card or interacting with Karen