Subud Britain Consultation & Change Process 1 Report to Congress 2011 The Background and the people...

Subud Britain Consultation & Change Process

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Report to Congress 2011Report to Congress 2011 The Background and the peopleThe Background and the people The Consultation concept and the PlanThe Consultation concept and the Plan Consultation ActivityConsultation Activity Phase 2 “June Questionnaire” and resultsPhase 2 “June Questionnaire” and results The four Proposals to CongressThe four Proposals to Congress Other important aspects to considerOther important aspects to consider


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Communication GuidelinesCommunication Guidelines

Listen activelyListen actively ( (withoutwithout: interruptions, judgement, side : interruptions, judgement, side

conversations, thinking about what to say next).conversations, thinking about what to say next).

Only Only one conversationone conversation at a time. at a time.

Express what you think orExpress what you think or feel 'in the meeting'feel 'in the meeting' (be open, (be open,

don't keep it till later). don't keep it till later).

Say “I” instead of “We” or “You” (take personal ownership of Say “I” instead of “We” or “You” (take personal ownership of

what you say).what you say).

Have Have respectrespect for each person (so everybody feels listened to). for each person (so everybody feels listened to).

Keep calm and open – allow space for grace.Keep calm and open – allow space for grace.


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The Background and the people involvedThe Background and the people involved

2009 Working party – Structural Review of Subud Britain

2010 Congress discussions and motion unanimously agreed. – New Working party to complete the Consultation.– Carry out an extensive consultation process with groups to arrive at a

set of clear and realistic proposals to present to congress 2011.

Working party established for “The Consultation & Change Process”.– The coordinating team is currently - Marcus Hamilton (Chair), Athina

Davies, Richard and Ruth Gawen, Bachrun Mason, Delia Whitbread, Maxwell Jackson.

Additional help and support over the year from many people including:– Raphael Skerratt, Marcus Bolt, Robert Coker, Aura Hargreaves, Harry

Norman, Stefan Freedman, Lianne Walker, Muchtar Nankivell, Leonard Hitchcock, Hermione Elliot, Ruth Harter, James and Sahsa Robertshaw, Peter McNalley, Lilliana Gibbs, Hussein Dickie, Mahmud Rogers, Samuel Lesley.


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Some issues raised by membersSome issues raised by membersLack of willingness to do Subud Jobs

Many Group & Regional Chair

vacancies

Little use of job descriptions of for

committee & Helpers

Our democracy not working

Regions not working

Constant re-inventing of the wheelMembership

declining

Regional Chairs with little understanding / ability to be trustees

Lack of transparent selection process for Subud jobs.

National decisions taken without consulting the people who are affected

Poor communications externally & internally

Personality conflicts effecting performance

Variable Helper quality and lack of

real Dewans

Lack of clarity in the helper role at National Council

causing confusion.

Lack of openness and transparency in

Decision-making

Lack of learning and continuityPolarisation of views

Insufficient opportunity to express views openly

Ineffective meetings 'them' & 'us'

attitude

No effective consultation process

Members not feeling listened toPhoney Harmony


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The Consultation & Change conceptThe Consultation & Change conceptWe wanted to create a process that would: Include a wide ranging and inclusive consultation Be focused on structural and behavioural change that members

want Encourage and enable positive change as the consultation process

takes place Deliver a well consulted and compelling set of proposals tor present to

Congress 2011. Help to re-energise Subud Britain!

Our plan included: Questions and proposals for consultation in 3 successive waves. Two-way communications with all invited. Sharing of feedback and ideas Seeking areas of consensus to move forward with Gaining cumulative support and development of good proposals.


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Poor communications (e.g. National to Groups and within groups).

Relatively low levels of commitment to do Subud jobs.

Tremendous wealth of skills but lack of interest or involvement in decision-making.

Various tensions including lack of trust and “us & them” attitude.

Absence of a consultation process to guide collective efforts towards shared objectives.

Transformation from… Better communications, greater

shared understanding and willingness to participate.

The creation and effective use of talents and energies to help us all move forward. More involvement.

Successful implementation of a revised Subud Britain Structure

An effective process for consultation and change for future use.

Lasting positive impact on the way we work together in Subud Britain.

Towards…

An energised Subud Britain working more harmoniously

The Potential Impact on Subud BritainThe Potential Impact on Subud Britain


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What we didWhat we did

Realising the importance of cultural and behavioural issues as well Realising the importance of cultural and behavioural issues as well as structural issues, the team consulted with the membership in as structural issues, the team consulted with the membership in three linked phases.three linked phases.

Phase 1.Phase 1. Three invented scenariosThree invented scenarios for Subud Britain structure. for Subud Britain structure. Questionnaire for all Subud Britain members.Questionnaire for all Subud Britain members.

Phase 2.Phase 2. Major consultation activityMajor consultation activity, to listen and hear the views , to listen and hear the views of all members via: consultation workshops, web based of all members via: consultation workshops, web based communications, publications, emails, phone conversations, communications, publications, emails, phone conversations, individual and small group discussions.individual and small group discussions.A developing consensus was observed and reflected in the “A developing consensus was observed and reflected in the “June June QuestionnaireQuestionnaire” which turned problems that had been expressed ” which turned problems that had been expressed into 9 "possible solutions" to improve the way Subud Britain works. into 9 "possible solutions" to improve the way Subud Britain works.

Phase 3.Phase 3. Analysis of the results and the development of suitable Analysis of the results and the development of suitable proposals - following the majority views expressed by the180 proposals - following the majority views expressed by the180 together with other inputs received over the year. together with other inputs received over the year. Results reflect views from about 250 people, over 25% of Subud Results reflect views from about 250 people, over 25% of Subud Britain members.Britain members.


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The June QuestionnaireThe June Questionnaire

Draft questionnaires tested with groups and individuals.Draft questionnaires tested with groups and individuals. 10 Questions were based on the emerging consensus 10 Questions were based on the emerging consensus

observed from all the consultation activity.observed from all the consultation activity. Respondents invited to rate agreement on a 5 point scale.Respondents invited to rate agreement on a 5 point scale. Comments invited on each of the 10 questions.Comments invited on each of the 10 questions.

After 5 days, results from 67 completed responses were After 5 days, results from 67 completed responses were presented to National Council.presented to National Council.

Within the 3 weeks allowed we had 180 responses!Within the 3 weeks allowed we had 180 responses! Over 95% of respondents answered all the questions.Over 95% of respondents answered all the questions. Analysis of Results fed back to respondents and published Analysis of Results fed back to respondents and published

on our website including detailed comments.on our website including detailed comments.

The StructureThe Structure

The ResponsesThe Responses


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StatementStatement "Subud Britain is not working satisfactorily now"

177 members answered:

Disagree

16

Agree

68

Strongly Agree

27

Neutral

57

Strongly Disagree

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Total Disagree 25 Total Agree 95 14% Ratio 3.8 54%


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Possible Solution #1 – Leadership StylePossible Solution #1 – Leadership Style

Disagree15

Agree66

Strongly Agree

49

Neutral38

Strongly Disagree

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Move to a consensual rather than presidential leadership style.Propagate a consensual style of running things (at Group, Region and National levels) in which people feel confident to voice/share different opinions and to ask questions. We care about minority views and people's feelings and do not want to create divisions in Subud. Leadership is important as decisions have to be made, but they should be made after consultation. 175 members answered:



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Possible Solution #2 – RejuvenationPossible Solution #2 – Rejuvenation

Disagree8

Agree46

Strongly Agree

63

Neutral53

Strongly Disagree

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Rejuvenate Subud life - starting with the all-important local group level. Change the balance of how our energy and resources are used (priority should be Local rather than National). Focus on “looking after all our communities” and “grow life in Subud from the bottom up”.

Total Disagree 14 Ratio 7.8 Total Agree 109 8% 62%


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Possible Solution #3 – Areas & RegionsPossible Solution #3 – Areas & Regions

Disagree12

Agree62

Strongly Agree

48

Neutral38

Strongly Disagree

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Introduce new “Areas” to work flexibly within a smaller number of RegionsMake the distinction between: Regions (designed for representation & consultation) and more local “Areas” (needed particularly for Social & Kedjiwan). "Areas" should be flexible natural groupings of groups including isolated members - developing a sense of community whilst energising / revitalising the areasRegions should cover the whole of Britain and be divided sensibly based on numbers. [Perhaps only just four: SW, SE, Midlands & Wales, North & Scotland]Reducing the number of Regions will release 1 Regional Chair and 2 National Helpers per region for more local activity in regions, areas and groups.



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Possible Solution #4 – Regional Chairs & TrusteesPossible Solution #4 – Regional Chairs & Trustees

Disagree13

Agree47

Strongly Agree

78

Neutral24

Strongly Disagree

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Effectively split the roles of Regional Chairs and Trustees.Appoint dedicated capable Trustees - widely respected and able people who are willing to take on the responsibility and serve Subud Britain to Staggered 4 year terms will also help provide continuity. Regional Chairs (which could be called Regional co-ordinators) should be gregarious people who naturally wish to energise communities as well as listening and representing their views to the National Council.



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Possible Solution #5 – Helpers & CommitteePossible Solution #5 – Helpers & Committee

Disagree9

Agree52

Strongly Agree

92

Neutral19

Strongly Disagree

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Encourage Helpers and Committee to work closely at all levels.Express with clarity what is needed at National, Regional & Local level and have clear guidelines so that everybody understands their job and can work effectively with others. When helpers work well with committees it can be very good (and powerful). 178 people answered:



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Possible Solution #6 – CommunicationsPossible Solution #6 – Communications

Disagree4

Agree65

Strongly Agree

71

Neutral31

Strongly Disagree

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Improve (internal & external) communication quality.Put much greater emphasis on the quality of communications, internally, externally and inter-personally. Establish a communication team to plan, manage and support these communications, including websites, print, and media. Adopt best practice guidelines and support for other inter-personal communications such as conflict resolution. 176 people answered:



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Possible Solution #7 – Learning OrganisationPossible Solution #7 – Learning Organisation

Disagree6

Agree71

Strongly Agree

55

Neutral33

Strongly Disagree

11


Develop a learning organisation including continuity & stability.Upgrade to established best practice in things like overlapping handovers, longer and staggered terms for some roles. Improve consultation and use expertise for decision making. Job descriptions and codes of conduct to be used for all roles including helpers. Selection process to include matching candidate capabilities with requirements of the job. Pragmatic but sensible Training and support as needed . 176 people answered:


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Possible Solution #8 – Outside WorldPossible Solution #8 – Outside World

Disagree6

Agree57

Strongly Agree

57

Neutral48

Strongly Disagree

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Pay much more attention to the outside world. Have less emphasis on internal affairs and more on being active in the wider world. Look after our people yes, but have a more external orientation. Actively encourage charitable, cultural, social and enterprise activity. 174 members answered:


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PS #9 –PS #9 – Performance, Accountability & GovernancePerformance, Accountability & Governance

Disagree6

Agree57

Strongly Agree

59

Neutral48

Strongly Disagree

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Encourage a culture of Performance, Accountability and Governance. Trustees to be responsible for governance.Regional Coordinators to be responsible for “Subud Life” in their regions.Change expectations so that the important things get done, commitments are made and met, with the membership wishes being taken very seriously.174 members answered:


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Four Proposals for Congress 2011Four Proposals for Congress 2011

A: A: Subud Britain Communication TeamSubud Britain Communication Team

B: B: Advance “Areas” and reduce the number of RegionsAdvance “Areas” and reduce the number of Regions

C: C: Split the roles of Regional Chairs and TrusteesSplit the roles of Regional Chairs and Trustees

D: D: An “Open Learning Group” that encourages improvementsAn “Open Learning Group” that encourages improvements


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Some other aspects for considerationSome other aspects for consideration

Subud and the Outside World

– Big topic where there are many strong views.

– Workshop ran on Wednesday .

Interpersonal Communication Skills

– Proposal to adopt the set of Communication Guidelines for

Subud meetings.

– Potential value for training and skill development.

– Could be helped by Communication Group (Proposal A) and/or

The Open Learning / network (Proposal D).

The Role of the Helpers

– In our Democracy

– In the Governance of Subud Britain


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Appendix 1. – Congress 2010 ResolutionAppendix 1. – Congress 2010 Resolution

Structural Review ProposalStructural Review Proposal

1.1. The National Congress empowers National Council to convene a new The National Congress empowers National Council to convene a new working party to progress the research done by the previous working working party to progress the research done by the previous working party and complete the consultation and change process.party and complete the consultation and change process.

2.2. Some of the former working party should be involved and they should Some of the former working party should be involved and they should be supplemented by those with relevant experience and understanding be supplemented by those with relevant experience and understanding of consultation and change. of consultation and change. Those that have anything of value to contribute should contact Bachrun Those that have anything of value to contribute should contact Bachrun Mason, [email protected], [email protected].

3.3. The working party should take the report of the previous working party The working party should take the report of the previous working party and all inputs from Congress, construct realistic proposals for change and all inputs from Congress, construct realistic proposals for change and carry out an extensive consultation process with groups to arrive at and carry out an extensive consultation process with groups to arrive at a set of clear and realistic proposals to present to congress 2011.a set of clear and realistic proposals to present to congress 2011.

Prepared by Marcus Hamilton, Prepared by Marcus Hamilton, Proposed by Hubert Spall, Proposed by Hubert Spall, Seconded by Lorena de SilvaSeconded by Lorena de Silvaunanimously accepted by Delegates on 7/8/10unanimously accepted by Delegates on 7/8/10


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Appendix 2Appendix 2

Monday 10amMonday 10am““Getting the Life back in Subud Britain”Getting the Life back in Subud Britain”Facilitated by Lianne Walker & Marcus HamiltonFacilitated by Lianne Walker & Marcus Hamilton

Monday 4pmMonday 4pm““Starting the Open Learning Group” Starting the Open Learning Group” Linked to the proposal for The Linked to the proposal for The “Open “Open Learning Group”Learning Group”. . Facilitated by Stefan Freedman, Marcus Hamilton & Facilitated by Stefan Freedman, Marcus Hamilton & Bachrun MasonBachrun Mason

Tuesday 10amTuesday 10am““Communication”Communication” facilitated by Stefan Freedman facilitated by Stefan Freedman

Wednesday 10amWednesday 10am““Subud Britain and the Outside world” Subud Britain and the Outside world” Facilitated by Muchtar Nankivell Facilitated by Muchtar Nankivell and Marcus Hamilton. With Leonard Hitchcock.and Marcus Hamilton. With Leonard Hitchcock.

Consultation Workshops run this week at MalvernConsultation Workshops run this week at Malvern

Subud Britain Consultation & Change Process 1 Report to Congress 2011 The Background and the people...

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