Thank you for being part of Parlour ANNEXE! We are excited to have you on board and look forward to championing your group. This guide is for those interested to convene a group within the Parlour ANNEXE. It outlines roles and explains how to initiate a group and look after it as it develops. (To join a group, see what is available here.)

Overview

Parlour Annexe supports the Parlour community to come together in self-organised groups with shared interests. It provides a structure within which people can gather to champion ideas and agendas, share knowledge and create camaraderie and mutual support, and a platform for action.

Parlour Annexe aims are:

  • To support people within the Parlour community to come together to advocate / collaborate/ catch up / champion agendas
  • To facilitate welcoming and safe spaces for our communities to flourish  
  • To harness and build collective knowledge
  • To increase opportunities for participation and extend Parlour’s reach and impact.

Parlour Annexe is co-ordinated and cared for by Lauren Jeans, with the support of the Parlour team.

Where / how do the groups meet?

The Parlour Annexe format is flexible – from in-person to online. Each group determines its own requirements.  

When / how often?  

Your group can meet as frequently as required. We recommend starting off with a regular schedule to help kick things off. Parlour will check in monthly to discuss aspirations and intentions of the group, and assist as required.  

Who can be part of the Parlour ANNEXE?

Parlour Annexe is a platform for the Parlour Collective and friends. 

Why

The reasons for starting a group will vary widely – you may simply want to get together for informal catch-ups, you may want to share / develop knowledge on specific topics, you may want to develop resources or policies. Whatever your aim, being part of the Parlour Annexe is a great way to get together within an established platform and simple support infrastructure.

How do I get involved?

Read on!

Roles

What does the Convener do? 

  • Provides a blurb about the group, including what the intentions of the group are, and what you hope to achieve.  
  • Uses their networks to find group members 
  • Organises the method of communication for the group 
  • Leads group discussions 
  • Organises and facilitates group meetings 
  • Nominates key group members (secretary, minute taker etc, as required) 
  • Provides Parlour with regular updates (on group members, actions, plans etc.) 

What does Parlour do?

  • Provides graphics using the Parlour Annexe visual ID ( by Catherine Griffiths)
  • Features the group on the Parlour website 
  • Assists with assigning people to groups, as appropriate / relevant 
  • Compiles and assists with managing the list of group members 
  • Checks in with Convener regularly 
  • Is available to attend key meetings 
  • Attends face-to-face meetings where appropriate/possible 
  • Prepares social media posts about the group and celebrates group success 
  • Is available to provide assistance as required 

1. Building a group 

Follow these simple steps to get going.

  1. Clearly define the purpose of the group.
    Things to consider include:
    • Who will convene the group?
    • Topics of interest
    • Intention of group
    • Goals of the group (for example, networking, developing policies, informal catch-ups, discussion, mutual support)
    • Who is the group for?
    • Behaviour expected from members
    • Time commitment of group members
    • Upper limit of members
  2. Reach out to your network and gather people who have a shared interest in this group.
    Consider friends, colleagues, industry connections. Parlour will help by actively guiding our network to relevant groups. 
  3. Prepare an outline about the group
    Include information based on the above considerations.  
  4. Tell Parlour about your group!
    Email us at annexe@parlour.org.au with the outline and details of proposed group, including key people and contacts. Let us know if you are looking for people to join, or if you already have a group all set up. When you are ready, we will post details on the Parlour Annexe page of the website.

2. Getting going

Once you have your group worked out, it is time to get going!

  1. Decide on the best way to stay in touch
    This could be an email chain, a group WhatsApp, or perhaps a Teams channel.  
  2. Add Parlour to the conversation 
    Let us know what communication tools you are using, and add us in.
  3. Circulate a short outline of the group and its aims, along with the Parlour Annexe documents
    • Parlour Annexe – Protocols
    • Parlour Annexe – Creating Safe and Welcoming Spaces
    • Parlour Annexe – Convener Guide (if appropriate)
  4. Arrange the first meeting
    Consider the following:
    • Where will this be? Online / in person? Appropriate venue?  
    • Time 
    • Duration 
    • Prepare and issue an agenda (if appropriate) 
    • Send out meeting invite (include Parlour) 

3. Your first meeting

The first meeting should be focused on getting to know the members. Setting the tone is really important too – make sure everyone feels welcome.

  • An ice breaker could look something like –
    • Introduce yourself 
    • What state you’re based in 
    • Job title and employer 
    • Reason for joining the group 
  • At the first meeting, finalise or discuss the following
    • Intentions of the group 
    • Goals. Plan ahead – think about where you’d like to be in a year’s time and what activities / meetings / outcomes you’d like to have completed by then.  
    • Confirm method of communication 
    • Confirm how regularly you’ll catch up and in what capacity (informal get togethers? Formal meetings?) 
    • Roles of group members (minute taker / venue scout / secretary etc. – if applicable) 
    • Assistance required from Parlour (if applicable) 

4. Ongoing management 

Looking after the group shouldn’t be onerous – and we are here to help.

  • Stay in touch with the group and provide updates as required 
  • Have clear intentions for the group, and work towards these 
  • Please use the guide to Creating Safe and welcoming spaces below
  • Parlour will check in monthly – let us know if you need help or have ideas!
  • Have fun! Remember the reasons for starting the group and let that be your guide.  

5. Creating safe and welcoming spaces

This guide for convenors will help ensure that all Annexe groups are safe and welcoming.

Friendly and respectful communication 

  • Model good meeting etiquette by listening attentively, acknowledging contributions, and staying on topic.  
  • Communicate respectfully at all times. Be polite and considerate. 
  • Encourage open, honest communication. Don’t hesitate to ask for clarification if something is unclear. 
  • Be inclusive and welcoming to all. Value and encourage different cultural perspectives. This can lead to richer discussions. 
  • Use inclusive language that respects all in the group, including those from marginalised communities. Provide options for non-binary gender identification and encourage the use of correct pronouns. 
  • Encourage discussions that promote understanding, empathy and community building, particularly in the establishment phase of the group.  
  • Invite input from all in the group, especially those who may be less likely to speak up. You can do this by asking open-ended questions or going around the virtual room to give everyone a chance to contribute. 
  • Consider encouraging everyone to speak once before anyone speaks a second time. This can help ensure that all voices are heard and a wide range of perspectives shared. 
  • Utilise features like hand-raising or chat boxes to give everyone a chance to share their thoughts. 
  • Be mindful of cultural differences in communication styles and adapt as needed to ensure everyone feels comfortable participating. 
  • Manage the speaking time to prevent any one person from dominating the conversation. 

Managing difficulties

  • The Parlour Annexe has a zero tolerance for bullying or harassment. If any difficulties or conflicts arise, the organisers should notify Parlour via annexe@parlour.org.au as soon as possible. 
  • One or more organisers of the group will check in with Lauren monthly for a quick progress report. 
  • Contacting the annexe@parlour.org.au email address is a simple and anonymous way for members to report inappropriate commentary, behaviour or harassment. Parlour will prioritise these emails and respond as soon as possible. 

Moderation 

  • The convener of the group is responsible for moderating the group communication. Hopefully there will be no need for intervention. 
  •  If action is required, the moderator will need to intervene, and be transparent about this with a quick explanation of why they intervened.  
  •  Moderation needs to be consistent and impartial, applying the rules equally to all members regardless of their status or role in the group. 
  •  If there are heated discussions, the moderator should de-escalate the argument calmly. 

Leaving a group

  • Provide a safe and respectful way for members to leave the group. Parlour will follow up with departing members to seek feedback about their experience and reasons for leaving, using this information to improve the program.