Way of working

This page explains how a few things of the WHY2025 orga works.

For a smooth organization experience, please take note of the things on this page.

Any questions regarding this page can be addressed to user:NancyBeers or user:boekenwuurm.

General goal

The goal of the orga is to create a working environment at WHY2025 that is as enjoyable and effective as possible.

Over the years, a few guidelines have been developed to support this.

Mistakes, learning and expertise

One of the most important aspects of a positive and engaging environment is the freedom to make mistakes.

We are all here to learn and to create a great event together. This can only happen if we foster an atmosphere where people feel encouraged to try, learn, and grow.

In that spirit, building experience and expertise is key. Learning naturally involves trial and error, and that’s an essential part of the process. Within a team, this means everyone gets the opportunity to take initiative and determine what is needed to function effectively. It’s up to you and your team to shape the way you communicate and discover what works best. Since collaboration with many others will be necessary, keeping that bigger picture in mind is valuable.

Gaining experience means embracing both the quick and easy tasks that anyone could complete in five minutes, as well as the more complex challenges that require dedication, expertise, and thoughtful consideration. This balance of responsibilities and ownership is a core part of how we work together.

At times, difficult decisions will need to be made, and it won’t always be possible to make everyone happy. These moments call for understanding, open-mindedness, and flexibility—both from you and from those around you.

Above all, let’s create a welcoming, forgiving, and supportive environment.

Mistakes will happen—many of them—as there’s still a lot to do. And that’s perfectly okay. What matters is how we learn from them and help each other move forward.

Inspiration: https://www.youtube.com/watch?v=U4FNBMZsqrY

Burnout prevention: stick to one team

Just like at previous events, like SHA2017 or MCH2022, it’s easy to get excited and involved in multiple teams and activities. Before you know it, you might find yourself juggling three roles and feeling overwhelmed.

The best advice? Try to stick to one team and help it thrive.

WHY2025 values teamwork and expertise—not overcommitment or burnout.

While some people may take on multiple roles, this is usually due to experience and necessity, not as an expectation or standard to follow. In many cases, there are open positions for the extra work they take on, so no one needs to carry too much alone.

A good guideline is that you should be able to enjoy at least half of the event without feeling obligated to work. An event like this should be as stress-free as possible, which is why preparation and focusing on one team, is so important.

For teams: It’s absolutely okay to have open vacancies. Make them clear and visible so others can step in and contribute.

How to Use the Orga List Effectively

To foster a positive and efficient working culture, there are a few key guidelines—one of them is how we communicate on the orga list.

The orga list is not mean for discussions.

Every topic has its place within a specific team in the organization. If you want to discuss something, the best approach is to reach out directly to the relevant team. Many long-standing members can be contacted via phone or email, and if you don’t have the right contact details, feel free to ask around.

The orga mailing-list currently includes over 700 addresses, and this number will continue to grow. Think of it as a tool for you and your team. For example, you can use it to check how many tables each team needs, share major milestones (which usually brings some smiles!), or ask for direct feedback.

For concerns such as complaints, grievances, or ethical discussions, it’s best to approach the relevant team directly—ideally in person or over the phone. If you’re unsure who to contact, Team:Projectleiding can help point you in the right direction.

If you were part of previous events, like SHA2017 or MCH2022, you might already recognize these patterns and have seen firsthand how well they work.

Dealing with difficult subjects: orga meetings

Sometimes, difficult topics need to be addressed. In most cases, these matters already fall under a specific team, but occasionally, something new may arise that requires direct and complete communication—including non-verbal cues—to handle properly. When this happens, a timeslot will be reserved during an orga meeting.

This ensures that everyone has the opportunity to reflect, share perspectives, and discuss the reasoning behind different viewpoints. While not every issue will have a solution that satisfies everyone, creating space for open dialogue is essential. Being heard and understood is a key part of working together.

From experience, we know this approach works. It helps keep the focus on organizing the event, rather than getting caught up in complex, difficult, or sometimes unsolvable dilemmas.

Other stuff

As the event approaches, there will be more practical details to share to help make collaboration smoother and more enjoyable. This includes things like what to bring to the site and how to support your team. Many in the orga have already gained valuable experience with this during SHA2017 or MCH2022.