Change at FyFa - with a new meeting structure and FyFa Dialogue in the spring

Updated meeting series and target groups

The new meeting structure that is now being launched is a concrete result of the change process. In the course of the work, it has become clear that certain roles and meeting formats needed to be defined and made more stringent. The target groups for the meetings have also been more clearly defined; now, for example, FyFa will not use the category ‘PI’s’ as the target group for regular meetings, but ‘FyFa Faculty’ and ‘FyFa Managers’. The name FyFa Faculty implies a group of people from BUL to professor who meet in ‘FyFa Faculty meetings’ where they discuss issues related to research, strategy, leadership, culture and climate, as well as major teaching issues. They meet approximately 2-3 times per semester. In the new meeting format ‘FyFa Manager Forum’, people with delegated responsibility meet and discuss issues relating to finance, HR issues, work environment and leadership. 

”We are making changes to the meeting structure to clarify roles, clarify communication, streamline resources, and make it easier for individuals to prioritise, choose and plan. In the long run, I think it will provide better use of resources and better results at FyFa overall,” says Sophie and continues: 

“Some meetings will be mandatory, others optional but recommended to attend. I would like to emphasise the importance of attending the mandatory meetings for managers. Attending them is part of the job,” says Sophie, who adds that these will be possible to attend both on site and via Teams to make it easier for everyone to participate. 

An updated FyFa Fika, inspired by the Max Planck Institute in Leipzig, is also being launched. In short, the concept is that everyone at FyFa will present ongoing work in short form at some point during the year at a FyFa Fika. The presenter also receives feedback in a smaller circle in a ‘secret talk’. An updated meeting invitation is in everyone's calendars. 

FyFa Dialogue - now involving everyone

So far, much of the change work has mostly taken place within the management team, although several strategic meetings and workshops have taken place, for example within the educational organisation and with the old PI group. 

“We have now reached an important phase in the change process, involving the entire department. Therefore, everyone at FyFa, from PhD students to senior professors, will be invited to creative workshops in the spring,” says Sophie. 

The management team calls these workshops ‘FyFa Dialogue’ and will provide an opportunity for everyone to learn about FyFa's key strategies and plans - as they stand now and what issues need further work. They will provide an opportunity for everyone to reflect on FyFa's key issues and what they mean for both the individual employee and for FyFa as a whole. FyFa Dialogues will take place in the spring and invitations will be sent to each staff category. More information on where, when and how will follow shortly.