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Workflow

Monitor external events

Interview and observe external parties, the market, and advisors.

Seek out opportunities to connect with target audiences

Keep track of paying clients

If you find places, events, communities, or teams that can benefit from collaborating with your department, it's your responsibility to establish these connections. Over time, you will need to monitor the frequency of the collaborations and how incoming requests can stay balanced with the outgoing work, in order to keep your department stable.

Make sure interested contributors are in balance with clients

If you meet someone who may be a good fit for being an Expert at Deep Work, use this Typeform to place them on a list of potential experts. Creative Directors can then review the list and see if they want to work with someone new.

Monitor internal events

Processes

Interview internal members and monitor weak areas in the system. You can review this dashboard for historical data.
Make sure you review the results of retrospective meetings and communicate with the team about potential changes in the overall process. Sometimes the results mean that the organization needs to be updated.

People

Make sure you are aware of people's individual progress and that everyone knows how to do their work.
Suggest collaboration opportunities if you have a sense that multiple people in your department are working towards a similar goal.
Sometimes people might come up with new project ideas. Support their efforts and explore opportunities for new work.

Department-specific items

Design

Relevant specifically for the Design department (and any service-providing department) is making sure that there is always someone scheduled on the consultancy-week.

Participate in the Representatives Meeting

Every two or four weeks, there is a representatives meeting to discuss the current state of departments, review finances and roles. You can add it to your calendar here.

Preparation for the representatives meeting

Before the meeting, write down notes in a Google Doc (or similar) with the following categories:
  • Intro
    • If needed, give an intro about who you are or a brief summary if your notes will be long.
  • Goals
    • What are you planning to achieve in the future? Where is your focus?
  • Tenets
    • What have you noticed to be true? What emergent behaviors have you observed?
  • Current state
    • What is the current state of the department? What should others be aware of?
  • Lessons learned
    • What have you learned since the last meeting? What is new or perhaps surprising?
  • Strategy
    • How are you planning to address issues or potential problems?
General recommendations for writing:
  • Use shorter than 30 words per sentence, but make it understandable for others.
  • Replace or support adjectives with data. E.g. instead of "the department is bigger", write "we have 3 new members"
  • Eliminate weasel words and be precise.
  • Pass the “so what” test. Make sure there is a clear reason to pay attention to your writing.
  • Avoid jargon & acronyms.
  • Use subject-verb-object structure.
  • Avoid clutter.
During the meeting you might need to bring up suggestions for funding of internal work through treasury and communicate issues from your department to the other departments.
Pay attention to changes in other departments and make relevant adjustments in your department, in case it has been affected. Make sure you also share insights and changes from your department.

Review finance requests

...and protect organizational constraints.
When community members are interested in doing work for Deep Work, they will request payments from the department or treasury. Please familiarise yourself with the Getting Paid section of Deep Work before continuing. Process:
When receiving a funding request:
  • If you are not sure about the value, discuss it with the other representatives.
  • Review if your department wallet has enough funds to pay for the work, go to step 1. This is the easiest and fastest way to pay someone for their work.
  • If your department does not have the budget, and you see value in a project that requires payment, there are two other ways to process/execute the payment: see steps 2 and 3.
Options:
  1. 1.
    From Department Funds: Is it a collaborative project and/or with defined functions: Set up in Deep Skills first or skip to: Set up a project in Deep Finance. Execute the payments as part of the representative monthly finances.
  2. 2.
    No Department Budget, Recommended and Non-Urgent: Forward the budget and payment amount to the Finance Director to add to the monthly budget. You can then set up the project in Deep Skills or Deep Finance to be paid the following month when the funds are moved to the department. Please note: funds are not confirmed until the monthly budget meeting and subsquent snapshot vote - make sure the project or anyone requesting funds is aware of the process. Execute the payments as part of the representative monthly finances.
  3. 3.
    Urgent: Raise a Snapshot proposal to the treasury (please see the link and use the template). Create the project in Deep Finance. Make sure you execute the payment after a successful vote.
Only make payment transactions after you reviewed the completed work!

Manage wallet and make payments

Review all payment requests to make sure all requests correspond to completed and valuable work.

Manage budgets

This is done with the Finance Director or other Representatives, for more information:
  • Respond to Finance Director's questions if you need to increase/decrease budget for the following month.
  • Review monthly budget for entire organisation (shared in Discord)
  • Join monthly budgeting call to dispute or recommend changes.

Send payments to all members at the end of the month:

Maintain department documents

Keep the Notion document, Miro board and Discord channel of your department tidy and up-to-date with current working data and orderly structure.
The following documents and systems need to be up-to-date but might differ for each department:
  • Notion - department notes
  • GitBook - workflows and documentation
  • Miro - relevant templates
  • Typeform - input forms
  • Discord - add/remove channels
  • Sobol - current active members
  • Google Drive - spreadsheets, templates, invoices, user files
  • Zapier - connecting the tools above

Update processes and share with team

After you make an update to the documentation or internal process, please use this typeform to inform everyone affected by the change and share the update at the next representative meeting. It's crucial that everyone is not only aware of the change but also has a chance to apply it in practice.

Small fixes

After a retrospective, small improvements or changes might be necessary. You can bring them up during the month or batch them and apply them all at once at the end of the month.

Larger issues

Sometimes, improvements require more systemic updates or collaborative work to resolve problems. Ideally, the issue should be discussed with other members of the department first, to be confident in the usefulness change request.
Once discussed, if the scope involves the request for funding from the treasury, please follow the process of starting a new project. You can speed up the funding process by bringing up the issue to the other representatives and agreeing on the cost as early as possible.
When you update the documentation, please remember to update all working files across tools like Notion, Miro, GitBook etc. When in doubt, refer to the operations department to show you the documents that need updating.

Facilitate department retrospective

120 minutes
Once a month facilitate a retrospective or "town hall" meeting to resolve team issues fast, give advice or share updates with members.