# Welcome To Deep Work ## Operational principles Deep Work is a unique organization that operates like a mix between an open online collective of freelancers and a quality-controlled profitable business. It is based on the assumption that we should be free to choose what to work on, when, where and with whom.\ A set of considerations that makes this freedom possible while remaining profitable is listed in [How we work](/working-at-deep-work/quick-start-guide/how-we-work). If you're interested in replicating our organizational design, you can read instructions in this [Organizational Design Playbook](https://deep-work.gitbook.io/organizational-design-playbook/). ## Project-based work and volunteering Paid projects have teams where team members usually already know each other. All other projects are on a volunteering basis but present an opportunity to display your skills or work with other talented people. Read more about how to use our tools to [Discover Work](/working-at-deep-work/quick-start-guide/discover-work). ## Join our talent network Unlike most organizations, Deep Work does not have a formal hiring process. Instead, we rely on self-assessment of skills and intrinsically motivated, peer-reviewed collaborations to build your reputation. If you want to become part of our community and increase your chances of collaborating, we recommend doing the [Skill Mapping](https://andrej-berlin.super.site/skill-mapping) exercise. After completing Phase 1 of the exercise, you can reach out to [Andrej](https://t.me/andrejberlin) on Telegram to be invited to our internal TG group. {% hint style="info" %} [**Learn here how how our collaborations work →**](/working-at-deep-work/quick-start-guide) {% endhint %} ## Follow the latest updates {% hint style="info" %} **Subscribe to** [**our newsletter**](https://deepworkstudio.substack.com/) **to review the latest updates or follow us on** [**Twitter**](https://twitter.com/deepwork_studio) **and** [**Instagram**](https://www.instagram.com/deepwork.studio/)**.** {% endhint %} ## Individual autonomy If you are interested in working with us, you need to be proactive about reaching out to other community members or experts and be specific about your requests. This requires you to understand yourself, your goals, and your values. There are no formal applications and collaborations are based on relationships between autonomous individuals who trust each other. ## Any questions? If you see things that are missing, wrong, or outdated, please help us make this document better for anyone working with Deep Work. Email and we'll update it right away. # Get Involved This guide is a simple outline of how to start working at Deep Work. It is not a replacement for the knowledge base and the rest of the documentation. ## Think about why you want to join **Even though experts get paid for work, money is not the primary driver for our collaboration.** If you are looking for work to pay your bills, we recommend you look for work elsewhere and ensure your financial stability first. Being part of Deep Work provides a blend of professional growth, personal development, and well-being — all within an inclusive community that values openness, fairness, and mutual respect. We have our own software that helps you keep track of your work and display your skills and experience. We value your work, give helpful feedback, and care about your health. We're open about what we do, and we choose to work on projects that are interesting and make a difference. Please consider why you are interested in working with us, it will make it easier for you to make choices around monetary and non-monetary compensation of your work. {% content-ref url="/pages/ry6hvJTObiTERYqy3Ppk" %} [Why Deep Work?](/working-at-deep-work/quick-start-guide/why-deep-work) {% endcontent-ref %} ## Join the Deep Work Discord The first step is to join the [Deep Work Discord](https://discord.gg/Vu5RHbGgZQ). As you join, most channels will be hidden from you and only unlocked once you sign the Collaborator Typeform below. It asks you a few basic questions and to sign a contract to make sure you don't damage client relationships. Read the [#start-here](https://discord.gg/Vu5RHbGgZQ) channel for an overview of the most important channels. ## Create an account in Deep Teams Before you can start working on a project, please create an account on our internal project management platform [Deep Teams](https://www.deepteams.org/). Feel free to explore the app or continue reading the documentation on how to [Discover Work](/working-at-deep-work/quick-start-guide/discover-work). In order to get paid, you will need to provide your Ethereum mainnet address. If you have trouble verifying your account, please wait for 5 minutes, check your spam folder, click "Forgot Password" or try a different address. iCloud aliases seem to have issues.
{% hint style="info" %} You can create an account as an individual or represent a team that will remain anonymous behind your profile. Just remember that the reputation and compensation will be gathered only the profile you registered with and is non-transferrable. {% endhint %} ## Fill out the Contributor Typeform {% hint style="danger" %} Please make sure you **spell your Discord name correctly** and **without the #** **or account number**. Otherwise the Typeform/Zapier won't find you and you will have to re-submit your application. {% endhint %} Before you can immerse yourself in client-facing Deep Work projects, you need to sign an agreement and leave a few details about yourself. This will create a portfolio document and make it easier for others to see if you are a fit on a project. You can fill out the [Contributor Typeform here](https://deepworkstudio.typeform.com/to/tWUMNqtY). After you complete it, a message in the #introductions channel should appear with your name. ## Subscribe to our newsletter The newsletter is a great way to keep up to date with job opportunities, project statuses, and governance decisions. [Link to newsletter sign up](https://deepworkstudio.substack.com/) ## Subscribe to our community calendar All community events are open for participation and usually facilitated by someone. You will find all open events in the Community calendar: \ (Or announced 1 hour before the start in the [#discussion](https://discord.gg/ksQpxjw) channel) Internal projects also appear on the same calendar. ## Connect on social media Keep up to date and communicate with us on social media. Twitter: Instagram: ## Familiarize with work etiquette Before starting to work, please make sure you learn best practices for work etiquette below: {% content-ref url="/pages/-MRe7RRfH0pcv7Y-kX\_4" %} [Work Etiquette](/working-at-deep-work/quick-start-guide/work-etiquette) {% endcontent-ref %} ## Start working There are two primary methods to begin your working journey with Deep Work and build a reputation. The first method involves **discovering existing projects and joining teams** that require assistance or additional workforce. To explore this option, refer to our guide on finding work: {% content-ref url="/pages/un9mdOuyve37aFOXp8Z9" %} [Discover Work](/working-at-deep-work/quick-start-guide/discover-work) {% endcontent-ref %} The second method entails creating new projects by **introducing a client to Deep Work**, connecting DeepWork with another organization, or identifying synergies between various organizations. If this interests you, proceed to our client onboarding protocol here: {% content-ref url="/pages/3fqU2B2fZDolUSXnMU12" %} [Refer Clients](/working-at-deep-work/quick-start-guide/discover-work/refer-clients) {% endcontent-ref %} In order to stay focused, we recommend customizing notifications of the tools you use. Here's a simple way to hide irrelevant or noisy channels from Discord: {% content-ref url="/pages/Qbi7lhmuG20riqS3Zd6H" %} [Reduce noise in Discord](/working-at-deep-work/quick-start-guide/discover-work/reduce-noise-in-discord) {% endcontent-ref %} ## Get paid In order to get compensated for your work in fiat and DEEP tokens, understand the payment terms, timings and edge cases, please refer to the following documentation: {% content-ref url="/pages/-MRe8SSodACBQcD-gzCP" %} [Getting Paid](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work) {% endcontent-ref %} # How we work Following our working principles leads to exceptional quality because it creates specific constraints that clients and contributors need to be prepared for. #### General Principles * Our consultancy and design studio don't work the way a normal company works and it may not be attractive for everyone. It's more like a cooperative of experts with a shared standard for quality. **Granular documentation of workflows** and projects ensures that the quality of our work stays consistent. * All experts at Deep Work work on projects because they love the work they do and it's a part of their life. Everyone is compensated appropriately, but money is not the primary motivator for work. * To make sure we learn and get better as a team, projects have a strict process that we rarely diverge from. Generally speaking, every project is, therefore, better and of higher quality than the previous one. #### Project-Related Constraints * On each project, we guarantee a team of industry experts with deep domain knowledge who constantly learn and develop themselves. To work here, they have to prove their skills first and then are both free in their availability and in committing to the project fully. They optimize their scheduled days to be 100% focused on a project. To make sure they are happy working on each project and keep working with us, we all have to decide on the schedule before the project and adhere to it. * A project is only confirmed to our team once the upfront payment is made. * Because nobody is on a payroll, changes of schedule during a project are usually difficult and will result in either delayed overall timelines, increased cost, or worst case - cancellation of the project because the freelancers booked other work. * We let clients into our internal design process, so not only will they know exactly what is being designed but actively participate in all design decisions. They will also learn our unique design process and will be able to apply it in the future. It saves a lot of time but requires the team to block time to participate in our sessions. * This also means that instead of the traditional back-and-forth feedback, teams will be guided through collaborative online sessions where we help **align the team members** and our experts give **expert advice** before **making decisions on how to proceed**. Distraction-free participation in the workshops is a project policy with our clients. * All of this is designed to optimize for an enjoyable collaboration, a predictable deadline, no endless project bloat, and very high-quality results. #### Operational Details * Our hiring processes rely on experts establishing mentor-mentee relationships with someone they trust. There is **no centralized HR department** and in most cases, experts work with their friends or recommend each other from the community. * We rarely sign NDAs or legal agreements due to our open community and the difficulty of keeping intellectual property created during projects secret. This especially relates to ideas or designs that can act as inspiration for other projects. We always respect our client's requests for privacy, regardless of legal agreements. # Why Deep Work? Contributing to Deep Work offers unique benefits unlike any other community. ### Meaningful work The operational infrastructure of Deep Work assumes that all contributors and experts have a set of individual values and goals. When they are in alignment with the goals of the projects, we can work together on meaningful projects that give us a purpose in life. ### Showcasing Your Skills At Deep Work, you can track and show off all your hard work with our own software. You’ll have a public profile to show all your skills and accomplishments, which can come in handy when you're looking for a new job. ### Talent Network Access When you join Deep Work, you become part of a group of talented professionals. They come from various backgrounds, such as design, writing, and tech. This mix allows you to work with and learn from a variety of different people. ### Remote Work Flexibility At Deep Work, we put flexibility at the forefront. You can contribute from any corner of the globe, you choose where to work and when. This lets you have a good balance between work and your personal life. ### Learning and Growing Deep Work gives you lots of chances to learn new things and get better at what you already do. Every assignment, whether paid or not, gives you a chance to improve and find new interests. ### Exciting Projects At Deep Work, you're in control of what projects you work on. We don't like boring projects or projects that don't align with our values; we prefer to work on things that are innovative and can help the economy. ### Our own easy-to-use Software We use our custom software to make working together easy. This means sharing documents, tracking projects, and showing your contribution to every project is simple and straightforward. We also decide together how to design the software we use. ### Constructive Feedback and Mutual Support Everybody at Deep Work is honest and supportive. We believe that giving and getting feedback is a great way to grow and improve. ### Care for Your Well-being Your health, both physically and mentally, is important to us. That's why we have connections with wellness communities and believe in having a balanced lifestyle. ### Transparency and Inclusion Everything at Deep Work is easy to see and understand. By making all our work and documents public, we help our members learn from each other. All our operations and documentation are executed in the public domain to encourage transparency. ### Opportunities for Volunteering If you're looking to contribute more or gain more experience, Deep Work has many volunteering opportunities. ### # Discover Work {% hint style="warning" %} Please be respectful of our team members' time. If you reach out to a team member and they don't respond, they might be busy or not willing to collaborate. Please do not send multiple messages across the channels in Discord. {% endhint %} ## 0. Take part in conversations, find collaborations, and clients The best way to discover work in reality is by participating in conversations. Small talk aside, most conversations aim to uncover some new truth and are an invitation to experiment and collaborate. You can also find clients and connect them with experts by following the [BD & Sales Workflow](/teams-departments/business-development/bd-and-sales-workflow). ## 1. Discover projects The best way to find interesting projects to join is by exploring what matches your values and desired working conditions. {% hint style="info" %} Before getting actively involved, you can often **shadow** a project first, without disturbing the flow. {% endhint %} Browse through existing projects in Deep Teams to get a sense of their purpose and content.

If you click on "Projects" on the top menu and select "Applications Open" in the filter, you will see active projects looking for help.

Information about ongoing and upcoming projects can also be found through additional means: ### Other methods of discovering new projects: * **Community meetings:** During these meetings, the team members offer space to discuss and improve the organization. You can find them on the [community calendar](/working-at-deep-work/quick-start-guide). * **The Deep Teams app:** All projects are managed in the [Deep Teams app](https://www.deepteams.org/), read through the mission statements of each department to find what resonates with you the most. You can also reach out to the department representative. * **Relevant Discord channels:** The Deep Work Discord has department-specific channels. This is where most communication about ongoing projects happens. Once you have found a project you are interested in, look at the Deep Teams app to find the relevant stakeholder or project lead to contact. * **The** [**Deep Work newsletter**](https://deepworkstudio.substack.com/)**:** Ongoing projects, their progress, and opportunities to get involved are included in the newsletter. Usually, newsletters also include who to contact if you are interested in getting involved with an ongoing or upcoming project. In addition to standard Deep Work projects, sometimes **external jobs** are listed in the [#jobs](https://discord.com/channels/742438900206796820/773320995578445834) channel in Discord. Please don't use this channel to ask for work. ### There are four main ways of taking part in a project: * **Unpaid shadowing on the project without contributing:** Ask a project owner if you're allowed to join in, listen and learn about the work involved in completing work. This will give you a first-hand experience, set expectations on the requirements and establish a personal connection to the rest of the team. * **Split an existing role with an expert:** If an expert on a project already has a role, you can reach out to them and ask to support them or split the work. In most cases, you can split the payment with them. * **Take ownership of existing roles:** "Roles" are recurring and consist of well-documented workflows. Their purpose, constraints, compensation, and workflows have already been specified. You can find existing roles in [Deep Teams](https://www.deepteams.org/). Existing roles usually also receive DEEP.

You can read more about roles in the /pages/iy3b439acTgLAtLviOYKsection.

* **New projects or undocumented roles:** New projects with responsibilities that have not yet existed, which may or may not become recurring and documented roles. The conditions and compensation of the work are uncertain, flexible, and negotiable with the project owner. The uncertain nature of undocumented roles usually means that they don't receive DEEP.
More on contributing by [creating a new ](#suggest-contributing-with-a-complementary-function)role or [a new project](#4.-suggest-a-new-project) below. {% hint style="danger" %} **Without a clearly documented workflow, there is no guarantee for compensation.** Make sure you document your workflow step-by-step and specify the exact goals of your role. That way everyone can agree on fair compensation. It will also give you an opportunity to ask for improvement and make it more efficient. {% endhint %} ## 2. Connect to a team member {% hint style="warning" %} ### **Important:** When contacting anyone from the team (especially the project owner), please provide them with the following information: * What do you find interesting about the project? * How would you like to contribute? * What are **tangible examples or deliverables** from your previous work in a similar area? * Is there a person who can verify the above or recommend your work? If you cannot provide information to all of the above, please familiarise yourself with a project **before reaching out** and provide **specific suggestions** for how you would like to contribute. ### What if nobody responds to my request? The Experts on the project decide who to work with. **Please don't be discouraged if you don't get a response.** Experts always check who to work with based on their previous efforts and contributions, so it can also be helpful to provide evidence for good work in the past that fits the topic of the particular project. If the Expert you applied to doesn't respond or doesn't add you to the project **it is possible that they prefer to work alone**. You can also drop a message into the internal channel to ask if you can shadow. ### Please be kind, sometimes Experts are busy. {% endhint %} Before joining a project, you need to **establish a relationship with the person** who is responsible for including you in the project and decide on your preferred style of participation: ### **Ask to shadow or collaborate on an existing role** **Shadow** (unpaid) or **collaborate** with (split payment) someone who holds Deep Work Expert status for the relevant role.
Shadowing and collaborating on existing roles Once you have found the first project you would like to work on, the first step is to contact the relevant expert. They can tell you how you can participate: shadowing (unpaid) or collaborating (paid). #### Shadowing Shadowing on a project is one of the best ways to get involved in client work at Deep Work. It will help you find an Expert you trust and understand the expectations and quality standard of work. The easiest way to learn fast is to observe a project by shadowing. It's [**unpaid**](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/rates), but gives you a glimpse into the design process and the creative decision making of a particular project. #### Collaborating with an Expert You may also find an opportunity to contribute to a project with work, which can also be **paid.** The general process is as follows: 1. Find a project you are interested in. 2. Research what it is about and find that you can help. 3. Contact the **project owner** and suggest how you can help. 4. Make sure you discuss compensation. If there was **no agreement** on payment (it will be visible in [Deep Teams](https://www.deepteams.org/)), there will be **no payment**. 5. Work with the team for a short period and contribute as you suggested. 6. At the end of the short period you evaluate the results with the **project owner.** 7. In some cases, the project will bring more work. If you and the Expert plan to continue working together on the project, make sure to discuss compensation for the next period.
### **Prove your expertise in an existing role** If you already have expertise in a given role, you can ask an expert to supervise you on the project, as you provide the services of a role **on your own** (full payment). As a consequence, you will receive the role on your Deep Teams profile and will be reached out to for the work in the future.
How to find an expert and establish trust Finding a relevant expert depends on how you found the project. * **Finding a project through a call:** * Ask in the chat and someone can guide you to the correct point of contact. * Reach out to them on Discord. * **Finding a project Discord or newsletter:** * Check the Deep Teams app to see if the project is listed. If it is, it will have a Project Owner and Stakeholder listed. Either party can help you determine how you can get involved. * Reach out to them on Discord. (Do not apply through Deep Teams. This feature is still being developed and the relevant parties won't have a way to reach you.) Keep in mind that there are many people who are reaching out to our designers, so it's likely they don't respond because they don't have the capacity. ### **Important:** When contacting anyone from the team (especially the project owner), please provide them with the following information: * What do you find interesting about the project? * How would you like to contribute? * What are **tangible examples or deliverables** from your previous work in a similar area? * Is there a person that can verify the above or recommend your work? If you cannot provide information to all of the above, please familiarise yourself with a project and provide **specific suggestions** for how you would like to contribute. ### What if nobody responds to my request? The Experts on the project decide who to work with. **Please don't be discouraged if you don't get selected.** Experts always check who to work with based on their previous efforts and contributions, so it can also be helpful to provide evidence for good work in the past that fits the topic of the particular project. If the Expert you applied to doesn't respond or doesn't add you to the project it is possible that they prefer to work alone. You can also drop a message into the internal channel to ask if you can shadow. Please be kind, sometimes Experts are busy. ### Getting to know Deep Work Experts It can be helpful to have a context with relevant Experts before applying to a project. We try to facilitate ways to build rapport with Deep Work Experts when they are not busy. Some options for connecting are: * Through the Deep Co-Work voice channel in Discord * Participating in calls and expressing your interests and expertise * Participating in Deep Experiences
### Suggest contributing with a complementary role In some cases you can see projects with a team you like, but where your skills might be complementary. Discuss with the project owner or representative how you might be able to help and how you should be compensated. Show evidence for your skills by providing examples of your past work and discuss how something similar can contribute to a higher-quality result. Remember that compensation can only happen once you have clearly documented your approach to creating a deliverable or contribution. Here's a simple process for creating your own role: {% content-ref url="/pages/kLdWK9Lu6Ei44aiaK60A" %} [Create a new role](/working-at-deep-work/quick-start-guide/systemise-work/create-a-new-role) {% endcontent-ref %} Once it's documented, you can negotiate compensation for the work. ## 3. Receive an attestation of your contribution Anyone of any skill level has the ability to build a **reputation and track record** within the organization. When individuals first join the organization, as well as any time an Expert wants to try taking responsibility for a new role. ![](/files/gRdlKlsOcjDQEnnOZqfb) Once you have completed the project, you will receive an attestation in the Deep Teams or Deep Skills app which will get you closer to a Deep Work Expert status. As a Deep Work Expert in a given role or workflow, you will receive DEEP tokens and can contribute to internal decision-making and governance processes. It also increases the chances of you being selected for the role in the future and opens up the ability to take on recurring tasks based on your skills. ## 4. Propose a new project If you have an idea for a project, an expertise you would like to prove or would like to skill up in a role that does not yet exist in Deep Work, you can **propose the creation of a new role or project** (paid or unpaid) to a department representative ("Team Lead" in Deep Teams). They can implement the project for you and determine if there might be a budget for it. If the organization agrees on the quality and value of the project, you will be provided an attestation for the skills involved. For more guidance on how to experiment and create new projects, follow this guide: {% content-ref url="/pages/CfOoRcLfeANoQT86q6QY" %} [Create a new project](/working-at-deep-work/quick-start-guide/systemise-work/create-a-new-project) {% endcontent-ref %} {% hint style="warning" %} **Remember to always discuss payments before a project starts!** If there was no discussion on payments before the project starts, there is no guarantee for payment. Talk to a representative if you're in doubt. {% endhint %} If you are requesting a budget for the project or would like to negotiate compensation, follow the steps found here: {% content-ref url="/pages/ffFHv5dSvkHAr84iV6ZD" %} [Funding Request & Negotiation](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/funding-request-and-negotiation) {% endcontent-ref %} ## 5. Refer a client If you believe you know of an individual or organization that would benefit from the help of our Experts (whether an existing role or an R\&D project), follow the Referring Clients protocol below: {% content-ref url="/pages/3fqU2B2fZDolUSXnMU12" %} [Refer Clients](/working-at-deep-work/quick-start-guide/discover-work/refer-clients) {% endcontent-ref %} ## **6. Prove expertise and get listed in our internal database** If you already have a strong portfolio of verified work, you can list your expertise in our database with [this application form](https://deepworkstudio.typeform.com/to/tzf4ScNX). A representative will review your application it and if approved, you will be able to work on any project that deals with your specific skillset. [Here is the database](https://coda.io/d/_dN3J1tMoj6a/Full-Expert-Database_suAyt) with other experts. We recommend reviewing their records first before submitting yours, it will give you an idea of the level of detail you should provide. ## 7. Solve bounties (not reputation building) Bounties are small tasks which almost anyone can do but which will improve Deep Work as an organisation. They sometimes have to do with content management on our website, writing documentation, articles, social media, doing research and more. Bounties can be created by anyone and found in the [#bounties](https://discord.gg/qBCYhmjvF2) channel. The payment is always decided on an inter-personal basis and the completion of bounties does not create a reputation record on your profile. ![](/files/-MXnbZuOLOL4QzAXFYVj) # Refer Clients ## Familiarize yourself with the Deep Work documentation Explore the different departments and teams to find the one that interests you the most or is most relevant to your client's needs. Explore the Projects and Functions within each department: * **Projects** will give you an understanding of the expected team-driven deliverables. Some may include examples of work that you can show to the client and compare to their needs. * **Functions** contain the goals and workflows of individual contributors. You might be able to find relevant skills and see the potential of combining them in order to create a new project. ## Locate the team or department you're interested in Visit [deepteams.org](https://deepteams.org) and check the team lead listed in the left-hand navigation bar. ## Reach out to the team lead Discuss your idea and ask for their help in connecting you with the right experts or team members. ## Find relevant experts Browse the active and completed projects in the platform to identify team members whose workflow is specific to your client's needs. Reach out to these individuals to discuss your project idea. ## Contact Project Managers If you are unable to find relevant Experts, look for project managers or project owners in [deepteams.org](https://deepteams.org) as they can help you with the administrative aspects of setting up a project and connecting you with the right experts. ## Create a project proposal Collaborate with the relevant experts, team members, and project managers to create a project proposal and define the scope, deliverables, and timeline. ## Work on the project Once the project is set up, work closely with your team to execute the project and deliver value to the client. # Getting Paid There are several scenarios for invoicing or requesting payment from Deep Work. ## Payment Method {% hint style="danger" %} Please make sure you have read and understood the timings and [**Payment Terms**](#payment-terms) before getting paid. {% endhint %} Make sure you have signed up for an account and connected the correct wallet on the following applications: * [**Deep Skills** ](https://app.deepskills.io/)**→** * [**Deep Teams** ](https://dsp-web.vercel.app/)**→** {% hint style="success" %} The currency will depend on the project, but all payments are made on the Ethereum main-net. \ \ Depending on the project, you may also receive [DEEP tokens](/working-at-deep-work/governance/deep-token), which will allow you to [Participate in Governance](/working-at-deep-work/governance). {% endhint %} ## Project-based work ### The project exists in Deep Teams: For all project-based work, you'll be paid through the Deep Teams application by the project owner (e.g. the Representative or Creative Director). ### The project does not exist in Deep Teams: If there is no project on Deep Teams: * Send a request to the stakeholder (normally the representative) to agree to a payment and that the project or task is completed. * Send a request to the stakeholder and ask them to complete the [making payments](/working-at-deep-work/creating-projects-and-payments) steps (payment could happen at the end of the month as per the payment timings). ## Other Payments #### Profit bonus scheme Every month, subject to a decision in the monthly budget meeting, Deep Work distributes a share of gross profits to everyone who contributed as a bonus scheme. The more gross profit Deep Work generates, the higher will be the profit bonus. Most contributions to the resilience of Deep Work are compensated this way. Read more [here](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/profit-bonus-scheme). #### Praise for small tasks If see anyone doing something valuable, you can give them praise (by typing `/praise` in any channel on Discord). This will put them on a [list](https://praise.deepwork.studio/), which will be reviewed and compensated by representatives every month. #### Bounties You can [submit](https://deepworkstudio.typeform.com/to/SUDz7G68) and [claim bounties](https://discord.gg/qBCYhmjvF2) in Discord. ## Suggested off-ramps Suggested by our community: * To offramp to a bank account, you can use * [P2P Binance off-ramp](https://p2p.binance.com/en/trade/all-payments/DAI) *The above are suggested routes, please do you own research and understand any risks when transacting with cryptocurrencies, tokens and external providers not associated with Deep Work.* ## Payment Timings **Payments are made by:** * Team members are paid once a project finishes by the Creative Director. * Creative Directors and Departments are paid once the final invoice is paid. * All other payments are paid once per month by the sixth working day of the month. * See the [full terms](#payment-terms) below. ## **Payment Terms** ### **Invoicing and Personal Taxes** **You agree to the following:** I understand the relationship between Deep Work Ltd and myself is that of "independent contractor" which means I am not an employee, worker, agent or partner, and I will not give the impression that I am. I am fully responsible for all my own tax arising from carrying out any services. If Deep Work Ltd has to pay any such tax I understand I am liable to pay back in full any tax, fine or other punishment imposed on Deep Work Ltd as a result of not declaring or paying my own taxes. **Invoicing:** Payments are made via the Deep Teams Application. For your own accounting, you may need to create an invoice. Invoices will need the following details: 1\) Your full name or company name 2\) Your address 3\) Relevant tax identification numbers according to your (or business) country of residence. 4\) VAT or equivalent number if invoicing from the European Union. You can address the invoice to: Deep Work Ltd\ Intershore Chambers,\ Road Town, Tortola,\ British Virgin Islands ### Timing **Team Payments** As long as the team member has signed up to [**Deep Teams** ](https://dsp-web.vercel.app/)**→** by the last day of the project. The project's creative director will make the payment within **5 working days** of the **project finishing and the final client invoice being paid.** *If there is a delay in the final invoice being paid, the Creative Director can decide to pay team members (not the Creative Director(s), Creator Fees or Gross Profit) on or after the final day of the project.* **Departments:** Paid on the 6th working day of the following month by the department representative. **Details:** \*Please note, if a user has not signed up for the Deep Teams application and applied for the correct role payment, and the creative director has already made the team payments, the creative director may take up to 15 working days to complete the payment. This helps the creative directors make the payment on one day and not chase or pay individually. If there is an error on your payment request or the wrong amount is requested, this may cause a delay. We may have to delay or in extreme cases hold the right to deny payment if a project is completed and thirty days pass without a payment request. ### Rates Deep Work will not pay invoices that have not been agreed or include rates that are above what is documented in our docs, discord, etc. It is your responsibility to check the rate you should invoice with a Deep Work creative director before work commences. If it is higher than what is agreed or documented we can refuse payment of any excess. ### Client non-payment If the case of a client not paying, please make sure you agree and understanding the following terms before agreeing to any project: {% content-ref url="/pages/dWTOOrY17vz87XHcbdjI" %} [Client non-payment](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/rates/client-non-payment) {% endcontent-ref %} # Rates Everyone on the project gets paid in accordance to the responsibility of project success and quality of work. The following is the progression from Community Member to Creative Director. The exact rates can also be viewed in [this spreadsheet](https://docs.google.com/spreadsheets/d/1_QeSUBer9kXplmp-u_wwlVdklKII7eEuiTM1n8WtcrM/edit#gid=1597595697). ## **Community Member / Shadower** #### **Unpaid shadowing** Community members can apply to join a project to simply observe and learn from the experience. If no work is contributed with and it's only a learning experience, the shadowing is unpaid. Shadowers still need to [apply](https://deepworkstudio.typeform.com/to/IWGhmzS9) and be invited by the respective Expert. ## **Collaborator** **X% of Expert's payment** Working with an Expert will give a Collaborator the chance to improve their skills faster by working on actual client projects with high stakes while reducing the amount of work for the Expert. It should allow a Collaborator to learn in their own interest, compensate them for the work they do (which they can [add to their portfolio document](https://deepworkstudio.typeform.com/to/vK0JxNYY)), and receive valuable feedback from an Expert after the sprint. Depending on the number of tasks delegated to a Collaborator, the Expert decides on a percentage split of the total payment for the role, before the project starts. If you are new to our Discord, you probably won't have capability badges/roles yet. After you successfully complete a task, you will receive one for each successfully completed task. You can estimate the payment after discussing it with an Expert here: {% embed url="" %} ## **Expert mentoring a Collaborator** **X% of Expert's payment + recruitment bonus** While a Collaborator is working on any task, they need to be supervised as the Expert still carries responsibility for the success of the project. Since the Expert has the ability to reduce the amount of their own work while ensuring high-quality deliverables, they can choose how much of the payment for the role they would like to pass on to the Collaborator. In case of collaboration, they will also receive a recruitment bonus, as specified by the Creative Director before the project. You can calculate your payment split and recruitment bonus here: {% embed url="" %} ## **Expert completing task alone** **Full rate of Expert as defined by Deep Work before a project starts** Experts on the project carry the responsibility of success on their domain of expertise. Their rate is set by the Creative Director before a project starts. The full rates for each skill domain are outlined in [**Deep Rates Spreadsheet**](https://docs.google.com/spreadsheets/u/1/d/1_4jhL4uDxPz8LUEaKXkbAwtj_G316lFNQlI8sJc-MbM/edit#gid=0) **.** ## **Creative Director** **Project Rate** The Creative Director carries responsibility for the success of the entire project and is paid a project rate. You can refer to the current percentage in the [**Deep Rates Spreadsheet**](https://docs.google.com/spreadsheets/u/1/d/1_4jhL4uDxPz8LUEaKXkbAwtj_G316lFNQlI8sJc-MbM/edit#gid=0) or the applicable project budget Grid.
# Client non-payment ## Client non-payment, team payment terms: ### **Client not paying upfront invoice:** Projects are not confirmed until the client has paid the upfront invoice. In the event the upfront invoice is not paid, there is no payment to anyone. It is the responsibility of team members, and the creative director to confirm the payment is made. ### **Client cancels after paying upfront invoice:** We've set up a financial structure so that once a client has paid the upfront invoice, team payments for the first part of the project are covered regardless of whether the client cancels at any point. There is additional team budget for the iterations that is paid proportionally, see the point regarding interim invoices for more details for what gets paid in this scenario. ### **In the case of a client not paying a final invoice:** * Creative Directors (including any post project work) and project % costs (see the [project budget template](https://docs.google.com/spreadsheets/d/1Y5mhL3fXnfot64TTwH-19rPgj1emESaEtUSOIT6PArM/edit#gid=311770437) for more information) do not get paid. * Team members are paid as normal. * Any remaining project profit: * 10%, up to a maximum of $1,500 is paid to the Creative Director for admin tasks. * The remaining amount is paid to the Treasury. We've set up a payment structure so that Deep Work can cover costs but not cover Creative Directors as the result of the final invoice not being paid. ### **In the result of a client not paying a payment stage or interim invoice:** In extreme cases, a client may cancel or not pay at an interim payment stage. In this case: * Creative Directors (including any post project work) and project % costs (see the [project budget template](https://docs.google.com/spreadsheets/d/1Y5mhL3fXnfot64TTwH-19rPgj1emESaEtUSOIT6PArM/edit#gid=311770437) for more information) do not get paid. * Any project costs relating to the client are paid (for example additional costs to get to a satisfactory resolution - this is decided by the project owner or creative director). * Any remaining profit from the project is paid as follows: * **50%: Team members\*:** * The creative director works out proportionally according to each team members unpaid fee, the distribution of the 50% to all team members. See the example below. * There is no further work for the team to complete and this fee represents a payment for their booked time. * The creative director will instruct the final amounts. * \*This is the minimum the creative director can set. This can increase whilst reducing the amount to the treasury. This is intended for scenarios where the team was not responsible for the project not continuing or the client not paying. * **40%: Treasury** * The creative director makes a 40% payment to the treasury. * This represents the cost to run the project, and: * Makes sure there is an element of risk to the project success on the team. Meaning an almost full payment isn't made in the event of the client cancelling. * **10% (up to a maximum of $1,500): Creative Director** * Fee for the project set up and project closing admin work. * If there is funds over $1,500, this goes to the treasury. **Team payments example:** * A project has three stages of payment: Upfront $20,000, Milestone $10,000, Final $10,000. * The client doesn't pay the milestone or final payment. * In the iteration, the team are owed: $2,500 facilitator, $5,000 designer, $2,500 user researcher for booked work. * There is $5,000 allocated to the team from the remaining profit. * This is split amongst the team members so that, they can invoice (in addition to completed work): $1,250 facilitator, $2,500 designer, $1,250 user researcher. * There would be no further work to complete. # Profit Bonus Scheme ## Details When a project completes, the gross profit is sent Deep Work's treasury. Collective members can vote to distribute the treasury amongst holders of DEEP tokens. ### Disclaimer: "Profit Bonus Scheme" is used in name only, the following actions take place: * Collective members vote to distribute treasury funds. * There is a [mechanism](#who-can-receive-the-distribution) in place to decide how much each collective member gets. The mechanism is an internal database that could change at anytime. * Collective members declare any funds received as income (not dividends or share of profits). ## Instructions ### Trigger Mechanism A profit bonus may be recommended by Representatives in the [monthly finance and budget process](/teams-departments/operations/roles/financial-controller). ### Finance Director Instructions: Follow the following instructions: [Profit Share Process](/teams-departments/operations/roles/financial-controller/workflow#profit-share-process) ## Who can receive the distribution: If you meet all the following conditions, you receive a share of the distribution. This is an internal database model we use to calculate the bonus. Your share is calculated as: SHARE = your DEEP token holding / Total of all collective members who meet conditions token holdings. Conditions to meet: ### DEEP token holder {% content-ref url="/pages/4oyphhHzC9oUvroomGGY" %} [DEEP Token](/working-at-deep-work/governance/deep-token) {% endcontent-ref %} Currently this is by [DEEP on Ethereum Mainnet](https://etherscan.io/token/0x9be2c5836c98bf29bfc9493d9efd29beb499d7fd#balances). This is used as an internal dataset to award different bonus amounts to those who contributed different amounts to Deep Work. ### Whitelisted: {% content-ref url="/pages/YNFdejhGTmyyT4AgjgfO" %} [Profit Bonus Whitelist](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/profit-bonus-scheme/profit-bonus-whitelist) {% endcontent-ref %} We've created a whitelist so we have a maximum confidence all community members are declaring income and paying appropriate taxes. You'll be required to agree to terms and submit the following data: * Name (or business name) * Email address * Wallet address where you have DEEP tokens * Wallet address to send USDC * Country of tax residence Whitelisted can be completed on the link above. You only need to complete this once and will receive any future profit bonus by governance vote. ### Worked in Deep Work To receive the token, you must have worked in Deep Work and opted-in to receive the DEEP token at the point you were paid. Any collective members who received the airdrop are consider team members / workers. ### Due a share above $1 USDC If you meet the conditions above, and your share of the distribution is below $1, we do not complete a payout. This is because if we paid out all payments below $1 the collective would be unsustainable because of gas costs. Amounts below $1 are distributed to shares above $1. ### Submit an invoice When recieving the profit bonus, you must submit an invoice. This means you declare any bonus as income and Deep Work records it as an expense in the bonus scheme. In your invoice you do not acknowledge this as a share of profits, but as a 'bonus' for the work provided to Deep Work. # Profit Bonus Whitelist {% embed url="" %} # Funding Request & Negotiation The following is the easiest and most likely way for a funding request for work to be accepted. ## Gain confidence in the value of the work Before requesting work to be funded, please ensure the value to the organization. This can be done in two ways: ### **Present your idea or work to a department representative** This can be done by directly sending them a message or tagging them in a conversation. You can find them as a "Team Lead" in the Deep Teams app. ### **Open a discussion with the community** When you start a conversation in Discord, make sure you elaborate on the following: 1. **What** you are planning to work on (your suggested process) 2. **Why** the outcome is important in the short term (paid in fiat) and what is the value in the long term (compensated with DEEP tokens) 3. **How long** it might take 4. **Who** should submit the transaction for your payment (any representative can make payments) In both cases, the goal is to find agreement with the community about the specific scope of work and the cost. The payment (whether in DEEP tokens or stablecoins) will have to be sent by a representative. {% hint style="info" %} If you are not sure how to calculate the value of the work in tokens or stablecoins,[ refer to this paragraph](https://docs.deepwork.studio/projects/create-a-new-project#4.-define-the-cost-of-the-project) on defining the cost of your work. {% endhint %} ## Review constraints of the organization It helps to keep an eye on the budgets, regulatory constraints, and Deep Work's mission to discuss with others whether it's reasonable to spend resources on your work. Representatives and contributors with higher responsibilities need to pay particularly close attention to these constraints. There are many efforts that might benefit from funding and deciding which to fund next is a highly strategic task. Negotiate with the team to gain a mutual understanding and agreement on the value of the work. ## Request payment Once you are confident about the amount you would like to get paid and assume that the community is in agreement, you can get it paid out. ### Get paid at the end of the month Talk to a representative of a department. If there is budget in the department the representative will approve the payment - use the appropriate request form [from this list of departments](broken://pages/L04fXYpMygyoCz24VLLy). If you are requesting DEEP tokens, use the [treasury request form](https://deepworkstudio.typeform.com/to/DBJRukWL). No payments will be made without prior agreement with a representative. If there is no budget in the department, the representative will have to request it from the treasury in agreement with other representatives ([see the process here](/teams-departments/operations/roles/representative/workflow#review-finance-requests)). # Agreement Documents {% content-ref url="/pages/-MRigdu6Vgphkrl8ym3q" %} [Contributor Agreement](/working-at-deep-work/quick-start-guide/discover-work/contracts/collaborator-agreement) {% endcontent-ref %} {% content-ref url="/pages/-MRigpn9mxHaWKplcQ8K" %} [Contractor Agreement](/working-at-deep-work/quick-start-guide/discover-work/contracts/contractor-agreement) {% endcontent-ref %} {% content-ref url="/pages/-MRigwR4H90CWufmZ8rx" %} [Referral Agreement](/working-at-deep-work/quick-start-guide/discover-work/contracts/referral-agreement) {% endcontent-ref %} # Contributor Agreement ### **Deep Work Network Ltd, Independent Contributor Agreement** #### 1. ***Information*** The date of this Agreement is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (the "Signing Date") This document sets out the terms of your services and relationship with the Company. The contract is kept as simple as possible. #### 2. *Non-Work and Rates* Any work done is on a collaboration basis. There is no expectation of reward or payment for services. Unless agreed otherwise on a project by project basis. The contributor agrees any contribution is given autonomously and not at the direction of Deep Work. Having full control over working time, methods and decisions making. Any costs of services performed, and expenses incurred to provide any service, are the sole responsibility of the contributor. #### 3. ***Status and substitution*** The relationship between Deep Work and the contributor will be that of "community contributor" which means that the Consultant is not the Client's employee, freelancer, consultant, worker, agent or partner, and the contributor will not give the impression that he/she is. If the contributor is paid for work by Deep Work, they are no longer a contributor to that specific piece of work. For example, completing a pre-agreed and budgeted specific task outside of the standard collaboration or shadowing process. The contributor can identify as a freelancer or contractor for the specific work if they so wish. In this case, the relationship will be that of "independent contractor" which means that the Consultant is not the Client's employee, and they will not give the impression that he/she is. If the contributor becomes a contractor, the terms of this agreement as a contributor still apply. #### 4. *Confidential Information* This clause is not about intellectual property. You are free to do as you wish, e.g. create a product or service, from information gained working with Deep Work Network Ltd. In certain cases, Deep Work Network Ltd. will share confidential information about us and/or our clients. This information must be kept confidential along the following terms: Confidential information (the "Confidential Information") refers to any data or information that: * Deep Work Network Ltd informs is confidential; * any data, names, references or information relating to a client, or potential client of Deep Work, * would be reasonably considered to be private or proprietary property to Deep Work and/or it's clients, that is not generally known and where the release of that Confidential Information could reasonably be expected to cause harm to Deep Work and/or it's clients. The Contributor agrees that they will not disclose, divulge, reveal, report or use, for any purpose, any Confidential Information which the Contributor has obtained, except as authorised by the Client or as required by law. The Contributor must not, either directly or indirectly, whether on its own account or on behalf of another person or entity, solicit or enter into any business contract, business arrangement or business dealings with any Deep Work Network Ltd clients or potential clients using information obtained from collaborating. Unless with prior agreement. The obligations of confidentiality will apply during the term of this contract and will survive indefinitely upon termination of this agreement. #### 5. ***General*** If either the Client or the Contributor wants to change this Agreement, the change must be in writing and must be signed by both of them. This Agreement may be signed separately by the Client and the Contributor, in which case the separate copies will together be taken as the whole Agreement. This Agreement and any dispute or claim relating to or connected with it (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales. The Company and the Client agree that the courts of England and Wales are the only place where disputes or claims relating to or connected with this Agreement (including non-contractual disputes or claims) may be decided. #### 6. ***Signing*** Please confirm that You agree to the terms of this Agreement by signing below. **THE CONTRIBUTOR** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Contributor Full Name \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Address Line 1 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Address Line 2 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date **THE COMPANY** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Deep Work Network Ltd. Intershore Chambers, Road Town, Tortola, British Virgin Islands \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date # Contractor Agreement ### **Deep Work Network Ltd, Independent Consultant Contract** #### 1. ***Information*** The date of this Agreement is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (the "Signing Date") This consultancy contract and it sets out the terms of your services and relationship with the Company. The contract is kept as simple as possible. #### 2. *The Work and Rates* 2.1 Your agreed day rate whilst working with the Company is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ per day. 2.2 Before starting any project with the Company it is your responsibility to set how many days it will take to complete the project and agree deliverables. 2.3 Extra hours that have not been agreed to meet the deliverables will not be paid unless pre-agreed between the Consultant and Client. 2.4 Defined rates and process for services; For Design Sprints, if covering the full process we pay for six days at your agreed day rate / at \_\_\_\_\_\_\_\_\_\_\_ per day. It is expected you'll meet the following deliverables regardless of time: * Pre-Project: Client Research and Onboarding * Collaboration Sessions - Maximum Roughly Four Hours * Work with another designer to produce a high-fidelity prototype * Conduct five user tests and prepare a final report * Post-Project: One-hour client call to present findings and prioritize their next steps. * Feedback: One-hour retrospective session with the Deep Work team #### 3. ***Terms*** 3.1 Deep Work Network Ltd engages you to provide product design services. Details of these services are as follows: * Work directly with clients on research, design, consultation and facilitation. * Be responsible and communicate with Deep Work's clients, representing as Deep Work. * Various user experience and product design tasks and work for Deep Work's clients and Deep Work. #### 4. ***Status and substitution*** 4.1 The relationship between the Client and the Consultant will be that of "independent contractor" which means that the Consultant is not the Client's employee, worker, agent or partner, and the Consultant will not give the impression that he/she is. 4.2 As this is not an employment contract the Consultant will be fully responsible for all his/her own tax including any national insurance contributions arising from carrying out the Services. If the Client has to pay any such tax or national insurance contributions, the Consultant will pay back to the Client in full, any money that the Client has to pay, and he/she will also pay back the Client for any fine or other punishment imposed on the Client because the tax or national insurance contributions were not paid by the Consultant. 4.3 The Consultant may, with the agreement in writing of the Client and subject to the rest of this clause, appoint a suitably qualified and skilled substitute to perform the Services on his/her behalf. The Client may refuse to accept any substitute if it is not reasonably satisfied that the substitute has the necessary skills and qualifications to provide the Services to the Client's reasonable satisfaction. If the Client accepts the substitute, the Consultant shall be entitled to any payment or fee, and the Consultant shall be responsible for any payment agreed between the substitute and the Consultant, and any additional costs incurred by the Client during any handover period. The substitute shall sign an agreement on such terms as shall be agreed with the Client. 4.4 The Consultant shall be responsible for any problems arising as a result of the provision of the Services and the Consultant shall put these problems right at its own cost where the Client notifies the Consultant in writing of the problem. 4.5 Neither the Consultant nor the Client will be liable to the other for failure or delay in carrying out this Agreement, which is caused by an event beyond their reasonable control and that they could not have foreseen, or which was unavoidable. This includes industrial disputes, energy or transport failures, acts of God, war, terrorism, civil unrest, explosions, mechanical breakdown, natural disasters, deliberate damage, or failures of suppliers or sub-contractors to do what they are supposed #### 5. ***General*** 5.1 This is the whole Agreement between the Client and the Consultant and replaces any previous agreements between them. 5.2 If either the Client or the Consultant wants to change this Agreement, the change must be in writing and must be signed by both of them. 5.3 This Agreement may be signed separately by the Client and the Consultant, in which case the separate copies will together be taken as the whole Agreement. 5.4 This Agreement and any dispute or claim relating to or connected with it (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales. 5.5 The Company and the Client agree that the courts of England and Wales are the only place where disputes or claims relating to or connected with this Agreement (including non-contractual disputes or claims) may be decided. #### 6. ***Signing*** Please confirm that You agree to the terms of this Agreement by signing below. **THE CONSULTANT** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Consultants Full Name \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Address Line 1 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Address Line 2 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date **THE COMPANY** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Deep Work Network Ltd. Intershore Chambers, Road Town, Tortola, British Virgin Islands \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date # Referral Agreement **REFERRAL AGREEMENT** This Referral Agreement (the **“Agreement”**) is entered into \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (the **“Effective Date”**), by and between \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, with an address of \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (the **“Company”**) and Deep Work Limited, with an address of Deep Work Limited, Intershore Chambers, Road Town, Tortola, British Virgin Islands (the **“Affiliate”**), collectively “the **Parties.**” 1\. **Purpose.** Company is in the business of software development. Affiliate is in a position to refer potential clients/customers to Company. 2\. **Referral Arrangement.** Upon the Effective Date of this Agreement, Affiliate may, from time to time, refer potential clients/customers to Company. Company will pay Affiliate a fee for these referrals. 3\. **Compensation.** Company shall pay Affiliate 6% of the first project value followed by 4% of any future projects for the first 12-months from the date of initial referral, for each successful referral, where a successful referral is defined as a referral that becomes a client/customer of Company. Company shall pay Affiliate within thirty (30) days of a completed referral, where a completed referral will be the engagement of the new client/customer. 4\. **Term.** This Agreement shall commence upon the Effective Date, as stated above, and will continue indefinitely unless either party cancels in writing. 5\. **Confidentiality.** During the course of this Agreement, it may be necessary for Company to share proprietary information, including trade secrets, industry knowledge, and other confidential information, to Affiliate in order for Affiliate to seek out potential referrals. Affiliate will not share any of this proprietary information at any time. Affiliate also will not use any of this proprietary information for his/her personal benefit at any time. This section remains in full force and effect even after termination of the Agreement by it’s natural termination or the early termination by either party. 6\. **Termination.** This Agreement may be terminated at any time by either Party upon 30 days written notice to the other party. Upon termination, Company shall pay Affiliate all compensation due and owing for referrals made prior to the date of termination, but not yet paid. 7\. **Representations and Warranties.** Both Parties represent that they are fully authorised to enter into this Agreement. The performance and obligations of either Party will not violate or infringe upon the rights of any third-party or violate any other agreement between the Parties, individually, and any other person, organisation, or business or any law or governmental regulation. 8\. **Indemnity.** The Parties each agree to indemnify and hold harmless the other Party, its respective affiliates, officers, agents, employees, and permitted successors and assigns against any and all claims, losses, damages, liabilities, penalties, punitive damages, expenses, reasonable legal fees and costs of any kind or amount whatsoever, which result from the negligence of or breach of this Agreement by the indemnifying party, its respective successors and assigns that occurs in connection with this Agreement. This section remains in full force and effect even after termination of the Agreement by its natural termination or the early termination by either party. 9\. **Limitation of Liability.** UNDER NO CIRCUMSTANCES SHALL EITHER PARTY BE LIABILE TO THE OTHER PARTY OR ANY THIRD PARTY FOR ANY DAMAGES RESULTING FROM ANY PART OF THIS AGREEMENT SUCH AS, BUT NOT LIMITED TO, LOSS OF REVENUE OR ANTICIPATED PROFIT OR LOST BUSINESS, COSTS OF DELAY OR FAILURE OF DELIVERY, WHICH ARE NOT RELATED TO OR THE DIRECT RESULT OF A PARTY’S NEGLIGENCE OR BREACH. 10\. **Disclaimer of Warranties.** Affiliate shall refer potential clients/customers as requested by Company. AFFILIATE DOES NOT REPRESENT OR WARRANT THAT SUCH REFERRALS WILL CREATE ANY ADDITIONAL PROFITS, SALES, EXPOSURE, BRAND RECOGNITION, OR THE LIKE. AFFILIATE HAS NO RESPONSIBILITY TO COMPANY IF THE REFERRALS DO NOT LEAD TO COMPANY’S DESIRED RESULT(S). 11\. **Severability.** In the event any provision of this Agreement is deemed invalid or unenforceable, in whole or in part, that part shall be severed from the remainder of the Agreement and all other provisions should continue in full force and effect as valid and enforceable. 12\. **Waiver.** The failure by either party to exercise any right, power or privilege under the terms of this Agreement will not be construed as a waiver of any subsequent or further exercise of that right, power or privilege or the exercise of any other right, power or privilege. 13\. **Legal Fees.** In the event of a dispute resulting in legal action, the successful party will be entitled to its legal fees, including, but not limited to its attorneys’ fees. 14\. **Legal and Binding Agreement.** This Agreement is legal and binding between the Parties as stated above. This Agreement may be entered into and is legal and binding both in the United States and throughout Europe. The Parties each represent that they have the authority to enter into this Agreement. 15\. **Governing Law and Jurisdiction.** The Parties agree that this Agreement shall be governed by the State and/or Country in which both Parties do business. In the event that the Parties do business in different States and/or Countries, this Agreement shall be governed by the law of England and Wales. 16\. **Entire Agreement.** The Parties acknowledge and agree that this Agreement represents the entire agreement between the Parties. In the event that the Parties desire to change, add, or otherwise modify any terms, they shall do so in writing to be signed by both parties. The Parties agree to the terms and conditions set forth above as demonstrated by their signatures as follows: **“COMPANY”** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signed \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date **“AFFILIATE ”** \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signed \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date # Reduce noise in Discord ## Hide irrelevant discord channels Once you have submitted the Collaborator Typeform, multiple public channels will open up. It can be helpful to hide irrelevant channels. To do so, click #Browse Channels at the very top of the left-side channel menu. Channels that have a check mark are the ones you are following. Deselect any you do not wish to receive messages from.
However, sometimes when you begin this process, it will deselect all channels and you will have to re-select those you would like to receive messages from. If this happens and you wish to follow most or all of the channels within a category, you can select all by clicking the checkmark next to "Follow Category."
# Work Etiquette ## **General guidelines** * Please behave professionally and reduce visual noise on camera (items in background), auditory noise (background) and contextual noise (unnecessary words or comments) to a minimum. * Always listen to the client and pay attention to their needs. * Always-Be-Capturing. When someone speaks and the content of the conversation is important, write notes on a Miro board or in your personal notebook to make sure that you can refer back to them later. * Always have Discord open with the internal project channel for conversations with the team outside of Zoom. * Mute your phone and desktop's notifications. * Don't eat, smoke or do any other activities during workshops. If you are not the main facilitator, turn off your camera in case you need to step away from the screen. * By default, your objective is to overdeliver and make sure everyone you work with is happy with your work. There are many internal feedback rounds that are there to improve each other. * Please make sure your internet connection is 100% reliable throughout the entire workshop and you have access to all tools. * Always be on time or a minute earlier. If you need to come late, discuss the best way to join with another expert of the sprint. * Please make sure your background has as little visual noise as possible. * Please have good audio and no background noise. We recommend a setup with a professional microphone but good headphones do the trick! * When you work with the team, put 100% of your attention to the client and their requirements. * Don't schedule other meetings or phone calls in the breaks. Ideally take the time to get fresh air, look at a panoramic view or rest/meditate. * Drink enough water and avoid sugary snacks, it will impact your attention span and focus. ## Representing Deep Work as a Collaborator Once you filled out the collaborator application, you can contribute and learn but not vote or give advice, commonly known as shadowing (more on that below). Collaborators can be active members of our community or people who apply to become Experts in a specific domain. You can sign up to [become a Collaborator here](https://deepworkstudio.typeform.com/to/tWUMNqtY). Once signed up, you will get access to active projects and several other internal Discord channels. Once you receive the Collaborator status, you can apply to shadow (unpaid) on projects by observing and learning. In order to become an Expert, you first collaborate with an Expert on a project, contribute with work, get reviewed, and can then apply to become an Expert on a specific domain. Reviews and feedback happen through existing Experts, who know the quality of the work. #### Who are you *not* as a part of Deep Work? We make it clear you're part of Deep Work. To a client we don't want to give the impression that you are: * An unrelated external contractor * Not taking responsibility for your work * Splitting time between other projects * Disorganized, unfocused, and not paying attention ## Representing Deep Work as an Expert Everyone on our team (e.g. facilitators, product designers, user researchers, etc.) who provides critical advice to the client is seen as an **Expert** on the project. Due to their past experience working in the product design space and familiarity with building a product, their role is similar to that of a traditional consultant. They are confident with their expertise and knowledge and their advice is appreciated. **As an Expert, you:** * Participate in governance decisions * Put your health and wellbeing before everything else * Are knowledgeable within your domains of expertise (Facilitation, Communication Strategy, Product Design, Research, etc.) * Can confidently say you're experienced * Use friendly and professional language * Can express your thoughts succinctly, honestly, and clearly * Are interested in the success of our customers more than money or status # Systemise Work # Create a new role ## Understand the taxonomy Creating and refining accurate documentation of your workflow is relatively simple, but requires introspection and truthful self-reflection. The general format of a [role](/working-at-deep-work/work-on-projects#contribute-to-projects-with-a-function) is the following: * **Goals** - What is the role supposed to accomplish? The goals need to be clear and tangible outcomes of executing the role successfully. * **Hazards** - What can go wrong when the role is executed inadequately or not enough attention is paid to it? Ensure documentation of the larger-scale, observable consequences of the inadequate operation. * **Requirements/constraints** - What is required to execute the role successfully? What does the operator need in order to do their work well? What are the constraints of the role and what should not/cannot be done? * **Workflow** - A granular breakdown of all important steps of the role. It should be educational and act as a guide and reference for future contributors. ## Record or write down your workflow Document your process from start to finish, including all details you consider important or unique to your circumstances. You can use Google Meet or GPT to record yourself explaining it and transcribing it if you prefer not to write.
Before you move to the next step, make sure you are at least confident about a list of "steps". Think about how you would describe your work to someone else. While recording, you can also dive deeper into the details of each of the steps. ## Create a draft with AI You can use the following GPT prompts to quickly get a helpful result: #### Workflow First, extract the relevant content from your personal perspective, by giving a clear indication of your workflow: > Describe how \[your name as mentioned in the transcript] approaches each of the following points: > > 1. Example: Be present on-site and online > 2. Example: Capture fresh and authentic content > 3. Example: Build a media library > 4. ... GPT will use the same breakdown and expand on each element by referencing the transcript. Then, format it into a readable guide. You can also add a prompt to not modify the previous text too much. > Re-write this into an instructive guide, without modifying the details: This will create the first version of the workflow which you can refine in the next step. #### Goals > Which goals does \[your name] mention for this role? #### Hazards > Which hazards does \[your name] mention as a consequence of inadequate execution of the role? #### Requirements > What are requirements or constraints for the operator of this role? #### Additional information You can prompt GPT to extract additional information or tools the interviewee uses for their work. ## Review and refine GPT is not a replacement for quality control, so please make sure to review everything for accuracy before publishing or sending it to a project owner or representative. The granularity of the first workflow does not need to be high if you simply want to negotiate compensation and communicate your personal approach to work. {% hint style="info" %} **Feel free to improve your workflow by copying ideas from similar roles in this documentation.** But remember that you also will have to follow the workflow when executing the role. {% endhint %} # Create a new project Creating a new role or recurring project in Deep Work is a process that can take a lot of ideas and needs to meet the constraints of the organization. While you can provide the ideas and work, someone who owns a role at Deep Work will have to make sure it makes sense within the organization, before it gets fully integrated. ![Experiment with ideas and tasks, arrive at a project with value, create a solid project.](/files/vVIAxLnzAJktMEHlQwBj) ## 1. Come up with a project idea Finding an idea: * Join our bi-weekly community events where we spend some time exploring ideas and getting to know each other. You will find them on the [community calendar](https://bit.ly/3gZ1kk8), every other Sunday and they are the best opportunity to come up with ideas to work on together. * Join our community sessions and discuss new ideas or explore what could be done in Deep Work to support someone or help them with work. * You might have personal projects that you would like to explore how to find clients for or an idea for a larger project that could be interesting for the entire ecosystem. * Or maybe you just want to prove your skills to someone while involving others in your idea. {% hint style="info" %} Try to already get a sense of how that project could either fit into Deep Work, how it could extend what Deep Work is doing or who would be the target audience if you want to take it outside of Deep Work. {% endhint %} ## 2. Choose a representative You can see who it is if you go to the Deep Teams app and find the active Representatives project of the current month. Choose a representative who you think will give you valuable feedback and protects the constraints of the organization. {% hint style="info" %} The representative will verify the completion of the project at the end. This will add an entry to your public profile. {% endhint %} ## 3. Define the scope of the project #### Scope with the representative If your project does not require work of a team, you can agree with the representative on the scope of the work. A 1:1 chat about the scope and cost of the project is the fastest way to get confirmation on your idea and get started working on it. Once you are confident about the scope and cost (step 4.) you can jump to step 5. #### Scoping workshop {% hint style="success" %} **Use** [**this Typeform**](https://deepworkstudio.typeform.com/to/dSDV52ev) **to create a public scoping workshop →** {% endhint %} Workshops are a great way to start exploring the project deeper and involving the community. You can use [this template](https://miro.com/miroverse/project-conception-for-daos/) for your workshop. **Make sure to invite the representative to the workshop, too!** You can also facilitate a workshop structure of any other kind (user journey, SWOT, etc.) or even attend the meeting alone. {% hint style="info" %} **Keep in mind that before continuing you need to have the following conditions specified:** * Name of your project * When are you starting to work on it? When are you planning to be finished by? * What problem(s) are you addressing? * What are some suggested solutions? * What tangible tasks do the solutions consist of? How would you address solving each problem? * How many hours do you anticipate spending on the work? * Who will take responsibility for each individual solution? * Who will take responsibility for the entire project? (ideally you) * Is there an existing department your project applies to? If so, which one? {% endhint %} ## 4. Define the cost of the project Before setting up the project, specify and confirm with the representative how many USDC or DEEP tokens you would like to request from the treasury or applicable department. This will most likely be an estimation and there is no correct way to precisely calculate the cost before a new project starts. You can, however, discuss the value with other people and get to an estimation that everyone else will most likely agree with. #### Calculating USDC compensation If you want to calculate how much you (and the team from the workshop) want to request from the treasury in fiat or USDC, use the hours you anticipate spending on the project (as discussed during the workshop) as a guide and compare the work you would do to the hourly rate of similar work. You can refer to [this spreadsheet](https://docs.google.com/spreadsheets/d/1iEN_V1ElXudH1kxvm5mTYz6mMMfuhQAANI4AUIe9oz4/edit#gid=1417983809) for four-hour day rates of roles within Deep Work, a public job database like [GlassDoor](https://www.glassdoor.com/), or ask your mentor. #### Calculating DEEP compensation If fiat compensation seems unreasonable or the treasury balance is low, you can request DEEP tokens. The value of the tokens depends on how you see them, so there is no objective guidance on the calculation. You can familiarise yourself with the [token utility, distribution, governance, and profit share](https://docs.deepwork.studio/deep-work-onboarding/background-and-introduction/deep-token/distribution#team-distribution) to get a sense of what makes the token valuable to you and others. For example, you can calculate how much you would request if you worked for USDC (see above) and multiply it with a token multiplier: find a similar role inside or outside of Deep Work and multiply the USDC amount with a similar multiplier [from this spreadsheet](https://docs.google.com/spreadsheets/d/1_4jhL4uDxPz8LUEaKXkbAwtj_G316lFNQlI8sJc-MbM/edit#gid=0). {% hint style="info" %} Calculating the cost of work is not easy. Ask the representative for support or others who have requested tokens in the past! {% endhint %} ## 5. Request funding If you plan to request compensation for the work on the project, [submit a funding request](/working-at-deep-work/governance/funding-request). Remember that a declined funding request doesn't mean that you can't go ahead with the project but further negotiation or review of the value is required. ## 6. Create a project in Deep Teams Create a project to experiment with your idea, based on the decisions you made during and after the workshop. The representative will most likely either connect you to a project manager or create the project themselves. A new project can also be your entry point into the organization. Whoever can see the result of your project will be able to attest that you can do more work in the future. **Before you start working, please make sure you sign up for a Deep Teams account.** ## **7. Enjoy the project** Work on your project, run experiments, ask others for advice, do user research, bring it up on a community hangout. Try to talk about it as much as possible to gather feedback and finish with a result that makes you happy. You can follow the progress of your project and add details on the bottom of [this Notion page](https://deepworkstudio.notion.site/Organization-246d37e8e35e4fe3b27d0ff40c521cd2). Ask your mentor for access if you need to make edits. ## 8. Review with the representative and complete the project After you're done, you will review the work with a mentor. Ask them if it fits into the organizational design of Deep Work or how it could become its own project or start-up. If it needs further improvement, ask them what they think it needs and how you could make it better. If the representative clearly sees where this may fit into Deep Work, skip to step 7. ## 9. Iterate on the project Some projects need adjustments and now that you have a first version of your requirements, list of tasks and maybe even a team, you can iterate. Review everything you did in the previous iteration, improve the project submission, task list, cost and team and start again. ## 10. Make it part of Deep Work or take it outside of Deep Work If the representative decides that this project is valuable, you can either make it part of Deep Work or create your own start-up. Discuss it with the team from the department or submit it as a proposal to [Snapshot](https://snapshot.org/#/deepworkstudio.eth). Once it has been voted on and accepted, you need to do the following: * Write the workflow of tasks into GitBook * Add the role to the organization in [Miro](https://miro.com/app/board/uXjVOQ_vyVk=/?invite_link_id=403258511766) * Add all relevant details to the department in [Notion](https://deepworkstudio.notion.site/Organization-246d37e8e35e4fe3b27d0ff40c521cd2) * Create a budget sheet or adjust the budget sheet of the department. Ask your representative to help you with these steps. # Work on Projects ## Contribute to volunteering projects Most projects in the community are currently on a volunteering basis, with a small core group of domain experts working on client projects. ## Contribute to projects with a role Roles have recurring workflows within departments. They can be found in the right-hand menu in the Teams/Departments section or in the [Deep Teams](https://www.deepteams.org/) app. Following the workflow of a role on a project indicates your desire for long-term involvement in Deep Work and is compensated with a stablecoin and DEEP tokens.
This can mean taking on an existing role by applying to a project in Deep Teams, talking to a project manager or creative director, [skilling up](/working-at-deep-work/quick-start-guide/discover-work#shadowing-and-collaborating-on-existing-functions), or [creating a new project](/working-at-deep-work/quick-start-guide/discover-work#prove-your-expertise-with-a-new-function) that gets approved by a representative. You can also find a list of all roles, including their teams/departments, projects, and compensation [in this document](https://coda.io/d/_dN3J1tMoj6a/DEEP-Dashboard_suCR1). Once you started earning **DEEP tokens** by completing work with a role, you are officially: {% content-ref url="/pages/alCDspM5AD0DjktH5pYv" %} [Contributing to Deep Work's vision](/working-at-deep-work/work-on-projects/contributing-to-deep-works-vision) {% endcontent-ref %} ## Follow Deep Work's progress, discussions, and decisions As an owner of DEEP tokens, you have the ability to contribute to decisions made by the rest of the organization. In order to be informed about whether the current decisions align with your values and the overall vision of the organization, you can follow conversations and updates through various channels: * Consider lurking in [#governance](https://discord.gg/eYAPCzrn2F), check [#announcements](https://discord.gg/mqEAptN) or other relevant Discord channels * Subscribe to [Deep Work's newsletter](https://deepworkstudio.substack.com/) * Check [Snapshot](https://snapshot.org/#/deepworkstudio.eth) for the most recent proposals * Follow [Deep Work on Twitter](https://twitter.com/deepwork_studio) * Join our online [community events](https://bit.ly/3gZ1kk8) and listen in on conversations or decisions * Join [Deep Experiences](https://discord.gg/2utAU3GAGM) near you (or the [Telegram group](https://t.me/+kUPeeSN1Yg83ZGY1)) * Ask a representative directly Don't be afraid if some discussions seem heated. Everyone has a different way of articulating themselves but always acts in the interest of the whole. {% hint style="info" %} If a conversation or discussion on Discord seems uncomfortable, type it into GPT with a prompt to elaborate on the context. This can help you resolve the issue or contribute with meaningful content. {% endhint %} ## Improve the workflows and project processes After every project, there is a retrospective to evaluate the effectiveness of the current workflow. Based on this information, you can come up with ways to improve the current processes. Once you have suggested an improvement, can either update the documentation yourself (discuss with a representative first) or provide feedback if someone else plans to update it. ## Become a [project manager](/teams-departments/dao-consultancy/functions/project-manager) Project managers and creative directors have the ability to create new projects by matching a client to a team of role owners. The more project managers Deep Work has, the more projects can run in parallel. Don't hesitate to ask an existing project manager or creative director to teach you how to become one. Once you start managing projects, your compensation and DEEP token issuance will significantly increase to represent the value of starting projects and ensuring a high-quality outcome. ## Become a [representative](/teams-departments/operations/roles/representative) If you are interested in maintaining a department, making sure that the team working towards a specific mission is happy, and taking on more responsibility to steer the organization, you can suggest becoming a representative. You will most likely notice that you pick up detailed opportunities for improvement in the department and suggest them to the team or to other representatives. You can also reach out to an existing representative to help them if you notice that their workload is increasing. ## Help others skill up You may receive requests for guidance on how to get involved in projects related to your role(s). If you have the availability and capacity to work on a project, assist people who are new to the organization or to your specific role(s) in skilling up by having them [shadow](/working-at-deep-work/quick-start-guide/discover-work#shadowing-an-expert) or [collaborate](/working-at-deep-work/quick-start-guide/discover-work#collaborating-with-an-expert) with you on the project of interest. This can not only be mutually beneficial but also shows that you share Deep Work's core values. Discuss with the project manager if there is an additional budget for mentoring/upskilling, which is often the case when there is a high demand for work. # Contributing to Deep Work's vision How the purpose of your work connects to Deep Work's vision
Every organization has a **vision**. It also usually consists of multiple teams with different focus areas, which all have an individual **mission**. Your individual role in the team, that contributes to the mission has a **purpose**. The roles at Deep Work have specific workflows, which we established by applying and improving them many times over the course of many projects. They, therefore, have a clearly defined purpose, specific constraints, and agreed-on compensation.
As a contributor who has proven (to a project owner) that you can execute a specific role, you receive a record on your profile for being able to execute the role. In addition to proving your capability to contribute to Deep Work on an ongoing basis by executing the role, you have expressed a desire to have continued involvement in Deep Work's vision. {% hint style="success" %} **This allows you to get** [**DEEP tokens**](/working-at-deep-work/governance/deep-token) **(Deep Work's governance token) when you work on projects.** {% endhint %} The more you work on mission-driven projects with a purposeful role, the more DEEP tokens you receive, and the **higher your decision-making power** in the organization. You can read more about Deep Work's governance surface in the [Governance](/working-at-deep-work/governance)section. # Governance {% hint style="danger" %} The token-based decision-making process outlined below has been deprecated. At the moment, we use our internal strategic meetings to vote and discuss ideas. {% endhint %} ## Become eligible for governance Once you have become a [Deep Work expert by owning a ](/working-at-deep-work/work-on-projects)role, you will start receiving DEEP. This is Deep Work's token, and it allows you to participate in governance decisions involving the entire collective. You can either vote on [snapshot proposals](/working-at-deep-work/governance/snapshot-proposal) or contribute to governance discussion areas. There are two forms of DEEP payments for Experts: * **Existing roles:** These will have a standardized per-project amount, [you can look it up here.](https://coda.io/d/_dN3J1tMoj6a/DEEP-Dashboard_suCR1) * **New role:** Since these roles do not yet exist, the amount of DEEP will vary and should be agreed upon prior to the commencement of work. {% hint style="info" %} The amount of DEEP token you receive by executing a role represents the long-term value of the role to Deep Work. **DEEP tokens are not an incentive mechanism**, but a visualization of the importance of your contribution. {% endhint %} Once you have received payment in DEEP, follow the steps below to begin taking part in Deep Work governance. ## Unlock governance channels in Discord All governance discussions occur in the [#governance](https://discord.com/channels/742438900206796820/913059576037916712) in discord. To access this channel, you will need to connect your wallet. To do this: Go to [#unlock-governance](https://discord.com/channels/742438900206796820/1096040605018239026) and click the "Let's Go" button:
It will take you to a place to connect your wallet. Once you have accepted the agreement to connect, it will check your wallet for DEEP and will automatically tag you in Discord as a **DEEP Expert**. This will give you access to all channels to governance-related discussions. ## Contribute to or vote on existing proposals Currently, all decision-making happens in a conversational manner first. The discussions take place in the [#governance](https://discord.gg/eYAPCzrn2F) channel, so feel free to simply post a message in the chat if you feel like something needs to change. Proposals are shared in the [#governance](https://discord.gg/eYAPCzrn2F) channel on Discord and on [Snapshot](https://snapshot.org/#/deepworkstudio.eth). By voting on the proposals you express interest in the proposed suggestion or solution. ## Disagree, object, and veto Many proposals may not align with your personal values or with Deep Work's vision from your perspective. It's important that you express your disagreement with the community. When you disagree in a conversation, please elaborate on the reason, so others can understand your perspective and lead the conversation to a productive outcome.
{% hint style="warning" %} **If you disagree/veto a proposal on Snapshot, the proposal will not pass, even if only a minority disagrees!** Instead, the proposal owner is responsible of initiating a discussion with the minority to come to a tolerable resolution. {% endhint %} ## Join ongoing conversations If you haven't already, add the [community calendar](https://bit.ly/3gZ1kk8) to see all scheduled community calls. This is an opportunity to provide all ideas and feedback about how things are going in the department or Deep Work broadly. Often, this is a good way to gather consensus on an improvement without needing to go through any formal decision-making process. Types of calls: * **Representative meetings, finance councils, and community updates:** Organization-wide calls where all representatives meet to make decisions about the structure of the organization, how resources are allocated, etc. Members, if they are knowledgeable can give feedback. * **Town Halls:** Department-wide calls where the Representative for the specific department allows open dialogue, suggestions, and questions from anyone working within the department. For example, an edit to a specific workflow or department coordination methods. * **Project Retrospectives:** Only attend project retrospectives if you worked on the project. This call occurs after a project has finished and is a time to review the effectiveness and efficiency of the present workflow of all roles involved in the project. ## Suggest improvements As a DEEP owner, you can suggest improvements to almost every aspect of the organization: * **Roles** - Increasing the automation in a workflow can reduce the time spent and increase the quality, thereby increasing compensation. Suggest improvements to a representative or during a retrospective. * **Projects** - Improving processes for collaborative projects can increase the quality of the deliverables, resulting in higher value and team payments. * **Departments/Teams** - Suggest operational changes to teams/departments to the representative to make the overall team more efficient with regard to its mission. * **New projects** - Propose funding requests for next month, or request funding for new projects to a representative. * **Treasury spending** - Decide how profits should be distributed. It can involve organization-wide benefits, funding external projects, or profit shares. Conversations usually take place during the monthly finance council or in Town Halls. * **Token issuance** - Request adjustments in [DEEP token issuance](https://coda.io/d/_dN3J1tMoj6a/DEEP-Dashboard_suCR1) to accurately represent voting power distribution. Discuss with the representative of the department, then make changes as part of the monthly finance meeting. * **Payments and rates** - Negotiate and adjust [internal payments and rates](https://coda.io/d/_dN3J1tMoj6a/DEEP-Dashboard_suCR1) with representatives. The representatives will agree on the changes during the monthly finance council. * **Deep Teams, Deep Skills and other tools** - Make suggestions for interface design and feature set of our internal tooling. You can make suggestions through discord channels, the monthly town hall, or scoping calls. ## Contact department representatives about improvements Whether it is in one of the calls above or through discord in the [#governance](https://discord.com/channels/742438900206796820/913059576037916712) channel, reach out to Representatives about any improvements you would like to see. If they agree, they may ask for your help in making the improvement. If they are unclear or disagree, they will ask you to discuss it further with the community so that you can articulate the value and present it to them again in the future. If it is a change you consider to be urgent, they may ask you to submit a snapshot proposal. Find more information about Snapshot Proposals here: {% content-ref url="/pages/jwbmAATGzube8d85vuDl" %} [Snapshot Proposal](/working-at-deep-work/governance/snapshot-proposal) {% endcontent-ref %} # Snapshot Proposal How to raise a proposal in snapshot and vote ### Snapshot Snapshot is a popular DAO tool and interface for direct democrativ voting that allows holders to participate in large-scale governance without spending gas. Creating a proposal and voting are both free. Proposals and votes are signed messages, stored on IPFS. Signatures are easily verifiable online. **You can find Deep Work's Snapshot page at:** {% embed url="" %} ## Raising a proposal When raising a proposal in Snapshot, please first ensure the value of your work and use [this template](https://docs.google.com/document/d/19ggTisEa0S8Zu_c5n8smA4sRgTwEJm7TQRE7bdz1wtA/edit) to write a detailed description. {% hint style="danger" %} Make sure you use the template. {% endhint %} {% hint style="info" %} If you are a representative, you may not need to raise a snapshot proposal depending on urgency. See the [review finance requests](/teams-departments/operations/roles/representative/workflow#review-finance-requests) in the representatives documentation. {% endhint %} Submit your proposal here: {% embed url="" %} Guide and Docs: {% embed url="" %} ## Voting You can vote on proposals here: {% embed url="" %} Guide to voting: {% embed url="" %} ## After a successful vote If requesting funding or work, you'll need to set up a project in Deep Teams with a representative or project owner (and a stakeholder) to get paid. ## If a proposal has objections In case of a veto by a minority, a discussion needs to be started in the relevant Discord channel in order to provide space to the individuals who disagree. The goal of proposals is not a 50+% majority vote, but a solution in the range of everyone's tolerance. Nobody should feel excluded from the decision, even if the solution is not in the range of everyone's preference.
# Funding Request The following is the easiest and most likely way for a funding request for work to be accepted. ## Gain confidence in the value of your work Before requesting work to be funded, please ensure the value to the organization. This can be done in two ways: ### **Open a discussion with the community** When you start a conversation in Discord, make sure you elaborate on the following: 1. **What** you are planning to work on (your suggested process) 2. **Why** it's important (the outcome) 3. **How long** it might take 4. **Who** should submit the transaction for your payment (any representative can make payments) In both cases, the goal is to find agreement with the community about the specific scope of work and the cost. The payment (whether in DEEP tokens or stablecoins) will have to be sent by a representative. {% hint style="info" %} If you are not sure how to calculate the value of the work in tokens or stablecoins,[ refer to this paragraph](https://docs.deepwork.studio/projects/create-a-new-project#4.-define-the-cost-of-the-project) on defining the cost of your work. {% endhint %} ### **Present your idea or work to a department representative** Through your discussions with the community, a department representative may already be aware of the project and in contact about how to move for is can be done by directly sending them a message or tagging them in a conversation. This is the person and representative you need to reach out to. ## Department representative reviews constraints It helps to keep an eye on the budgets, regulatory constraints, and Deep Work's mission to discuss with others whether it's reasonable to spend resources on your work. Representatives and contributors with higher responsibilities need to pay particularly close attention to these constraints. There are many efforts that might benefit from funding and deciding which to fund next is a highly strategic task. Negotiate with the team to gain a mutual understanding and agreement on the value of the work. ## Representative presents project at the council meeting If there is not enough budget within the department for the project but the representative thinks it is still valuable enough to be implemented, they will present their case for increasing the department's budget at the Representative Council. All department representatives will discuss the pros and cons associated with the project and will decide whether the project is approved. # DEEP Token Our token, Deep Work (DEEP), is a governance token for the community of designers to manage the collective. Deep Work has a governance token to manage the collective. Deep Work team members (anyone who does work for Deep Work) are allocated the token alongside payments in USDC or DAI. ### Details (Ethereum Mainnet) * [**Deep Work (DEEP) on Etherscan**](https://etherscan.io/token/0x857c02f825fa8b1e9a1f7248c6c089b5874e30a8) * Token Contract Address, Mainnet: **0x857c02F825fa8b1E9a1f7248c6C089b5874e30A8** * Name: **Deep Work** * Ticker: **DEEP** * Decimals: **18** #### What do [DEEP tokens](https://etherscan.io/token/0x857c02F825fa8b1E9a1f7248c6C089b5874e30A8#balances) represent? {% hint style="warning" %} **IMPORTANT: DEEP tokens will NEVER HAVE MONETARY VALUE!** {% endhint %} DEEP tokens are a way to visualize how members of the community contribute to the organization's **long-term success**. #### What is DEEP used for? If you own DEEP, you have access to our [governance-related Discord channels](https://discord.com/channels/742438900206796820/1096040605018239026) and can participate in the conversations. More DEEP tokens mean **higher voting power**, giving people more sway over decisions made within the company. However, DEEP tokens are continually minted, so if someone stops contributing, their share, and thus their voting power, will **slowly decrease over time**. #### Avoiding overpowering by “whales” Though having more DEEP tokens gives a person a stronger vote, **any decision can be re-discussed** if any token holder vetoes it ([more in the docs](https://docs.deepwork.studio/working-at-deep-work/participate-in-governance#disagree-object-and-veto)). At the current size of our organization, this ensures every token holder can voice their opinion and influence the decision-making process. This mechanism will likely change as we grow. #### Deciding on fair amounts The amount of DEEP tokens awarded for a project can be [decided beforehand](https://coda.io/d/_dN3J1tMoj6a/Functions_suIBI) and adjusted afterward in a retrospective. This ensures that token issuance reflects the actual contribution to the project and the organization's growth.
## Old token references On the 5th of September 2022, we moved from our old token to a mintable new token. This meant the circulating supply of the token was the total amount of tokens distributed to users and the token no longer had a hard cap. See the [governance proposal](https://snapshot.org/#/deepworkstudio.eth/proposal/0x127e31d2bb5086666fb929c14fbf3b3b6247833ff35dd8eb4365e97651f09e1e) for more details and the following [transaction](https://etherscan.io/tx/0xfab418e1fbbe16af37fc1d20bb07957833eb8020334e5a3c3a8d5068d18b52d0) for the airdrop and transition to the [new token](https://etherscan.io/token/0x857c02f825fa8b1e9a1f7248c6c089b5874e30a8). For reference: {% content-ref url="/pages/82BAeXNpjxQtfmYecOD5" %} [Old token details](/working-at-deep-work/governance/deep-token/distribution/old-token-details) {% endcontent-ref %} ## Token Distribution {% content-ref url="/pages/4QAjdazrK71seV78y275" %} [Distribution](/working-at-deep-work/governance/deep-token/distribution) {% endcontent-ref %} ## Legal and Disclaimer *Deep Work (DEEP) token is intended as a governance token. The collective has a corporate structure (Deep Work Ltd) that manages client projects, team members, and token distribution. It is separate from Deep Work Studio Limited. Since externally to Deep Work the token can have financial value, receiving it might create legal and/or tax complications for participants. Participants are fully responsible for any legal and/or tax complications and waiver any responsibility for Deep Work. As such, the token is opt-in; only participants that have explicitly opted in will receive the token.* # Distribution ## Initial Distribution DEEP is issued by Deep Work Ltd to team members who do work in the collective. DEEP has no financial value - it represents participation in the collective by designers and team members. There is no sale or investors.
AllocationTokensDetails
TeamNew tokens minted once per month as required. Distributed to team members when working on projects.
Founders20000Creators of Deep Work Studio on 'an exit to the community'.
Airdrop (contributions pre-token launch)5000Retrospective distribution at token launch.
You can see the current distributed and amount of tokens minted at: [**Deep Work (DEEP) on Etherscan**](https://etherscan.io/token/0x857c02f825fa8b1e9a1f7248c6c089b5874e30a8)**.** ## Team Distribution After working on a project, team members are allocated tokens. This gives them voting rights on the DAI or USDC Treasury and DEEP token treasury. Deciding how both should be spent to continue building Deep Work or to the benefit of the collective. The token is distributed according to skill level or task, those with more responsibility or experience being awarded more tokens for higher voting rights in the direction of the studio. Long term contributors earn more tokens. You can earn tokens by working on a project - see the [Quick Start Guide](/working-at-deep-work/quick-start-guide) for an introduction. When invoicing or requesting payment for completed work, team members earn tokens by a multiplier of what they invoice depending on the role: {% hint style="info" %} [**Functions and Token Multipliers**](https://docs.google.com/spreadsheets/u/1/d/1XxVuUgXuyt65YsMV9ZevUb5LjcgRfR1bkIzdduhd01w/edit#gid=0) {% endhint %} *Notes: Facilitators, Product Designers and User Researchers are the same skill level in practice, the allocations per dollar are different so each earns roughly the same tokens per project.* Tokens are distributed at the same time payments are made to the team - see [Getting Paid](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work) for more information on the payment process. ## Other Distribution ### Founders and Deep Work Studio Limited Whilst taking inspiration from fair launches we have allocated tokens to the founders of Deep Work and Deep Work Studio Limited. For two reasons: Firstly, the founders of Deep Work have been building Deep Work for three years. Rather than a traditional exit (e.g. selling the company) we are creating the collective as an 'exit to the community'. Secondly, Deep Work Studio Limited has an allocation of tokens to continue building the collective and be able to to distribute tokens as it sees fit. ![X Axis: Number of Projects](/files/MRKOEShslKXja97HrXx4) The graph above shows the predicted distribution of tokens between founders and the community. At launch, founders have a high percentage of tokens. As tokens are distributed to workers over the next \~45 projects, the split will be 50:50. At our current average of projects, this will be towards the end of 2022. The community then progressively has a higher percentage of tokens over founders as the collective becomes decentralised. At 150 projects, the initial team distribution will be allocated and will have 70% of tokens. Founders will have 30% because they continue to earn tokens rewarded on successful completion of products they've created. If new products are added to Deep Work, then this percentage will be lower. ### Airdrop There is a retroactive allocation of tokens at launch. This was based on our V1 token launch, token claims since that date and any recent project contributions. We took a snapshot on Wednesday 22nd November 2021. Any future contributions and payment requests will go into the next token distribution. ## Future Issuance The **team allocation** has been calculated to distribute over roughly four years or 150 projects. This rate could significantly change, and is no way meant as a target. ![A more detailed prediction and data can be viewed here: DEEP Token Distribution and Allocation Modelling](/files/c6tM4P6TridbyLA6OEIQ) Token circulation is expected to be distributed as per the above graph. As more projects are completed, more tokens will be issued. If the **team allocation** is used up, token holders can vote to issue more tokens to the team allocation at a rate of no more than 10% (of the total amount of DEEP tokens) per year. The **treasury allocation** is intended to be used over a four year period. After four years, token holders can vote to issue more tokens at a rate of no more than 5% (of the total amount of DEEP tokens) per year. ### Updating Issuance Deep Work's representatives can propose to change the token multipliers or allocations at anytime. This is run in a co-ordinated session: * Each representative proposes their own changes. * Representatives present their proposed changes (knowledge exchange between all members) * Debate key differences. * Representatives make changes based on the data received from other representatives. * The average of this final change sets the new rate. An example can be found [here](https://docs.google.com/spreadsheets/d/1WxPRRCIFNncfShuClqqRcYQldCkUhqqFATowX1RTTT0/edit#gid=1029306785). Once completed, the new multipliers and rates are raised as a Governance proposal. This gives the full team and collective a chance to veto the amendments. An example can be found [here on Snapshot](https://snapshot.org/#/deepworkstudio.eth/proposal/0xcdf0588075ec75776c7b223f94a136a099a8958c56239139bac941c856cb0877). ## History Changes in 2022 and 2023 - Token allocations and distributions are reviewed monthly in a Finance and Representative's council meeting. Distribution multipliers are updated on [DEEP Functions](https://docs.google.com/spreadsheets/d/1XxVuUgXuyt65YsMV9ZevUb5LjcgRfR1bkIzdduhd01w/edit#gid=0) and approved via a [snapshot vote](https://snapshot.org/#/deepworkstudio.eth). 21st April 2022 - Token allocations and distribution was changed via the following governance vote: 2nd September 2022 - Token allocations and distributions changed via: 5th September 2022: Token distribution and hard cap removed via: # Old token details ### Details (Ethereum Mainnet) * [Deep Work (DEEP) on Etherscan](https://etherscan.io/token/0x9be2C5836c98Bf29BFc9493D9Efd29beb499d7FD) * Token Contract Address, Mainnet: 0x9be2C5836c98Bf29BFc9493D9Efd29beb499d7FD * Name: Deep Work * Ticker: DEEP * Decimals: 18 *Please note, we had a previous, previous,* [*test version of the token that has been decommissioned*](https://etherscan.io/token/0xf15401e41b3c2f84a7dc8d90ba5889cbeb4475a3)*. Any holders from the initial distribution have been reallocated in the retrospective airdrop.* ### Details (Gnosis Chain) * [Deep Work (DEEP) on BlockScout](https://blockscout.com/xdai/mainnet/address/0x07E2a977b5ef5D526b5C9D9BA68940fE962624B9/transactions) * Token Contract Address, [Deep Work from Mainnet (DEEP)](https://blockscout.com/xdai/mainnet/token/0x07e2a977b5ef5d526b5c9d9ba68940fe962624b9): 0x07E2a977b5ef5D526b5C9D9BA68940fE962624B9 * Name: DEEP * Ticker: DEEP * Decimals: 18 # Creating Projects and Payments Process for paying team and costs at the end of a project, using Deep Teams application. ## Introduction {% hint style="info" %} The system uses some manual workarounds to use the first version of the Deep Teams application with existing tools and processes at Deep Work. Please bear with it whilst we iterate and automate. {% endhint %} {% hint style="info" %} If you're using this new system for the first time, please reach out to Charlie (via Discord) or [book a call](https://calendly.com/charliedeepwork/1-1-call-charlie-deep-work?month=2022-11) to onboard and go through the process first time. {% endhint %} ## Payment Type: ### Deep Work Studio (Design) Projects: **For: Product Design - Prototype, Product Design - Implementation Only, Branding and Visual Identity and Custom Deep Work Studio projects where there was mentoring.** There are some additional steps to find the correct payments outlined on the following page. {% content-ref url="/pages/4gllrucfMR0RrLBGf2aO" %} [Deep Work Studio (Design) Payments](/working-at-deep-work/creating-projects-and-payments/deep-work-studio-design-payments) {% endcontent-ref %} {% hint style="warning" %} Please return to this page after completing the above {% endhint %} ### All other projects (in Deep Teams): Follow the steps below. ### Other payment requests (not a project in Deep Teams): Create a new project in Deep Teams and enter the data manually rather than from Deep Skills whilst following the steps below. ## Payment Checklist Please complete the checklist: * [ ] You understand the "Payment Type" above. * [ ] You're aware of [**Payment Timings in Getting Paid**](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work#timing) * [ ] The project is completed and finished * [ ] Client or stakeholder has paid the final invoice (if applicable) * [ ] All team and project costs are final and any adjustments have been made to the project Grid or budget sheet * [ ] Experts and collaborators have set their split rates in the Deep Skills application (this would have been done at the start and can't be changed) ## Creating a project in Deep Teams * Create a new project in the [Deep Teams application](https://dsp-web.vercel.app/) * Enter the project details: * Optional: Find the project in [Deep Skills](https://app.deepskills.io/organisations/d9656739-e7ce-426b-b2ad-7c13bc6d7529) and copy the project title and description from Deep Skills. * Add the following data: * Blockchain: Ethereum * ERC-20 Base Token Contract: (USDC):\ **0xA0b86991c6218b36c1d19D4a2e9Eb0cE3606eB48** * ERC-20 Governance Token Contract (DEEP): **0x857c02F825fa8b1E9a1f7248c6C089b5874e30A8**
## Inputting team roles and payment amounts * Add a new role:
### Add a new role Add each role and copy the payment data for the team from Deep Skills to Deep Payments. * **Role:** See point (1) in Deep Skills example below * **Assignee:** See point (2) in Deep Skills example below / Make sure you select the correct user in the Deep Skills application / leave blank if the user has not registered in Deep Teams * **Tasks:** Copy the name in the Role * **Compensation:** * **Base:** Seep point (3) in Deep Skills example below * **Governance:** Use the [**Deep Work Token Rates (Multipliers) Calculator**](https://grid.is/@deepwork/deep-work-token-rates-multipliers-Hi3TONjMRo2qkkg_JM6abw) tool to calculate the token rate and enter the amount. **Data from Deep Skills:**


**Input screen Deep Teams:**

Input data here

### **Adding Collaborators** Make sure you add each team role including a new role for each collaborator. There is one entry point of data different: * **Role: \[**See point (1) in Deep Skills example above] + "Collaborator" * e.g. "Operations Representative Collaborator" ## Adding non-Team Costs and Fees **Applicable to Product Design - Prototype, Product Design - Implementation Ready, Branding and any custom Design Department projects. *****Not an exhaustive list, this could include any non-team member-based cost or fee.*** ### **User Testers** * Not applicable since the funds would have already been transferred as part of the user tester payment process. {% hint style="warning" %} If applicable: please check this has been completed. {% endhint %} ### Fees Add one of the following fees as a role (if applicable) {% hint style="danger" %} Make sure you have [updated your Grid](#updating-grid-budget) with the final payment amounts from the Deep Skills for the team roles. {% endhint %}
ProjectRoleAssigne (user in Deep Teams)TasksCompensation BaseCompensation Governance
Product Design - PrototypeProduct Design - Prototype - Creator FeeProduct Design - Creator FeeCreator FeeAs per project Grid Budget0
Product Design - Implementation ReadyProduct Design - Implementation Ready - Creator FeeProduct Design - Creator FeeCreator FeeAs per project Grid Budget0
BrandingBranding - Creator FeeBranding - Creator FeeCreator FeeAs per project Grid Budget0
### Project Gross Profit Add the following user as a role (if applicable) {% hint style="danger" %} Make sure you have [updated your Grid](#updating-grid-budget) with the final payment amounts from the Deep Skills for the team roles. {% endhint %}
RoleAssigne (user in Deep Teams)TasksCompensation BaseCompensation Governance
Gross ProfitDeep Work TreasuryGross ProfitAs per project Grid Budget0
This will send the amount to the [Deep Work main-net treasury](https://gnosis-safe.io/app/eth:0xFeC28F3f5011CcAbF2dC4945fFbd1ADfAa29c235/home). ## Checking Payments and User Registrations * Click Create Project You'll have the following page:
* Check all payment amounts are correct. * Send the page link to any users that need to register and 'apply' for roles that you were not able to assign. {% hint style="info" %} *Non-registered users, it's possible that a user or team member has not registered, if so, share the Deep Payments application link and make sure they apply to the correct role. It's your responsible to check that rogue users do not apply.* {% endhint %} ## Making Payments {% hint style="warning" %} Make sure you complete the checklist: {% endhint %} * [ ] All users have registered and applied to the correct roles. * [ ] Funds are available in the appropiate wallet (see table below to check wallet addresses on the SAFE application). ### Manage Payments Click manage payments for the following screen: ![](/files/iJHU8QK4Q8goZOUmdyfA) There are two processes depending if you are paying stable coins base (USDC) or governance tokens (DEEP). ## Stablecoin (e.g. USDC) Requests: * Check amounts, then follow the process below: ### Export Payment CSV * Click the "Export CSV" / "Gnosis SAFE" button on the Manage Payments page. * You'll download a spreadsheet similar to this. ![](/files/JMvBqXfVqSkKlLSckeJI) {% content-ref url="/pages/Qtt3GhN3T29KI6zo0Q6Q" %} [Multisig Addresses](/working-at-deep-work/creating-projects-and-payments/multisig-addresses) {% endcontent-ref %} ### CSV Upload * Go to Apps then open "CSV Airdrop" * Upload the CSV. * Check the data output corresponds to your spreadsheet and no errors have been made. * Click SUBMIT . ### Transaction Signature * Following the instructions in Gnosis to sign the transaction ### Second Stakeholder Sign *For the payment to go through, a second signature is required from another Representative* *or Creative Director. This is a check system to make sure what your sending is correct and for any UI/wallet hacks. Make sure the Representative you reach out to is aware of what they're checking.* * Go to the wallet where you signed the transaction in Gnosis SAFE (See tables above for links) * Go to Transactions > Queue ![](/files/qNWImToI2K0LwoOnObZs) * Select the transaction and copy the link. * Send the transaction link to another stakeholder (representative or creative director) and ask them to approve the transaction (but not execute). ### Execute Transaction Once the transaction has two confirmations, you can execute. {% hint style="info" %} You will need ETH in your wallet to pay for gas, you will get this repaid in the USDC value in the next step. {% endhint %} * Use the link above to find the transaction. Or go to Transactions > Queue. * Click the execute button. * Execute the transaction from your wallet. * **Save the etherscan link for the next two steps.** ### Deep Teams App Transaction Link * Add the etherscan link in the Deep Teams application to make the payments as paid. * *When clicking mark as complete on the pop-up, you'll need to hold down the letters 'a' and 'p' on your keyboard to over-ride the system and manually add the links.* ### Expensing Gas * Use the [**Gas Expenses Payment Bot (typeform) →**](https://deepworkstudio.typeform.com/to/fEyNc7Tv) * This requires * Your Ethereum address * The amount to expense in USDC * Etherscan link the transaction * You will paid back at the start of a new month as part of the monthly Finance Director process. ## DEEP Requests: * Check all amounts in the application are correct. * Click "Export as csv" * Open the csv file, and... * Copy the rows to: [**DEEP tokens to be distributed**](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit?usp=sharing) (a new Google sheet on the link). * In COLUMN M: Add your name * In COLUMN N: Add the project name * Go back to the Deep Teams application: * Select all DEEP transactions that have been copied over, * Click: "Mark as Paid". * *When clicking mark as complete on the pop-up, you'll need to hold down the letters 'a' and 'p' on your keyboard to over-ride the system and manually add the links.* **What happen's next?** * The amounts will be checked at the monthly finance meeting. * New tokens will be minted as part of the [monthly finance process](/teams-departments/operations/roles/financial-controller). * The Finance Director will distribute the new tokens (no transactions for the creative director/representative 👍) ## Updating budget sheet Applicable to representatives making payments: * Go to [Deep Work P\&L and budget](https://docs.google.com/spreadsheets/d/1Hlsz3B3eoEYPQv6gCvnBlsujtO8A4jPCWHKOjjZkM5s/edit#gid=454037763) * Find the item you have paid in your department * In the amount, write in Paid \[Amount] (see screenshot below for an example) * Mark the line blue so representatives know this has changed during the next finance meeting.

Update the budget sheet like this after making a payment.

## Checklist for payments: * [ ] You've made the USDC payment * [ ] You've marked paid in Deep Teams with the transaction link * [ ] You've followed the process above for DEEP token payments * [ ] You've expensed any gas * [ ] You've updated the budget sheet ## \[Archived] layer2 payment system Referenced in case of reverting to old system or another requirement that does not work for the Deep Teams System: {% content-ref url="/pages/rDzErQjOunsgg68kgaMK" %} [Archived Layer2 Payment System](/working-at-deep-work/creating-projects-and-payments/archived-layer2-payment-system) {% endcontent-ref %} # Multisig Addresses ### Wallets on SAFE (Gnosis SAFE) app: | Wallet: | Address | | -------- | ------------------------------------------------------------------------------------------------------------------------------------------ | | Treasury | [Treasury SAFE](https://app.safe.global/home?safe=eth:0x6a2137fbFc0F9AdB6261bf174E761ce233f631A4\&showCreationModal=true) - deepskills.eth | # Deep Work Studio (Design) Payments ## Updating Grid Budget **For: Product Design - Prototype, Product Design - Implementation Only, Branding and Visual Identity and Custom Deep Work Studio projects where there was mentoring.** * Go to your Grid project budget (you can find it in the project Notion) * Click the button "Project Completion View" * Go to the project in Deep Skills **Data from Deep Skills:**
* Take the payment data for each role from Point 3 and input into the Grid for the expert. * Input for the collaborator. * This will update the Grid budget to include mentoring. * This will also update the final fees and gross profit to the correct amount.
## # Archived Layer2 Payment System See sub-pages. # Archive of Getting Paid There are several scenarios for invoicing or requesting payment from Deep Work. ## Project-based work For all project-based work, please use the appropriate request form for the department you are working in: {% content-ref url="/pages/L04fXYpMygyoCz24VLLy" %} [Broken mention](broken://pages/L04fXYpMygyoCz24VLLy) {% endcontent-ref %} {% hint style="danger" %} Please make sure you have read and understood the timings and [**Payment Terms**](#payment-terms) below before submitting a payment request. {% endhint %} ## Small tasks and bounties #### Profit share Every month, Deep Work distributes a share of all profits to everyone who contributed with work. The more profit Deep Work generates, the higher will be the profit share. Most contributions to the resilience of Deep Work are compensated this way. Read more [here](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/profit-bonus-scheme). #### Praise for small tasks If see anyone doing something valuable, you can give them praise (by typing `/praise` in any channel on Discord). This will put them on a [list](https://praise.deepwork.studio/), which will be reviewed and compensated by representatives every month. #### Bounties You can [submit](https://deepworkstudio.typeform.com/to/SUDz7G68) and [claim bounties](https://discord.gg/qBCYhmjvF2) in Discord. ## Payment Method **Payments will be made in xDAI on Gnosis Chain** **Payments are made by:** * Team members are paid once a project finishes by the Creative Director. * Creative Directors and Departments are paid once the final invoice is paid. * All other payments are paid once per month by the fifth working day of the month. * See the [full terms](#payment-terms) below. ## **Payment Terms** ### Timing **Team Payments, Experts and Collaborators:** Payments requests received on the final day of the project**\***: The project's creative director will make the payment within **5 working days** of the project finishing - usually defined as the final presentation or retrospective. For projects in USDC on Ethereum, payments received by the last working day of the month are paid on the 2nd working day of the month. **Creative Directors, Product Creators:** Payments requests received on the final day of the project: The project's creative director will make the payment within **5 working days** after receiving the final invoice from the client. **Departments:** Team payments submitted before the 11pm GMT on the last day of the month: Paid on the 5th working day of the following month by the department representative. **Details:** \*Please note, if an invoice or payment request is not sent on the final project day, and the creative director has already made the team payments, the creative director may take up to 15 working days to complete the payment. This helps the creative directors make the payment on one day and not chase or pay individually. If there is an error on your payment request or the wrong amount is requested, this may cause a delay. We may have to delay or in extreme cases deny payment if a project is completed and thirty days pass without a payment request. ### Rates Deep Work will not pay invoices that have not been agreed or include rates that are above what is documented in our docs, discord, etc. It is your responsibility to check the rate you should invoice with a Deep Work creative director before work commences. If it is higher than what is agreed or documented we can refuse payment of any excess. ### Client non-payment If the case of a client not paying, please make sure you agree and understanding the following terms before agreeing to any project: {% content-ref url="/pages/dWTOOrY17vz87XHcbdjI" %} [Client non-payment](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/rates/client-non-payment) {% endcontent-ref %} # Request forms Upon completion of a project, after the delivery of your work (bounty or task), once it has been confirmed by a Creative Director or Representative, you can send Deep Work an invoice or payment request. Invoices or payment requests will only be paid on pre-agreed amounts. Any extra payments or expenses have to be pre-agreed before work commences. **Payment Route:** {% hint style="danger" %} Please make sure you select the correct payment route below. **Selecting the wrong payment route may result in a payment delay.** {% endhint %} **Payment terms** {% hint style="danger" %} Please make sure you have read and understood the timings and [**Payment Terms**](#payment-terms) before submitting a payment request. {% endhint %} ## **Request Forms** ### **Project and team payment** For example, working on a project in a set role as a creative director, expert or collaborator: {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/hoyny2yl**](https://deepworkstudio.typeform.com/to/hoyny2yl) {% endhint %} ### Treasury payment (approved) If a governance vote is successfully approved, you can request payment for tasks, jobs or claims to the Deep Work Treasury in xDAI or DEEP tokens. Please use the following Typeform to request xDAI or DEEP tokens: {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/DBJRukWL**](https://deepworkstudio.typeform.com/to/DBJRukWL#exception=xxxxx) {% endhint %} ### **Consultancy** payment Creative Directors can claim pre-agreed amounts from the Creative Directors Pool Wallet. Please use the following Typeform to request xDAI: {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/qeZhW8OB**](https://deepworkstudio.typeform.com/to/qeZhW8OB) {% endhint %} ### Awareness payment {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/PRwMsapZ**](https://deepworkstudio.typeform.com/to/PRwMsapZ) {% endhint %} ### Community payment {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/McZPkwp1**](https://deepworkstudio.typeform.com/to/McZPkwp1) {% endhint %} ### **Operations payment** {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/jR9DRN7P**](https://deepworkstudio.typeform.com/to/jR9DRN7P) {% endhint %} ### Finance payment {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/wqH5VSjs**](https://deepworkstudio.typeform.com/to/wqH5VSjs) {% endhint %} ### Design (in-house) payment {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/NcvWxc1T**](https://deepworkstudio.typeform.com/to/NcvWxc1T) {% endhint %} ### Payment from Deep Work Studio Limited Must be approved from Charlie or Andrej and follows a different method and invoicing process: {% content-ref url="/pages/neBhCSCVez0f5YTxGSq6" %} [Broken mention](broken://pages/neBhCSCVez0f5YTxGSq6) {% endcontent-ref %} # Other Payment Links Please use the following when instructed to invoice Deep Work Studio Ltd. {% hint style="danger" %} Must be pre-approved by Charlie or Andrej {% endhint %} Please use the following Typeform to request payment: {% hint style="info" %} [**https://deepworkstudio.typeform.com/to/Jfdsjp0X**](https://deepworkstudio.typeform.com/to/Jfdsjp0X) {% endhint %} Please note the following conditions: * If you are invoicing more than $500 or have invoiced more than $1,000 in the last 12-months, you'll need to provide an invoice with the information provided below. #### **Invoice Details** **1) Please make out the invoice to:** Deep Work Studio Limited The Enterprise Centre, University Of East Anglia, Norwich, Norfolk, NR4 7TJ, United Kingdom VAT: GB320782616 Company No.: 11908946 **2) Please be sure to include:** * Your full name or company name * Your address or company address * Relevant tax identification number(s) according to your (or business) country of residence. * VAT or equivalent number if invoicing from the European Union. **3) For companies and individuals in the UK ONLY:** * Please make sure to include VAT on your invoice along with your VAT number. * If you are not registered for VAT, please include on your invoice "Not registered for VAT". # Snapshot Proposal How to raise a proposal in snapshot and vote ### Snapshot Snapshot is a popular DAO tool and interface for direct democrativ voting that allows holders to participate in large-scale governance without spending gas. Creating a proposal and voting are both free. Proposals and votes are signed messages, stored on IPFS. Signatures are easily verifiable online. **You can find Deep Work's Snapshot page at:** {% embed url="" %} ## Raising a proposal When raising a proposal in Snapshot, please first ensure the value of your work and use [this template](https://docs.google.com/document/d/19ggTisEa0S8Zu_c5n8smA4sRgTwEJm7TQRE7bdz1wtA/edit) to write a detailed description. {% hint style="danger" %} Make sure you use the template. {% endhint %} {% hint style="info" %} If you are a representative, you may not need to raise a snapshot proposal depending on urgency. See the [review finance requests](/teams-departments/operations/roles/representative/workflow#review-finance-requests) in the representatives documentation. {% endhint %} Submit your proposal here: {% embed url="" %} Guide and Docs: {% embed url="" %} ## Voting You can vote on proposals here: {% embed url="" %} Guide to voting: {% embed url="" %} # Rates Everyone on the project gets paid in accordance to the responsibility of project success and quality of work. The following is the progression from Community Member to Creative Director. ## **Community Member / Shadower** #### **Unpaid shadowing** Community members can apply to join a project to simply observe and learn from the experience. If no work is contributed with and it's only a learning experience, the shadowing is unpaid. Shadowers still need to [apply](https://deepworkstudio.typeform.com/to/IWGhmzS9) and be invited by the respective Expert. ## **Contributor** **X% of Expert's payment** Working with an Expert will give a Contributor the chance to improve their skills faster by working on actual client projects with high stakes while reducing the amount of work for the Expert. It should allow a Contributor to learn in their own interest, compensate them for the work they do (which they can [add to their portfolio document](https://deepworkstudio.typeform.com/to/vK0JxNYY)), and receive valuable feedback from an Expert after the sprint. Depending on the number of tasks delegated to a Contributor, the Expert decides on a percentage split of the total payment for the role, before the project starts. If you are new to our Discord, you probably won't have capability badges/roles yet. After you successfully complete a task, you will receive one for each successfully completed task. You can estimate the payment after discussing it with an Expert here: ## **Expert mentoring a Contributor** **X% of Expert's payment + recruitment bonus** While a Contributor is working on any task, they need to be supervised as the Expert still carries responsibility for the success of the project. Since the Expert has the ability to reduce the amount of their work while ensuring high-quality deliverables, they can choose how much of the payment for the role they would like to pass on to the Contributor. In case of collaboration, they will also receive a recruitment bonus, as specified by the Creative Director before the project. You can calculate your payment split and recruitment bonus here: ## **Expert completing tasks alone** **Full rate of Expert as defined by Deep Work before a project starts** Experts on the project carry the responsibility of success on their domain of expertise. Their rate is set by the Creative Director before a project starts. ## **Creative Director** **% of the project profit** The Creative Director carries responsibility for the success of the entire project and is paid a percentage of the total price of the project.
# Client non-payment **Projects starting on and before the 20th July:** {% content-ref url="/pages/eNstmJ0JwEkW9XtjkiWs" %} [Broken mention](broken://pages/eNstmJ0JwEkW9XtjkiWs) {% endcontent-ref %} ## Client non-payment, team payment terms: ### **Client not paying upfront invoice:** Projects are not confirmed until the client has paid the upfront invoice. In the event the upfront invoice is not paid, there is no payment to anyone. It is the responsibility of team members, and the creative director to confirm the payment is made. ### **Client cancels after paying upfront invoice:** We've set up a financial structure so that once a client has paid the upfront invoice, team payments for the first part of the project are covered regardless of whether the client cancels at any point. There is additional team budget for the iterations that is paid proportionally, see the point regarding interim invoices for more details for what gets paid in this scenario. ### **In the case of a client not paying a final invoice:** * Creative Directors (including any post project work) and project % costs (see the [project budget template](https://docs.google.com/spreadsheets/d/1Y5mhL3fXnfot64TTwH-19rPgj1emESaEtUSOIT6PArM/edit#gid=311770437) for more information) do not get paid. * Team members are paid as normal. * Any remaining project profit: * 10%, up to a maximum of $1,500 is paid to the Creative Director for admin tasks. * The remaining amount is paid to the Treasury. We've set up a payment structure so that Deep Work can cover costs but not cover Creative Directors as the result of the final invoice not being paid. ### **In the result of a client not paying a payment stage or interim invoice:** In extreme cases, a client may cancel or not pay at an interim payment stage. In this case: * Creative Directors (including any post project work) and project % costs (see the [project budget template](https://docs.google.com/spreadsheets/d/1Y5mhL3fXnfot64TTwH-19rPgj1emESaEtUSOIT6PArM/edit#gid=311770437) for more information) do not get paid. * Any project costs relating to the client are paid (for example additional costs to get to a satisfactory resolution - this is decided by the project owner or creative director). * Any remaining profit from the project is paid as follows: * **50%: Team members\*:** * The creative director works out proportionally according to each team members unpaid fee, the distribution of the 50% to all team members. See the example below. * There is no further work for the team to complete and this fee represents a payment for their booked time. * The creative director will instruct the final amounts. * \*This is the minimum the creative director can set. This can increase whilst reducing the amount to the treasury. This is intended for scenarios where the team was not responsible for the project not continuing or the client not paying. * **40%: Treasury** * The creative director makes a 40% payment to the treasury. * This represents the cost to run the project, and: * Makes sure there is an element of risk to the project success on the team. Meaning an almost full payment isn't made in the event of the client cancelling. * **10% (up to a maximum of $1,500): Creative Director** * Fee for the project set up and project closing admin work. * If there is funds over $1,500, this goes to the treasury. **Team payments example:** * A project has three stages of payment: Upfront $20,000, Milestone $10,000, Final $10,000. * The client doesn't pay the milestone or final payment. * In the iteration, the team are owed: $2,500 facilitator, $5,000 designer, $2,500 user researcher for booked work. * There is $5,000 allocated to the team from the remaining profit. * This is split amongst the team members so that, they can invoice (in addition to completed work): $1,250 facilitator, $2,500 designer, $1,250 user researcher. * There would be no further work to complete. # Projects starting on and before 20th July **Client not paying upfront invoice:** Projects are not confirmed until the client has paid the upfront invoice. In the event the upfront invoice is not paid, there is no payment to anyone. It is the responsibility of team members, and the creative director to confirm the payment is made. **Client cancels after paying upfront invoice:** We've set up a financial structure so that once a client has paid the upfront invoice, team payments for the first part of the project are covered regardless of whether the client cancels at any point. There is additional team budget for the iterations that is paid proportionally, see the point regarding interim invoices for more details for what gets paid in this scenario. **In the case of a client not paying a final invoice:** * Creative Directors and project % costs (see the [project budget template](https://docs.google.com/spreadsheets/d/1Y5mhL3fXnfot64TTwH-19rPgj1emESaEtUSOIT6PArM/edit#gid=311770437) for more information) do not get paid. * Team members are paid as normal We've set up a payment structure so that Deep Work can cover costs but not cover Creative Directors as the result of the final invoice not being paid. **In the result of a client not paying a payment stage or interim invoice:** In extreme cases, a client may cancel or not pay at an interim payment stage. In this case: * Creative Directors (and any management roles) do not get paid * Team members are paid as normal, unless: The project fees that have been invoiced to the client and paid do not cover the team members' costs. In this case, it is the responsibility of the creative director or finance management to calculate proportionally paying each team member a lower rate. They will send you instructions on how much to invoice. For example: * A project has three stages of payment: Upfront $20,000, Milestone $10,000, Final $10,000 * The total team cost (facilitators, product designers, and user researchers) is $25,000 * The milestone payment is not made and the project can't cover costs by $5,000 * The rate paid to the team is $5,000 less, shared between their rates proportional to the total team cost amount. * E.g. Facilitator rate $5,000, product designer $15,000, and user researcher $5,000. * They would each be able to invoice $4,000, $12,000, and $4,000 respectively. * There would be no further work to complete. # Archive of Representative Monthly Finances ## References ### Department Payment Spreadsheets Monthly department payments are stored in the following spreadsheets:
DepartmentRepresentativeWalletPayment Spreadsheet
ConsultancyAndrejGnosis SAFESheet
OperationsAndrejGnosis SAFESheet
CommunityAndrejGnosis SAFESheet
FinanceAndrejGnosis SAFESheet
DesignAndrejGnosis SAFESheet
AwarenessAndrejGnosis SAFESheet
### Timing and Payment Terms Department payment requests and invoices submitted before the 11pm GMT on the last day of the month: Paid on the 5th working day of the following month by the department representative. ## Paying the Representative (you) The representative is paid in two ways: * **xDAI: A set amount agreed in the monthly budget.** * You'll need to make a request for this amount. * **DEEP Tokens: A set amount per month:** * This means you earn tokens regardless of the revenue and workload for leading the role, taking risk and responsibility. * This is automated to go the payment spreadsheet on a monthly basis. ## Monthly Finance Responsibilities ### Financial Management and Checks * During the month it is your responsibility to manage the departments finances. For example, if someone sets up a project and asks for a budget, you must make sure that budget is available. * At the end of the month, you need to: * Check that all payment requests are correct. * Check that you have the funds available to pay all the payment requests. * You can find all the payment requests in the sheet for the department at the top of this page. ### Making Payments You are responsible for making payments once per month between the 1st working day and the 5th working day of the month. {% hint style="warning" %} Make sure you make the payments for **xDAI** and **DEEP** tokens (see the tabs on the Google Sheet for your department) {% endhint %} ## Paying the Department team in xDAI {% content-ref url="/pages/Ie7IlAGQgtRcMVmKW4qh" %} [Executing Payments](/teams-departments/operations/roles/representative/executing-payments) {% endcontent-ref %} ## Distributing DEEP for the department team: ### Deep Distribution For DEEP distribution, go to the **DEEP tokens tab** in your departments payment Google Sheet (links above):
* Check all DEEP calculations are correct. * Copy the rows to: [DEEP tokens to be distributed](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit?usp=sharing) sheet (this is a new Google sheet on the link). * In COLUMN M: Add your name * In COLUMN N: Add the department * In your sheet, you can move the tokens to the 'Paid' tab **What happen's next?** * The amounts will be checked at the monthly finance meeting. * New tokens will be minted as part of the monthly finance process. * The Finance Director will distribute the new tokens (no transactions for the creative director/representative 👍) # Archive of Executing Payments ## Paying the Department team or Treasury payments ### Department xDAI Payments For xDAI payments, execute the payment requests in the xDAI on Gnosis sheet. You can find the corresponding wallet on the list on [Representative Monthly Finances](/teams-departments/operations/roles/representative/representative-monthly-finances). ### Treasury Payments For xDAI or DEEP payments from the treasury, please follow the process for [Treasury Payments ](https://docs.deepwork.studio/roles/deep-work-representative/treasury-payments)and execute the transactions from the following wallets: [DEEP Tokens Treasury](https://gnosis-safe.io/app/gno:0x44809A5437f8791B506a3BAF39615c703Ce24C50/home) or [xDAI Treasury](https://gnosis-safe.io/app/gno:0xDf64104E646c4EC5B5c6287648366c5b677FDDD7/home). ## Process ### Export Payment CSV * Copy the first five columns of the payment spreadsheet for your department. * Create a new google spreadsheet * Paste the first five columns, you should have a spreadsheet that looks like: ![](/files/JMvBqXfVqSkKlLSckeJI) * Go to File, Download, Common Separated Values (.csv)
* This will download a .csv file. ### Make payments via Gnosis SAFE * Go to your Gnosis SAFE where the client revenue was received. * See the table at the top of this page to find the link to the correct Department Gnosis SAFE. * Go to Apps then open "CSV Airdrop" ![](/files/DGU8AHi8FA2IJqDzNsf8) * Upload the CSV. * Check the data output corresponds to your spreadsheet and no errors have been made. * **Note:** a common error is a mistyped wallet address or a wallet address with a space at the end, troubleshoot and correct if necessary. * Click SUBMIT * Sign the transaction in your wallet. ### Second Representative Sign For the payment to go through, a second signature is required from another Representative. This is a check system to make sure what your sending is correct and for any UI/wallet hacks. Make sure the Representative you reach out to is aware of what they're checking. * Go to Transactions > Queue ![](/files/qNWImToI2K0LwoOnObZs) * Select the transaction and copy the link. * Send the transaction link to another Representative and ask them to approve the transaction. ### Execute Transaction Once the transaction has two confirmations, you can execute. * Use the link above to find the transaction. Or go to Transactions > Queue. * Click the execute button. * Execute the transaction from your wallet. * There will be a small gas fee in xDAI. If you don't have any xDAI, please reach out to Charlie as Finance Director to provide you with $1 for transactions. ### Mark Payments Complete Move any rows that have been paid to the "Paid" sheet. * This makes sure there are no duplicate payments. * It also updates the Deep Work cash flow forecast to show pending payments. Alert the #payments channel in Discord to the payment being made. # Archive of Team payments {% hint style="info" %} To be completed within five working days of the project finishing {% endhint %} ## References Please refer to these wallet addresses and payment sheets in the steps below.
Creative DirectorGnosis SAFEPayment Spreadsheet
CharlieCharlie's Project SAFESheet
AndrejAndrej's Project SAFESheet
JesseJesse's Project SAFESheet
JustinaJustina's Project SAFESheet
SergeySergey's Project SAFESheet
BalintBalint's Project SAFESheet
## Team Payments Reminder When the project finishes, during the retro and via the projects Discord communication, remind the team to submit their payment request and/or invoice. In the payment documentation, we highlight that payment requests sent on the final day of the project will be paid within five working days. Payment requests received later are subject to a delay. Payment Link: ## Paying the team After completing the project, please submit the following typeform to make sure everyone gets paid: [Finance Completion Typeform (for xDAI projects)](https://deepworkstudio.typeform.com/to/Vk4LJJkz) As part of the process in the Typeform, you'll send the final invoice to the client. It is the responsibility of the Creative Director to make sure this is paid in a timely manner. The Creative Director is not paid until the final project payment has been made. ### xDAI Payments For xDAI payments, execute the payment requests in the xDAI on Gnosis sheet. You can find the corresponding wallet in the list above. ### Deep Distribution For DEEP distribution, go to the **DEEP tokens tab** in your creative director payment Google Sheet (links above):
* Check all DEEP calculations are correct. * Copy the rows to: [DEEP tokens to be distributed](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit?usp=sharing) (a new Google sheet on the link). * In COLUMN M: Add your name * In COLUMN N: Add the project name * In your sheet, you can move the tokens to the 'Paid' tab **What happen's next?** * The amounts will be checked at the monthly finance meeting. * New tokens will be minted as part of the monthly finance process. * The Finance Director will distribute the new tokens (no transactions for the creative director/representative 👍) ### Check payment requests are accurate: Each Creative Director has their own payment spreadsheet sorted by project. Find yours in references above. Check for the following: * Team members are requesting the correct amount. ![The Expert should invoice the total agreed-on Lead Expert payment, and the Contributor should invoice the total agreed-on Contributor payment.](/files/g7Amz00FAfiT92xtK20n) * Experts and collaborators stuck to their agreed payment split, and the total of their two payments adds up to the correct amount on the project budget. * E.g. Experts payment + Collaborators payment = experts rate + mentoring fee * If this isn't correct, talk to the team to resolve before making any payment. * Check for any duplicate payments or mistakes. ### Has the final client invoice been paid? {% hint style="warning" %} If the final invoice has not been paid, **do not make payments to the Creative Director**, **Product Creators or Departments**. {% endhint %} ### Export Payment CSV * Copy the first five columns of the payment spreadsheet. * Create a new google spreadsheet * Paste the first five rows, you should have a spreadsheet that looks like: ![](/files/JMvBqXfVqSkKlLSckeJI) * Go to File, Download, Common Separated Values (.csv)
* This will download a .csv file. ### Make payments via Gnosis SAFE * Go to your Gnosis SAFE where the client revenue was received. You can find this in the reference list at the top of this page. * Go to Apps then open "CSV Airdrop" ![](/files/DGU8AHi8FA2IJqDzNsf8) * Upload the CSV. * Check the data output corresponds to your spreadsheet and no errors have been made. * **Note:** a common error is a mistyped wallet address or a wallet address with a space at the end, troubleshoot and correct if necessary. * Click SUBMIT * Sign the transaction in your wallet. ### Second Creative Director Sign For the payment to go through, a second signature is required from another Creative Director. This is a check system to make sure what your sending is correct and for any UI/wallet hacks. Make sure the Creative Director you reach out to is aware of what they're checking. * Go to Transactions > Queue ![](/files/qNWImToI2K0LwoOnObZs) * Select the transaction and copy the link. * Send the transaction link to another Creative Director and ask them to approve the transaction. ### Execute Transaction Once the transaction has two confirmations, you can execute. * Use the link above to find the transaction. Or go to Transactions > Queue. * Click the execute button. * Execute the transaction from your wallet. * There will be a small gas fee in xDAI. If you don't have any xDAI, please reach out to Charlie as Finance Director to provide you with $1 for transactions. ### Mark Payments Complete In the spreadsheet to make sure there are not duplicate payments. Alert the #payments channel in Discord to the payment being made. ## Paying Creative Director and Departments ### Client final invoice paid? If this is paid, you can now pay the Creative Director, Product Creators and Departments. * Repeat the process outlined above for paying the team. ## Late team payment requests Team members are paid within five working days of project completion and are instructed to submit their payment request on the final day of the project. If they send their payment any later, they have the following terms: *\*Please note, if an invoice or payment request is not sent on the final project day, and the creative director has already made the team payments, the creative director may take up to 15 working days to complete the payment. This helps the creative directors make the payment on one day and not chase or pay individually.* * Repeat the process outline above for paying the team within 15 days of receiving a payment request. # Business Development Generally, everyone can find clients and reach out to the community for support. In this section, I will break down the client acquisition process. # BD & Sales Workflow ## Establish and maintain relationships #### Public appearances * Sharing articles, slides, and public-facing presentations/workshops. * Complete smaller projects and ask for feedback. * Create compelling case studies you are proud of #### Ask ex-clients for feedback and referrals After a project completes, ask the project participants or stakeholders for their feedback. * What did they like? * How could the session be improved? * How do they describe the pain point the work solved? * How it was solved in their point of view? If they liked it, ask them if they know anyone in their network who could also use a similar product and if they could make an intro. #### When asking for referrals: “Do you know anyone who is \[struggle] looking to \[dream outcome] in \[time delay]? I helped \[ideal customer] get \[dream outcome] in \[time period] without effort and sacrifice and increase \[likelihood of achievement]” #### Find new clients Finding projects that have challenges that can be solved with our skills. There are multiple ways of approaching them, from cold to hot: * Go to conferences and talk to target customers: * After leaving an event, pass your badge on to someone else who tries to get inside. * Speak to sponsors with value-aligned or interesting tech at hackathons about their UX * Ask friends who might know of some UX related work or someone who might need help * Ask friends about what they are doing now * At events with an interesting topic [On-location sales](https://www.notion.so/On-location-sales-2184f7ca998780c3adacdd1a8996b293?pvs=21) * Find projects that seem aligned, understand their pain, and find out how to help. * When someone sees a project they are interested in * By finding someone who knows a friend/mentioning an existing connection * By being introduced by a friend/collaborator * Inbound leads by finding us through online search or from our public-facing material ## Keep track of feedback and pain points * Put problems and positive/negative feedback on the session/solution into the appropriate product file in Notion or on a Miro board. * Update public-facing material * Put clients into [BD CRM](https://www.notion.so/BD-CRM-bd8ae5ad9b0f4c32833fba62cd914b64?pvs=21) ## Ensure value alignment, learn about broad goals, and skill gaps From the first text or IRL conversation, review [Audiences & Needs](https://www.notion.so/Audiences-Needs-12d49698708846cd865921d3b78e760e?pvs=21) and send a message that speaks to their needs/pain points. Screen them for values, past performance, and interest in quality work. Start a message with how their values resonated with you from the last conversation. Ask them about their goals and what they need help with. Ask in your network about who might be a fit to collaborate on the project and fill the skill gap. #### Decide which team members should join Find team members with complementary skills and suggest collaborating on the project. It often helps to start with one other person to explore the collaboration together before adding more team members. If there is interest on the client's side and on the side of the team members, suggest scheduling a proposal session. ## Schedule a HMW/proposal creation session Invite experts with relevant skills to the session in order to find a team that can execute. Write a question script in the language of the problems/solutions, relative to the audience and the products you offer. [Product & Brand Design](https://www.notion.so/Product-Brand-Design-2364f7ca998780729732f603285460f2?pvs=21) Prepare for the session: 1. Check the [Miro board](https://miro.com/app/board/uXjVP4pdk2E=/) or [Audiences & Needs](https://www.notion.so/Audiences-Needs-12d49698708846cd865921d3b78e760e?pvs=21) for the appropriate audience. 2. Consider relevant products/services 3. Check product sheets for dream outcome, pain points/problems, time delay, solution, stories about similar past projects. 4. Use the questions below as a guideline and add the details from the product sheets. 5. What would the client save/make by working with you? 6. Review obstacles ## Facilitate the session This should ideally be a Miro workshop in which the basic information for the proposal is discussed and the proposal co-created. Use [this Miro template](https://miro.com/app/board/uXjVJYeH35I=/) for the client session and invite whoever you think could help you on the project. Take HMW notes with everyone from the team to create the necessary context. You need to at least discuss and align on: 1. Current problems, objectives, and goals (30-45 min) After the discussion, the client can leave and you can work out the rest with the team: 1. Solutions and reference material/case studies 2. Clearly define outcomes 3. Agree on metrics 4. Set a timeline 5. Decide on the investment If the meeting doesn’t end on time, suggest scheduling a follow-up within the final minutes. #### Step 1: Identify their problems Understand what exactly bothers them and why it matters to solve that problem. Check [Audiences & Needs](https://www.notion.so/Audiences-Needs-12d49698708846cd865921d3b78e760e?pvs=21) to get a sense of the target audience and ideas for questions. The main goal of the conversation is to understand the client’s real needs and whether there is an offering that can solve their problem, i.e. - get the client from where they are now to where they want to go in less time and with fewer resources. You can refer to the [Conversation Guidelines](/teams-departments/business-development/bd-and-sales-workflow/conversation-guidelines) for more details. #### Step 2: Solutions & outcomes With your team, come up with solutions and outcomes you can create. Vote to prioritise. #### Step 3: Discuss solutions & outcomes Provide case studies to give an example of what’s needed. #### Step 4: Metrics for success Discuss metrics for success. What value will this create? Can we quantify the outcomes in value over the course of several months or a year? This discussion should give you the necessary information to create a succinct proposal. #### Step 5: Investment This is more of an art than a science, but the ideal amount invested in the work should feel like a "good deal" on both ends. Usually, if the client were to receive outcomes that would reduce their cost or time spent on something they would have to do themselves, you can take about 20% of that number as an investment. For example, if a website were to generate the client $100,000 in customers over the course of the year, paying $20,000 would feel like a good deal. This has to be discussed based on the metrics. You can also refer to a more comprehensive explanation in the book "[Value-based Fees by Alan Weiss](https://www.amazon.com/Value-Based-Fees-Charge-Youre-Worth/dp/0470275847)". #### Proposal Based on the information above, create a written proposal that captures the discussed information. It should give an overview of who you are, your past experience, and how it's relevant to the project, and the details from the discussion above. Try to adhere to the following format:
* **Objectives** are the goal of the client, in their own words, as discussed. * **Outcomes** are clearly defined results that the client will get from the collaboration. * **Process** describes your process of producing the results. If the client wants to negotiate, you can adjust the scope by adding or removing outcomes. #### Follow up If the client hasn't responded in 10 days, send them a question as a reminder. ## Log results * From the notes on each conversation, put any new problems into the [BD Miro](https://miro.com/app/board/uXjVP4pdk2E=/) * Write down who the person was and what defines the type of audience * Put any new obstacles into the product sheet ## How do clients' needs relate to the current offering? Add their needs and problems to the Miro, potentially also the database: [Audiences & Needs](https://www.notion.so/Audiences-Needs-12d49698708846cd865921d3b78e760e?pvs=21) Then, decide how they can inform the development of new areas of work. Potentially discuss with experts what the offering could look like. ## See if the offering can be optimised Check the BD Miro board and evaluate whether an offering can be improved, based on client feedback and their problems. Are there new ideas or products that can address a specific problem? ## Follow up with value Regularly review the CRM and see if you can send your favourite teams and clients anything valuable. ## Make introductions Forward teams you screened to VCs and get feedback on their quality. # Conversation Guidelines The main goal of the conversation is to understand the client’s real needs and whether there is an offering that can solve their problem. I.e. - get the client from where they are now to where they want to go in less time and with fewer resources. * Make the client fit with you, not the other way around. You are at most 50% responsible for the outcome. * Most should be problem-aware. Make sure they are aware of the problem in the most loving and compassionate way. * For solution aware: Can I really help them? Do I really have a solution? * Choose the ones you feel like you resonate with. What do you say no to? * Start from a place of confidence that your offering is what will change their lives * 80:20 client/coach talking ratio * Ask questions to understand where they are, and qualify whether they are interested in what you have to offer. * Make sure you know how to get them **from where they are, to where they want to go** * Stay positive and find the positivity * I ask questions, you do awesome shit, I get paid, your life changes. * “Have you done this kind of work before?” * Find out about their values - “How does this relate to your purpose?” * “What does success look like for you?” * “What’s been holding you back so far?” or if they already tried something, “Where did you get stuck?” * “What’s next for you, where do you want to go?” * “How can I be helpful?” or “What do you think you need from me?” * Explain your role and mention why your skills and offering are important. * Make them understand for themselves that working with you is going to be their best option for long-term success. * Grow the person so the obstacle is smaller. * Communicating **urgency** and moving them from to problem-aware: Research why it’s important for the client to have your service right now and why they will suffer from waiting. This approach is moving closer towards hard-selling, which is not always mindful. * Communicating the **scarcity** of your offering can create interest and an understanding of the demand. Be honest with your limitations. * Book a meeting - from a meeting Progress through each step if you know how to continue authentically, without overselling or lying. If you can not solve the problem or don’t know how, don’t waste your time. * **Clarify why they are there** - What’s the problem? * How would they describe the problem they were facing? * How do you keep your team aligned on your mission and values? * How do you understand your market and audience’s needs? * **Repeat the problem** - What I’m hearing is, you’re struggling with this? * It sounds like XX is your goal? * Does that sound about right? * **Overview the past pain** - How have you tried solving it? Paying close attention to bottlenecks and how they see their environment, use language and describe problems. * What have you tried so far to accomplish this? * How long did you do it for? * How long ago? * How did that work for you? * What else have you tried? * → Explain it’s not their fault, they were close, just missing a piece * **Sell** - Can I tell you how we solve this problem? * We’ve solved this problem for ourselves in the past. * We’ve seen that there are **three things** (name them) that make clients successful. * Provide free advice. What could be done at zero or very low cost? * Would you like to hear how the program works? * Not jargon - simple metaphors, examples and **stories from the past.** * External accountability, we do the stuff you don’t want to do. * **Explain away the concerns** - Here’s why you don’t need to be concerned * **Stories about what we sell** - Value (vs. price) * Money-back guarantee * Obstacles you encounter in the red zone/conversation (re-articulate the problem, based on past agreements on a problem). * Circumvent, Past Agreements, Forgiveness * What’s your main concern? * Do you think what we are doing can meet your needs? Do you want to work with us? Do you have budget? - Yes? Let’s go. * Best case, worst case. * No-based questions for confirmation: “Would you be opposed to starting next Monday?” * **Reinforce the decision** - Remind them why they should keep overcoming their pains * Personalised video/voice memoSwag immediately sent overHandwritten card # Operations ## Goals * Ensure safe and adequate control of Deep Work, including all its components, teams and functions. * Monitor current activity and identify inconsistencies in operation. * Control organization in case of unforeseen disturbances. * Execute on system-level changes and make constant improvements to the infrastructure to ensure stability of Deep Work. # Projects ## # Monthly Operations ## Goals * Stay in control of operations of Deep Work as a whole despite environmental, economic, or social disturbances. * Maintaining operational infrastructure for Deep Work and accounting * Implement changes upon request by representatives/team leads or the Operations Director and the Finance Director * Ensure consistent alignment of all operational units ## Hazards * Client-facing work may get disturbed due to lack of documentation or malfunction of operations * Community may misunderstand or miss important events ## Functions [Operations Director](/teams-departments/operations/roles/operations-director) [Financial Controller](/teams-departments/operations/roles/financial-controller) [Systems Engineer](/teams-departments/operations/roles/systems-engineer) [Newsletter Writer](/teams-departments/operations/roles/newsletter-writer) # Representatives Council ## Goals * Meet twice a month and evaluate costs, expenses, and revenue. * Evaluate new initiatives and projects in the respective departments/teams. * Agree on how to distribute budgets in order to invest in the projects that support the overall progression of the organization the most. * At the end of the month confirm the financial distribution with the [Finance Director](/teams-departments/operations/roles/financial-controller). * Write an executive summary per department in the following format: * Intro * Goals * Tenets * Current state * Lessons learned * Strategy ## Hazards * Financial decisions may be made out of self-interest rather than mission-driven. ## Functions [Representative](/teams-departments/operations/roles/representative) [Financial Controller](/teams-departments/operations/roles/financial-controller) [Operations Director](/teams-departments/operations/roles/operations-director) ## Requirements * Ensure that any requests for funding are well justified in the context of the overall vision of the organization. * An open place for negotiation needs to be provided and constructive critique and discourse is of paramount importance. * If participants exceed the amount of 3 people, facilitate a workshop. # Roles # Systems Engineer ## Goal: * Ensure overall operational stability of the Deep Work system ### Requirements (1) Intellectual curiosity\ (2) Big picture view\ (3) Connections\ (4) Comfortable with change\ (5) Comfortable with uncertainty\ (6) Proper paranoia\ (7) Resources + Margins\ (8) Communication skills\ (9) Self-confidence + Energy\ (10) Appreciation for the process\ \ Commission not omission - don't wait for someone to tell you what to do and track, take the initiative and wait to be told to stop. # Workflow ## Monitor processes Keep all departments aligned to the overall vision of the organization. ## Develop and maintain policy Update GitBook documentation and infrastructure where necessary. See [this Miro](https://miro.com/app/board/uXjVPpH3o_M=/) board for reference on goals, hazards, constraints and requirements: {% embed url="" %} ## Identify Stakeholder Needs * Establish, approve, or update requirements * Gather and understand who you are building for and understand their main needs and expectations. * Discuss with representatives and relevant parties if updates are required. It's important to consider that each function owner or team are autonomous units that can be excluded from the organization at any time. ## Explore alternative concepts * Identify tradeoffs, and explore various concepts, their feasibility, and their impact on the stakeholder needs. * Keep exploring resources about organizational design and familiarise yourself with new tools. ## System architecture and component breakdown Decompose larger concepts into smaller components.
Components have inputs, execute a function and outputs. ![Screenshot 2023-04-01 at 10.41.30.png](https://codahosted.io/docs/2E8o-csTZr/blobs/bl-Tv5fu4MZYK/5fbe28f2b1efe61256f4f4f5ad4ca60e5ef00201ee54559002eae08dd35a712f6799adce5b1627cb98fca25f9baa4814d0f2efe7da7ff081daecf1e0b597ee09f3def3bab5c657b4720a01c03a5dce0e561ce283677b69ccaace19bc42bd2638079cfcb5) System architecture captures the relationship between elements: ![Screenshot 2023-04-01 at 10.42.38.png](https://codahosted.io/docs/2E8o-csTZr/blobs/bl-f5aKqGaGr_/022086752f99b5a4883c38c5a464f988cc948ce139c2f5ffbf35364c65d9da7febbee057f23e2b118a3e45c72826692a3ae09c8328272222c739553c82ff45451d24d6bae4275e5f3cb21f72f5a3912dbf944f15e409ccfcc9b7e6ef2ecdb00bd7517a84) Assign the functions identified in the functional architecture to the corresponding logical components. This includes both functions related to human operations and those that are purely software or hardware-based. ![Screenshot 2023-04-01 at 10.45.05.png](https://codahosted.io/docs/2E8o-csTZr/blobs/bl-6x3kCoTylY/68f0531ff79e5ea6de93730e130cccc053d259b2e66429ae67c0602e5d47fa790da691cd7fa71230172b7daeff0560ffb14136bd7d421fa7a5631d58614d41ed3c65a1625697cd16bc4349bfd6c6d32efdeb7c4790501d5b7a74213aa78421b801f8080b) {% hint style="info" %} Remember to maintain the safety of the system by evaluating the safety of its components. {% endhint %} **Reliable but unsafe** Components do their job but together an error might occur → the problem is in the system design. **Unreliable but safe** A task or function might be well documented, but an individual might no execute it → specify requirements. Deviating from instructions can also be unreliable but safe, if it secures the overall system **Component categories** * Goal condition - have a goal for controllers/operators * Action condition - be able to act on the system (actuators) * Model condition - design a model of the system * Observability condition - be able to obtain the state of the system ## Gather and Verify Requirements & Constraints Define the **objectives/goals** of the system, which should be guided by the stakeholder's needs. Define **constraints**: safe and acceptable ways to achieve system goals. Define **functional requirements** and **performance requirements**. Create a hierarchy of requirements to understand how they are related. {% hint style="info" %} Don't specify the exact implementation. It depends on the technical constraints, considering the overall system design. {% endhint %} Link widgets/components to requirements and visualize them. Continuously ensure validity - do the requirements make sense? Review, iterate, and refine. ![Screenshot 2023-04-01 at 10.22.14.png](https://codahosted.io/docs/2E8o-csTZr/blobs/bl-FXD01xm7hR/9b719e91b45234d23770247b2389b71f60e85534baf2607e8034a84e9d85051d475622295b36684b49ac0654bce95a668edfa4889592b431932c7603ed34b692cccb07b5a02171243e7d3671f9603bf4e22956df0aa46f9f215ad64896e0688fe1b58a28) ## Identify Risks and Hazards Assume that the system is unsafe. Safety is a system property and errors are an integral part of maintenance. {% hint style="info" %} **Hazard** = a state the system should never be in. {% endhint %} Understand the larger sociotechnical system it belongs to. It can impose constraints on the system you are designing and reduce risks. Safety is equally a top-down system property, not a component property. Risks and hazards can be technical, financial, social, and managerial. A **top-down review** can identify risks, safety concerns, and combinatorial structure of possible accidents. Pure bottom-up decentralized decision-making can cause a lack of safety in the system. The accident causality model is not ideal: * condition(s) → event → condition(s) → event → condition(s) → event Causality is often complex and non-linear. Subjectivity in describing causality creates additional vulnerabilities: Subjectivity in granularity can be influenced by politics, and subjectivity in changing conditions limits the overall understanding of interconnected events. Root-causes are multi-factorial. {% hint style="info" %} Blame is the enemy of safety. {% endhint %} ### STPA - System Theoretic Process Analysis 1. Identify potential for inadequate control * Control not provided * Unsafe control action provided * Safe control action too early or too late * Control action stopped too soon or applied for too long 2. Define how could inadequate control occur * Build in protection against degradation * Design constraints, ensure review cycles When identifying risks and faults, bring the system back to a safe state and no further - “proper paranoia”. ## Communicate and Document the system design Create a visual map that clearly represents the current state of the system, focusing and zooming in on the relevant parts. Some parts need to be generalized for simplicity, others not shown at all, and others altered slightly to make sure the system design helps others make well-informed decisions. ### Closed-loop Diagram
### Viable System Model
### Entity-Relationship Diagram Create an entity-relationship diagram to visualize how components are connected. You can find more details on how to create an ERD here: {% content-ref url="/pages/LDnkHlEepw7gqEf3sCjZ" %} [ERD](/teams-departments/operations/roles/systems-engineer/workflow/erd) {% endcontent-ref %}
Make sure you specify the goals of the ERD and regularly review whether it represents different fractal dimensions of the same ontology. ### Data Model Based on the ERD, create a database model for a relational database.
Provide written documentation based on the visual map. Create models and adapt models over the course of the project. ## Validate or simulate the design Find a way to simulate the design. Either through interviews or low-stakes real life scenarios with a similar system design. Ensure integrity and analyze the impact on cost, performance, and risk. When creating a model, write down how it currently is, not hypothetical ideas. Write out all outputs, i.e. proposal, product, etc. What are the artifacts/types of data we're creating? {% hint style="info" %} There is no perfect design. {% endhint %} Aim to reduce cost, while increasing value output. Process control and evaluation of change/adaptation over time can help model and predict accidents. {% hint style="info" %} Keep track of stakeholder requirements - they might shift and extend over actual capabilities of the system. {% endhint %} ## Control the system and ensure the implementation Remember that external information sources impact the control algorithm. New information can improve it but needs to be considered carefully. Model/simulate process based on control algorithm. Consider time delays, a change in the system may produce effects only much later. If you are changing two processes simultaneously, one might change faster than another. Make sure that different controllers don’t have an overlap in process, set clear boundaries to what is being controlled by which controller. {% hint style="info" %} **Remember**: Organizations need to be closed-loop systems to adapt to the environment. {% endhint %}
# ERD 1. Define the purpose and scope of the ERD: The purpose of the ERD is to model the relationships between entities in a library management system. The scope includes the management of books, members, and borrowing transactions. 2. Identify entities: The major entities involved in the library management system are: * Book * Member * Borrowing Transaction 3. Define attributes: The relevant attributes for each entity are: * Book: BookID, Title, Author, Publication Year, Availability * Member: MemberID, Name, Address, Phone Number * Borrowing Transaction: TransactionID, Borrow Date, Return Date 4. Determine relationships: * A Book can be borrowed by a Member. * A Member can borrow multiple Books. * Each Borrowing Transaction involves one Book and one Member. 5. Define cardinality and optionality: * A Book can be borrowed by zero or many Members (optional, many-to-many relationship) * A Member can borrow one or many Books (mandatory, many-to-many relationship) * Each Borrowing Transaction involves exactly one Book and one Member (mandatory, one-to-one relationship) 6. Create the initial ERD: Draw the entities as boxes with lines connecting them to represent relationships. * Connect the Book and Member entities with a line labeled "borrows," indicating a many-to-many relationship. * Connect the Borrowing Transaction entity to both Book and Member entities with lines labeled "involves," indicating one-to-one relationships. 7. Add attributes: Add the attributes to each entity in the diagram. * Book: BookID, Title, Author, Publication Year, Availability * Member: MemberID, Name, Address, Phone Number * Borrowing Transaction: TransactionID, Borrow Date, Return Date 8. Validate the ERD: Review the ERD to ensure it accurately represents the relationships and attributes of the library management system. Make sure all entities, relationships, and attributes are properly labeled and connected. 9. Iterate and refine: If needed, make any necessary changes based on feedback from stakeholders or additional requirements discovered during the validation process. For example, you may decide to add a "Fine" attribute to the Borrowing Transaction entity to track overdue fees. 10. Finalize the ERD: Once the ERD is complete and accurate, finalize it and share it with the project team, stakeholders, and developers for reference and use during the system development process. # Organizational Designer Design optimal solution for organizational update, depending on requests, potential hazards, emerging constraints and requirements. ## Goals and outputs: * Create a consistent and easy-to-understand contributor experience * Ensure safety of interactions and reduce misunderstandings * Enable meaningful interactions among contributors of the organization ## Hazards: * Contributors might get stuck or not understand how to interact with the system * As a consequence, fewer people might interact with the organization * Contributors might produce friction or conflict among each other # Workflow ## Identify the issue Recognize that there is a problem in the organization that needs to be addressed. This could be brought up by a representative, community members, a Discord conversation, or through regular research. The following steps can also be completed as part of a Solution Architecture sprint in a collaborative workshop. ## Evaluate the current state of the organization Gather information about the current state of the organization. This may involve reviewing the existing tool configuration and infrastructure. ## Identify opportunities for improvement Examine the system for gaps, risks, hazards, and weaknesses based on the initial conversation about the issue and the current infrastructure. This includes tools and interactions between organizational contributors and their specific functions. Refer to the [Systems Engineer](/teams-departments/operations/roles/systems-engineer)if you have questions about the overall map of interactions. ## Create stakeholder journey List all stakeholders involved in the problem or improvement process, outline their goals, and develop a step-by-step journey for how each stakeholder achieves their goals and interacts with others along the way. With the identified issues and processes in mind, determine the specific goals you want to achieve for a particular target group. This could include simplifying a process, improving communication, or reducing errors. Your goals should be clear, measurable, and focused on meeting the needs of the users.
Map out the entire process that the users will follow, starting with the user (rectangular box on the left), then placing the desired outcome to the end of the journey on the far right. Then, describe the moment they start interacting with the organization to when they achieve the desired outcome. This user journey should consider all potential touchpoints, interactions, and decisions the user might encounter along the way. #### Forks Consider that some readers might be interested in more elaborate content on a particular area or follow a more specific path, that may not be required for the majority of users. You can visualise these divergent paths by forking them off. The forked paths can indicate the need for a sub-page in the documentation. ## Research and experiment with solutions Delve deeper into specific tools and solutions, experimenting with what is possible in order to determine the best options for supporting the stakeholder journey. Analyze different approaches and possible solutions, conducting light research to determine the lowest cost and highest quality options to address the issues identified. ## Map potential solutions to the stakeholder journey Adjust the user journey to reflect desired organizational behaviors and technological limitations, ensuring that the proposed solutions work well with the user journey. ## Hand off the design Pass the stakeholder journey and documentation to a [Solutions Architect](/teams-departments/operations/roles/solutions-architect), who will create a prototype or first version of the combination of tools, and to a [Documentation Writer](/teams-departments/operations/roles/documentation-writer), who will write up the public documentation and guide for interacting with the updated solution. Make sure you clarify all details and potentially set up a call with your team members. ## Review the implemented solution Once the solutions architect and documentation writer have completed their tasks, review the new organizational design and tooling to ensure consistency within the organization. Observe how contributors interact with the solution and fix small issues to ensure a frictionless experience. # Representative ## Goals Representatives carry the responsibility to represent the interests of the department or team so it can act as an autonomous unit. They also ensure consistent internal alignment on changes to support development of the organization's strategic direction. ## Hazards * Voices of contributors of team might be overheard. * Important information might be missed. * Changes in workflows may not be implemented fast enough. # 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 and stakeholders 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 the number of 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](https://deepworkstudio.typeform.com/to/yLCYitCm) to place them on a [list of potential experts](https://coda.io/d/_dN3J1tMoj6a/Full-Expert-Database_suAyt). Project Managers can then review the list and see if they want to work with someone new. ## Monitor internal events Ensure constant alignment of the department with the overall mission of Deep Work in fulfilling its goals. ### Processes Interview internal members and monitor weak areas in the system. 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 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. ## Participate in the Representatives Meeting Every two 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](https://calendar.google.com/event?action=TEMPLATE\&tmeid=NXRvaGZzZXBsajJyNHF0OHJmNDRlMDZkZjRfMjAyMjA4MzBUMTIwMDAwWiBjX3J2MHZhYmdqdjNxY2YxYnV1NGJmcW1jNW8wQGc\&tmsrc=c_rv0vabgjv3qcf1buu4bfqmc5o0%40group.calendar.google.com\&scp=ALL). ### 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. ## Council Meeting / Community Update ### During the meeting: * Each representative will present their updates and propose funding requests. * Each representative will summarise the total amount they need from the treasury and explain any changes from the previous month. * Representatives will have a general discussion and debate over all budgets. Reviewing organisational constraints, external factors and their own decision making to approve the overall budget from the treasury to departments. ## Review finance requests ...and protect organizational constraints. When community members are interested in doing work for Deep Work, they might request payments from the department or treasury. ### New request When receiving a funding request for suggested work: * If you are not sure about the value of the suggested work, discuss it with the other representatives. * Review if your department wallet has enough funds to pay for the work, go to option 1. This is the easiest and fastest way to pay someone for their work. * **Pay From Department Funds:** \ Set up a project in Deep Teams. \ Execute the payments as part of the [representative monthly finances](/teams-departments/operations/roles/representative/representative-monthly-finances). * 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 alternative options 1 and 2 below. **Altertnative Options:** 1. **No Department Budget and Non-Urgent:** \ Add it to your department's monthly budget on the [Balance Sheet](https://coda.io/d/_dN3J1tMoj6a/Deep-Work-Balance-Sheet_suKYu) of your department and add a comment that it needs to be reviewed at the next Council Meeting/Community Update (whenever you meet all other representatives)\ \ You can then set up the project in Deep Teams 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 subsequent 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](/teams-departments/operations/roles/representative/representative-monthly-finances).
2. **Urgent:** \ [Raise a Snapshot proposal](/working-at-deep-work/governance/snapshot-proposal) to the treasury (please see the link and use the template). \ \ Create the project in Deep Teams. \ \ Make sure you [execute the payment](/teams-departments/operations/roles/representative/treasury-payments) after a successful vote. {% hint style="danger" %} **Only make payment transactions after you reviewed the completed work!** {% endhint %} ## Manage wallet and make payments Review all payment requests to make sure all requests correspond to completed and valuable work. ### Send payments to all members at the end of the month: {% content-ref url="/pages/JuW7wqt2XUx38oJzjRpY" %} [Representative Monthly Finances](/teams-departments/operations/roles/representative/representative-monthly-finances) {% endcontent-ref %} ## Maintain department documents Keep the [Notion document](https://deepworkstudio.notion.site/0ea1dfc5f36a4dd08478b7f831569360?v=da1a19183d06466e96c71da8479c2e6a), 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](https://deepworkstudio.notion.site/deepworkstudio/Welcome-to-Deep-Work-246d37e8e35e4fe3b27d0ff40c521cd2) - department notes * [GitBook](https://docs.deepwork.studio/) - workflows and documentation * [Miro](https://miro.com/app/) - relevant templates * [Typeform](https://admin.typeform.com/) - input forms * [Discord](https://discord.gg/Vu5RHbGgZQ) - add/remove channels * [Sobol](< https://sobol.io/d/deep_work/>) - current active members * [Google Drive](https://drive.google.com/drive/folders/18Lw3r0yynutKCUYhv8KTdDVj8_waBROh?usp=sharing) - spreadsheets, templates, invoices, user files * [Zapier](https://zapier.com/app/zaps) - connecting the tools above * [Deep Teams](https://www.deepteams.org/) functions - adjusting multipliers based on governance proposal * [Department Products](https://coda.io/d/_dN3J1tMoj6a/Deep-Work-Products_suaUI) - showcasing what the department has to offer, the price and other details * [External expert database](https://coda.io/d/_dN3J1tMoj6a/Full-Expert-Database_suAyt) - experts who have not worked on projects before but have verified their skills through other means ## Update processes and share with the team Sometimes after retrospectives, the documentation for a function or project needs to be updated. After updating the public documentation, make sure you share the update in Deep Teams:
#### **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. You can speed up the funding process by bringing up the issue to the other representatives and agreeing on the cost. {% hint style="warning" %} 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. {% endhint %} ## Facilitate department Town Hall `30-120 minutes` Once a month, facilitate a retrospective or "town hall" meeting to resolve team issues if necessary, give advice or share updates with members. # Representative Monthly Finances ## Making Payments: You are responsible for making payments once per month between the 1st working day and the 5th working day of the month. {% content-ref url="/pages/7cqSOZfWH1A6qjf1sKKk" %} [Creating Projects and Payments](/working-at-deep-work/creating-projects-and-payments) {% endcontent-ref %} {% hint style="info" %} The previous system collected all payment requests in a Typeform. In the process above, once a month in the timescale stated, you need to check all projects in your department on Deep Teams. If the project is not created, you'll need to create it to make the payment. {% endhint %} ## Paying the Representative (yourself) * **USDC/DEEP: A set amount agreed upon in the monthly budget.** * The Operations Representative will make a project for representatives. ## Monthly Finance Responsibilities ### Financial Management and Checks * During the month it is your responsibility to manage the departments' finances. For example, if someone sets up a project and asks for a budget, you must make sure that budget is available. * At the end of the month, you need to: * Check that all payment requests are correct. * Check that you have the funds available to pay all the payment requests. * Follow the payment process above. # Treasury Payments ## Process When a governance proposal is raised, the proposer is instructed to raise the actions required and the representative who is going to execute them. They are to check this before making the proposal. For example, if there is a payment in USDC or DEEP, who is going to make that payment or transfer on a successful vote. ### Checking Amounts When a treasury payment in USDC or DEEP is requested, the requester will enter the Representative whom they have agreed will make the payment. There will be a payment notification in Discord. It is your responsibility to check the figures are correct to the governance proposal. ## Making Payments USDC Create a project in Deep Finanance following the process in: {% content-ref url="/pages/7cqSOZfWH1A6qjf1sKKk" %} [Creating Projects and Payments](/working-at-deep-work/creating-projects-and-payments) {% endcontent-ref %} ## Making Payments DEEP DEEP Payments Due: * Check all DEEP calculations are correct. * Copy the rows to: [DEEP tokens to be distributed](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit?usp=sharing) * In COLUMN M: Add your name * In your sheet, you can move the tokens to the 'Paid' tab **What happen's next?** * The amounts will be checked at the monthly finance meeting. * New tokens will be minted as part of the monthly finance process. * The Finance Director will distribute the new tokens (no transactions for the creative director/representative 👍) # Executing Payments See new process at: {% content-ref url="/pages/7cqSOZfWH1A6qjf1sKKk" %} [Creating Projects and Payments](/working-at-deep-work/creating-projects-and-payments) {% endcontent-ref %} # Expensing Gas Fees Please see updated process at: {% content-ref url="/pages/7cqSOZfWH1A6qjf1sKKk" %} [Creating Projects and Payments](/working-at-deep-work/creating-projects-and-payments) {% endcontent-ref %} # Operations Director ## Goals and outputs: * Making sure that the Deep Work infrastructure functions and supports all users. Especially with regard to a frictionless collaboration experience, happiness and internal coordination. * Monitoring current events and signaling relevant changes or disturbances to the Systems Engineer or representatives ## Hazards: * Important changes might be missed and ## Monthly Finance Tasks ### Payments {% content-ref url="/pages/JuW7wqt2XUx38oJzjRpY" %} [Representative Monthly Finances](/teams-departments/operations/roles/representative/representative-monthly-finances) {% endcontent-ref %} ### Representatives Payments * Create a Deep Skills project for representatives. * Pay representatives at the end of the month: {% content-ref url="/pages/7cqSOZfWH1A6qjf1sKKk" %} [Creating Projects and Payments](/working-at-deep-work/creating-projects-and-payments) {% endcontent-ref %} # Workflow ## Monitor events and respond to requests Pay attention to discussions among the representatives and if any updates are needed to ensure a smooth way of working. Check for any suspicious behaviors in the organization and listen to potential complaints on Discord. Advise the Representatives on an efficient course of action and update the [DEEP Functions](https://docs.google.com/spreadsheets/d/1XxVuUgXuyt65YsMV9ZevUb5LjcgRfR1bkIzdduhd01w/edit?usp=sharing) spreadsheet accordingly. ## Keep Deep Work's infrastructure up-to-date Deep Work's infrastructure needs to be maintained on a regular basis in order to offer the most frictionless experience for the contributors and experts. The highest priority with any update or change is making sure the community is happy and understands how everything works without having to think too much. Based on the [DEEP Functions](https://docs.google.com/spreadsheets/d/1XxVuUgXuyt65YsMV9ZevUb5LjcgRfR1bkIzdduhd01w/edit?usp=sharing) spreadsheet, the toolset of Deep Work needs to be kept up-to-date. This includes: * Discord channel categories to represent current departments * Discord channels to represent active projects (remove completed projects) * Notion pages to represent departments * Grid, Typeform and Zapier needs to be up-to-date with compensations * Internal Deep Skills app to represent functions * GitBook to have written documentation of the functions * Making sure that Google Calendar shows Town Hall meetings for each department Keeping the infrastructure up-to-date requires the setup of a Monthly Operations project in the internal Deep Skills app, including the Finance Director for financial tasks. ## Set up a system update project A system update could be internal or client-facing (as a Solution Architecture Sprint). Depending on the context, try to keep the overall cost low while maximising quality of output. In case of a smaller internal update of the infrastructure, it might not be necessary to involve an entire team. Whereas for bigger projects with a client, it might be useful to work with a Solutions Architect, a User Researcher and a Workflow Writer. ### Evaluate the scope of a system update Estimate the maximum budget required to make desired changes and discuss the value of the update vs. the monetary cost. Representatives review the amount of money for the Operations department based on these estimations. Once a request comes in to adjust the system or improve the organizational design, evaluate the scope of the work required and communicate the cost to the Finance Director or Operations Representative in case an increase in budget is required for the current month. {% hint style="success" %} [**Create a budget sheet based on this template**](https://grid.is/@deepwork/solution-architecture-budgets-WEM0A_ppSgi3suFTCVtvSQ) {% endhint %} ### Sketch a user journey Create a user journey for the particular experience or system flow. Make sure you map every relevant stakeholder and take into consideration tangential workflows. For internal projects, you can also use [this Miro board](https://miro.com/app/board/uXjVOQJLzs8=/) to create a new user journey. Use **black arrows** for progressions of a specific role and **blue arrows** for knowledge transfer between different roles. Make sure you cover as many details as possible. ### Create a project Specify the details of the project and use [this Typeform](https://deepworkstudio.typeform.com/to/rBH6KmGN?typeform-source=app.gitbook.com) to create a new project to make it show up in Notion. Create a project at using the budget sheet above to keep track of it on your profile. This could be especially useful when delegating the work to a Solutions Architect. If you think that the modification will require a significant amount of work and especially adoption from the internal team, it's recommended to facilitate a Solution Architecture workshop based on [this template](https://miro.com/app/board/uXjVOjP_irk=/?share_link_id=421030173665). For larger scope projects involving a team, create a Solution Architecture Sprint: {% content-ref url="/pages/Z0ZKQPP73sEX857PAhDP" %} [Solution Architecture Sprint](/teams-departments/operations/roles/operations-director/solution-architecture-sprint) {% endcontent-ref %} For specific updates that might only require a Solutions Architect, please refer to these guides: {% content-ref url="/pages/J9iwwP7vxr6qNuTZca8s" %} [New Creative Director](/teams-departments/operations/roles/solutions-architect/new-creative-director) {% endcontent-ref %} {% content-ref url="/pages/y9CL8qGHi0y910spIbpL" %} [New Department or Change of Representative](/teams-departments/operations/roles/solutions-architect/new-department-or-change-of-representative) {% endcontent-ref %} {% content-ref url="/pages/IuFS892i1jyk03G3eHUT" %} [Depreciating a Department](/teams-departments/operations/roles/solutions-architect/depreciating-a-department) {% endcontent-ref %} {% content-ref url="/pages/SC9OCr0NmKlm86pGgbH5" %} [Removing a Creative Director or Representative](/teams-departments/operations/roles/solutions-architect/removing-a-creative-director-or-representative) {% endcontent-ref %} {% content-ref url="/pages/0cDT1Fv6uzzcnB4QNeko" %} [Editing or Creating Product Creator Fees](/teams-departments/operations/roles/solutions-architect/editing-or-creating-product-creator-fees) {% endcontent-ref %} ### Quality control project Make sure the team's work is in alignment with the requirements of the organization and solves the issues presented by Representatives or Client. Be ready to mediate the team's work with the stakeholders. # Solution Architecture Sprint ## Invoice and Statement of Work When working with a client, you might need to send an invoice and statement of work. Please refer to this guide: {% content-ref url="/pages/LxUQh8WuyFcksVaHP8kX" %} [Broken mention](broken://pages/LxUQh8WuyFcksVaHP8kX) {% endcontent-ref %} ## Facilitate Solution Architecture workshop Understand why the update needs to take place, who is affected by it, and in larger scope projects (with more people included) facilitate a [Solution Architecture workshop ](https://miro.com/app/board/uXjVOjP_irk=/)with the team. ## Facilitate Retrospective Once an update has been completed, facilitate a retrospective to review it with the team. Make sure the Representative or Client is aware and happy with the results. # Database Upgrade Editing the Deep Skills database to represent the organizational infrastructure. # Workflow ## Edit or delete a role ## Edit or delete organization # Solutions Architect ## Goals and outputs: * A functioning set of tools based on requirements from the organizational designer * Create a technical setup that is easy to understand and robust, with as little moving parts as possible to reduce the chances of breaking ## Hazards: * Solution might get outdated quickly and needs to be reviewed * Solution might be too high maintenance and costly * Solution might take too much time to build or present unsustainable limitations in the future # Workflow ## Evaluate request or stakeholder journey An [Organizational Designer](/teams-departments/operations/roles/organizational-designer)should have a specific request or may have created a stakeholder journey, capturing all relevant steps of the new organizational design. Make sure you understand how all steps are connected, their purposes and the overall goals of each stakeholder. Understand the reasons behind the choice of specific tools, some may need re-evaluation, for some there might be lower cost/higher quality alternatives. Existing updates: [New Creative Director](/teams-departments/operations/roles/solutions-architect/new-creative-director) [New Department or Change of Representative](/teams-departments/operations/roles/solutions-architect/new-department-or-change-of-representative) [Depreciating a Department](/teams-departments/operations/roles/solutions-architect/depreciating-a-department) [Removing a Creative Director or Representative](/teams-departments/operations/roles/solutions-architect/removing-a-creative-director-or-representative) [Editing or Creating Product Creator Fees](/teams-departments/operations/roles/solutions-architect/editing-or-creating-product-creator-fees) ## Research and explore tools Based on the stakeholder journey and the biggest challenges to be addressed, research tools that will support the stakeholder journey, reduce friction and ensure an overall delightful experience for the stakeholders/users. Find the most low-cost collection of tools that will solve the problem. Keep in mind that the onboarding friction to these tools should be as low as possible too, ideally reducing friction in the short- and long term. During this research phase, you also want to estimate the amount of work the implementation will take in order to negotiate and agree on a fair compensation for the system update. ## Sketch storyboard including relevant tools In case this has not been part of the workshop, communicate the best solution you could find and seek approval from the [Organizational Designer](/teams-departments/operations/roles/organizational-designer) by sketching a storyboard. ## Prototype solution Based on your research, find the easiest way to set up a small prototype environment of the update. You can use screenshots of the tools stitched together in Figma or a short implementation of the user journey. If the update is small enough, you can also create it in a safe environment that will not affect the rest of the organization. ### Ensure the quality of the update Depending on the complexity of the update, there are three options to user test a new update in a safe environment: 1. Ask the [Organizational Designer](/teams-departments/operations/roles/organizational-designer) and discuss the update 1:1 2. Contact a few people who will be affected by the system update and ask them for their opinion, showing them the update and explaining how much that will affect their work 3. Conduct structured user interviews, asking potential users who will be affected by the change to interact with your prototype and provide feedback (conducted by a User Researcher). Discuss with the Operations Officer which option will be the most suitable given the complexity of the update. After you received the feedback, discuss it with the Operations Director, in case additional changes are needed. ## Rollout solution to the current system Implement changes or a new tool or update the current infrastructure of existing tools (Typeform, Zapier, etc.) Add changes to the documentation in GitBook. # New Creative Director When a new Creative Director is onboarded: ## Create a new SAFE * Create a new Gnosis SAFE on Ethereum mainnet. * It should include all the other Creative Directors as signers. * The following address can be used (please check with CDs to make sure these are up to date): | Creative Director | Wallet | | ----------------- | ------------------------------------------ | | Andrej | 0xC1aA6c04BAD0A0Dad9dEeA33a3e40999627942CE | | Jesse | 0x48afA2d8e9C4F6711AE8B6ffA39748d4cB1c6505 | | Justina | 0x3c56394817CF9723540aA9B419642ee9090694A1 | | Sergey | 0x39a22FC8F9794f50B40c20D7D1871E19099358c8 | | Balint | 0x70d4770B181E386c999b031cc40C097E7F6889C7 | | Charlie | 0x7f905A1773f4bc95658120577ADCAE98c3C60e4E | * Make sure that the signing policy is set to 2 / \[Total number of CDs]. ## Updating Documentation * Update the [Invoice and Statement of Work Page](https://docs.deepwork.studio/skills-and-roles/design/creative-director/creative-director-skill-tree/invoice-and-statement-of-work), so that: * There is a invoice template for the Creative Director with the correct wallet address to the new Creative Director's SAFE. * On the [Creative Director's Finance Page](https://docs.deepwork.studio/skills-and-roles/design/creative-director/creative-director-skill-tree/finance-process), make sure: * All links and tables are updated with the new creative director. # New Department or Change of Representative ## Create Gnosis SAFE You'll need the wallet address of the new representative. * Go to Gnosis SAFE * Create a new SAFE * Make sure all representatives are added * Make sure 2/\[Total no. of Representatives] is set as the requirement. * Post links in documentation. ## Update Documentation: * Update the following page to include: * The new department or update to representative * Add the new Gnosis SAFE * Add the new payment sheet {% content-ref url="/pages/JuW7wqt2XUx38oJzjRpY" %} [Representative Monthly Finances](/teams-departments/operations/roles/representative/representative-monthly-finances) {% endcontent-ref %} * Update this page with the list of representatives, departments and wallets for both. ## Onboarding Call * On the department representatives first day of making payments, run an onboarding call to explain the process and answer any questions. # Depreciating a Department **Criteria and circumstances:** * Depreciating a department can be decided by representatives before being put to a governance vote. **Moving Funds:** * The representatives need to decide where to send any remaining funds too. This could be another department (if merging or a responsibilities are changing) or the the Treasury. * In Apps there is a "Drain Account" application if there are multiple tokens or assets in the department. **Deleting the SAFE:** * Find the SAFE at [List of SAFEs ](/working-at-deep-work/creating-projects-and-payments) * Go to Settings / Safe Details * Click "Remove SAFE" * Confirm the transaction * Get a second representative to confirm the transaction * Execute the transaction. # Removing a Creative Director or Representative To remove a Representative or Creative Director, you need to reverse the automation set up in: [New Creative Director](/teams-departments/operations/roles/solutions-architect/new-creative-director) or [New Department](/teams-departments/operations/roles/solutions-architect/new-department-or-change-of-representative). You'll also need to remove their address from all Gnosis SAFEs: See [Making Payments](/working-at-deep-work/creating-projects-and-payments) for list of SAFEs. \ **Removing an owner from a SAFE:** * Go to Settings / Owners * Following the interface to remove an owner * Confirm the transaction. * You'll need a second Representive or Creative Director to confirm the second transaction signature. * Execute the transaction. # Editing or Creating Product Creator Fees ## **About** When a product is created, the org. can set a Product Creator Fee. On a successful completion of a project with in a product category. The creator(s) are paid a fee. The fee represents an equity stake in the product that is paid out as passive income for creating a product. It's used to incentivise creating new products within Deep Work as an organisation, rather than 'going alone'. ### Mechanism We use [0xSplits](https://app.0xsplits.xyz/split/) to create one address for each product split when multiple users created a product. \ This address is added as a user in the Deep Teams application. ## Current Fees ### Product Design - Prototype **Creator Fee: 4%** **Split:** * Charlie Ellington - 50% * Andrej Berlin - 50% **OxSplit:** 0x4b50107CCD93d467D79179d7A370452c424f453b **Spreadsheet:** [Product Design - Prototype Sprint](https://docs.google.com/spreadsheets/d/1OQ0DJFeCNrV32o5NYVUYU3zFH3BnrPTLI8PuH-bjAo0/edit#gid=377727626) **Grid:** [Product Design - Prototype Sprint](https://grid.is/@deepwork/custom-product-design-prototype-sprint-team-budgets-JR2Ae_L7RLej3lpghnMtAg/edit) ### Product Design - Implementation Ready **Creator Fee: 4%** **Split:** * Charlie Ellington - 50% * Andrej Berlin - 50% **OxSplit:** 0x4b50107CCD93d467D79179d7A370452c424f453b **Spreadsheet:** [Product Design - Implementation Ready](https://docs.google.com/spreadsheets/d/1Ky53j7Lscr2B7udMrZ2n3Z8erfvBcvP9X3EgeMqcmdo/edit#gid=377727626) **Grid:** [Product Design - Implementation Sprint](https://grid.is/@deepwork/custom-product-design-implementation-ready-team-budgets-y_egHqT4Q7u_D4ynhc9elw) ### **Branding & Visual Identity** *Applicable to Branding and custom Branding projects.* **Creator Fee: 4%** **Split:** * Balint - 27% * Jesse - 25% * Andrej - 34% * Charlie - 8% * Christoph - 6% **0xSplit:** 0xE30bc651185A5E1994e62E1E9bf2F69c8057cC8d **Spreadsheet:** [Branding + Visual Identity - Budgets](https://docs.google.com/spreadsheets/d/1GQH4dhKyUHP18Wixq37Pl2nnLUmTUDAS0ry7CQb0UXc/edit#gid=377727626) **Grid:** [Brand and Visual Identity](https://grid.is/@deepwork/custom-brand-and-visual-identity-team-budgets-KWsUzd:CQKi0T8z1NuKHlw) ### Research Article **Creator Fee: 4%** **Split:** * Bence Gulyás - 30% * Andrej Berlin - 30% * Colin Mortensen - 30% **OxSplit:** TBC **Spreadsheet:** [Research Article](https://docs.google.com/spreadsheets/d/1uQHaVY3xBv-vjZ7dPyFSbDPXqmYktXiwvzz8Q6SDXyE/edit?usp=sharing) **Grid:** [Research Article](https://grid.is/@deepwork/research-article-team-budgets-bv:df4tGRkq0lSqD0RiAvw) ## **Creating a new split** **E.g. for a new product** * Use the [DEEP token treasury Gnosis SAFE](https://gnosis-safe.io/app/eth:0xFeC28F3f5011CcAbF2dC4945fFbd1ADfAa29c235/) to create a new 0xSplit\ *Using a SAFE adds an extra layer of security and allows for editing the split in the future.* * Use the 0xSplit application within Gnosis SAFE - accessible within apps or via: * Recipients: * Enter the address and percentages of the users to receive the split of the creator fee. * Distribution Incentive: * Set to zero percent. * There is no need to set a fee return to the distributor in the system we use. * Split Type: * Mutable * Make sure the controller address is the SAFE address * This means the split can be edited in the future. * Update this documentation with a link to the new split and amounts (as above). * Update Deep Teams application with a new user: * Go to the [Deep Teams](https://dsp-web.vercel.app/) application * Create a new user with the following details: * Ethereum address of the Split created above * Name: "Creator Fee - \[Product Name]" - e.g. "Creator Fee - Branding" * This means when a project completes, the project owner can pay the creator fee to one address and the split we'll be automated. ## Editing a Split * Follow the process above * Within the 0xSplits application, you'll see the option to edit an existing split when the correct wallet is connected. * Update the necessary spreadsheets and Grids (as above) ## Deep Teams Application Users | Creator Fee | Email | Password | Wallet Address | | -------------------------- | ---------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------ | | Product Design Creator Fee | | [Password](https://start.1password.com/open/i?a=TG3JQGUAFREMLF3R6YK33NENPY\&v=6zl4gnxxkfdzfdqmyzzwvfn7ay\&i=nw7s6dxovzbzxd5acdxcwlrqpy\&h=deepwork.1password.com) | 0x4b50107CCD93d467D79179d7A370452c424f453b | | Product Design Creator Fee | | [Password](https://start.1password.com/open/i?a=TG3JQGUAFREMLF3R6YK33NENPY\&v=6zl4gnxxkfdzfdqmyzzwvfn7ay\&i=nw7s6dxovzbzxd5acdxcwlrqpy\&h=deepwork.1password.com) | 0x4b50107CCD93d467D79179d7A370452c424f453b | | Branding Creator Fee | | [Password](https://start.1password.com/open/i?a=TG3JQGUAFREMLF3R6YK33NENPY\&v=6zl4gnxxkfdzfdqmyzzwvfn7ay\&i=nw7s6dxovzbzxd5acdxcwlrqpy\&h=deepwork.1password.com) | 0xE30bc651185A5E1994e62E1E9bf2F69c8057cC8d | # Documentation Writer # Workflow ## Identify the process in need of documentation Start by identifying the areas where employees or users might face difficulties, confusion, or inefficiencies. In most cases, it will be determined and communicated by the [Organizational Designer](/teams-departments/operations/roles/organizational-designer), who may also invite you to a workshop. There are multiple types of processes that can be documented, which require slightly different interview approaches: * #### Internal process * #### Project * #### Function Gather feedback from stakeholders, various team members, departments, or user groups to understand their experiences and challenges. This will help you pinpoint the most pressing problems that need to be addressed in your documentation. ## Research existing information 1. Review the existing documentation regarding the issue and goal (GitBook, Notion, etc.) 2. Get a sense of general familiarization with their ecosystem, products and mission through Google, website, blog, etc 3. Collect all information into a Notion page for the project. This will make it easier to share and double-check internally. ## Conduct interviews to gather insights Interviews with domain experts or the [Organizational Designer](/teams-departments/operations/roles/organizational-designer) will help you get a clearer sense of the problems. You can also create a user journey in a collaborative workshop facilitated by the [Organizational Designer](/teams-departments/operations/roles/organizational-designer), together with the experts. ## Notate, Transcribe and summarise Take notes in Miro during the interview(s). Capture as many key points as possible. Additionally, record and transcribe interviews (e.g. with Google Meet) and use GPT to summarise and highlight the most relevant friction points. This will speed up the process of gathering insights. Review your notes from Miro to ensure GPT has captured all relevant insights and add any points that are missing. ## Place your notes along the stakeholder journey The [Organizational Designer](/teams-departments/operations/roles/organizational-designer)will create a stakeholder user journey. Once the user journey is ready, they will provide it to you. Place your notes and insights from the interview(s) along the stakeholder journey and discuss potential information-structuring with the [Organizational Designer](/teams-departments/operations/roles/organizational-designer).
## Revisit the existing documentation Analyze the current documentation to identify the most logical and relevant location for the new workflow, addition or alteration. Make sure it matches and complements the existing stakeholder journeys. Consider how it relates to existing content and how users might access or reference it during their journey. ## Integrate the new process into the documentation Translate your notes into a concise, easy-to-follow guide. This guide should provide clear instructions and explanations for each step, ensuring that users can easily navigate the process and achieve their goals. Make sure to include existing references from the previous step. #### Workflow breakdown Workflows can be broken down into granular, delegatable tasks. Under the role’s workflow, break down each separate task discussed in the interview. Optimize description for: * **Learning** - If the team needs new contributors to learn a lot, the breakdown might require higher granularity. * **Individual progressions** - If there are many functions in the organization, it’s important to see the workflow in context to the others to help an individual understand how they up-skill and progress. * **Hiring** - If the organization needs to hire more workers, focus on information that will help them screen the candidates. * **Scope definition** - To communicate internally how deep/complex a workflow is. * **Task split** - The individual tasks should make it easy to split the work between two individuals. One of them will be the leader, the other one a student. {% hint style="info" %} Use GPT to format your transcript faster. A few helpful prompts can be: * **Re-write and translate this into a step-by-step workflow guide.** * **Re-write and translate this into an English step-by-step workflow guide:** * **Elaborate on each of the X steps of the workflow:** {% endhint %} #### Identify opportunities for cross-linking Look for areas of the documentation where there may be existing documentation for specific processes (eg. best practices, meetings), relevant parties (eg.[Organizational Designer](/teams-departments/operations/roles/organizational-designer)), or documents (eg. knowledge bases, templates, etc.). When you identify something you would like to have a link to, place a comment on the relevant sentence or paragraph asking the person who reviews the documentation to provide the link. #### Identify opportunities for further granularity Look for areas of the documentation that may not be clear enough for someone to jump in and start working. For example, if the workflow says "ensure the product goes through quality control" the person reading the documentation will need to know who is responsible for quality control and how to reach them. When you identify something that needs such clarification, place a comment on the relevant sentence or paragraph asking the person who reviews the documentation to provide clarification. Be specific about what you are looking for (eg. "who is responsible and how can they be contacted). ## Integrate the new process into the documentation Ensure the workflow fits within the context of other stakeholder journeys (eg. includes the same type of information and is formatted similarly). Add your new workflow to the documentation, making sure is cross-linked with other existing user journeys. Ensure that it doesn't conflict with or disrupt any other processes or information that users might need. ## Review and update the documentation as needed Ask one or ideally multiple individuals affected by the new workflow or process (eg. those delegating the process and those who will be using it) to review the documentation, provide feedback, and ask questions. This will ensure consistency and can highlight details you could have skipped. Depending on the complexity of the process update, a quick chat with the [Organizational Designer](/teams-departments/operations/roles/organizational-designer)might be sufficient. For a more elaborate review, you can conduct follow-up interviews: #### Review interview If you are looking for more targeted feedback, you can conduct a second interview with someone who is new to the organization or project, the expert(s) who provided the workflow or process, or a different expert who is also familiar with the workflow or process. The second interview should be helpful to review your work and get an external opinion. 1. Have them share their screen so you can see where they are looking 2. Have the expert walk through the GitBook as if they were a new hire and provide commentary on what they notice. 3. Ask questions throughout about whether anything is missing and if everything included seems helpful. 4. Afterward, ask for honest feedback and any areas of improvement 5. Take notes in Miro, which can then be integrated into the second iteration. Take notes in the existing Miro document. This will allow for easy iteration of the documentation. {% hint style="info" %} Make sure to send them the documentation ahead of time so that they can review it on their own prior to the call where it will be discussed. {% endhint %} ## Refine the GitBook 1. Move notes from Miro into GitBook 2. Integrate any new feedback 3. Create the final version with any finishing touches 4. Double-check all links ## Update your own workflow Regularly review and update the Documentation Writer workflow to keep it current, accurate, and user-friendly. Solicit feedback from users and team members to identify areas for improvement or clarification. Continuously refine your documentation to better serve the needs of your organization and its users. # Interview Guide Since process updates can take different shape or forms, it's important to be clear about their purpose and content. Here's a basic set of questions you can ask your interviewee: #### Process updates * What is the purpose of the update? What is the desired outcome? * What could happen if the update is not in place? #### Functions and workflows * What's the goal/purpose of the function? * What are their inputs and what are their outputs? * What can potentially go wrong when doing the work? * What are some specific requirements, and constraints? * What's the exact workflow and process? What are specific tools used during the process? * What should people read first and what can be hidden away? * For this function, what is the easiest thing to get started with? * Is there a clear beginning and end of the project? * Are there any references you personally use? * Are there any helpful resources for those who are just beginning? {% hint style="info" %} Take into account that you will be entering the transcript into GPT. Keeping the conversation on track by sticking to one question at a time will help when getting GPT to generate content. {% endhint %} # Financial Controller **Goals:** * Maintaining financial systems and making sure existing systems are operational at all times. * Executing necessary payments and token transfers. * Decentralising and automating the process. **Hazards:** * Financial systems don't function: * Funds go missing or are sent to wrong person or place. * Experience of using systems is difficult or time consuming for users. * Users don't get paid. * Changes to the org. (non-finance) systems have legal or tax repercussions that could impact the organisation. * Financial information isn't shared with users in the organisation and accessible. # Workflow ## Monitoring Systems Monitor internal events to evaluate impact on the financial systems and condition of the organisation. * Receive signals of issues, bugs or un-intended use of financial systems from community members * Be available to respond to messages to maintain healthy financial system. * Support financial decisions from the Representatives by [calculating the impact on the cashflow](https://coda.io/d/_dN3J1tMoj6a/Cashflow-Calculator_sujXy). ## **Maintenance** * Maintain documentation relating to existing finance systems. * Fix bugs, respond to issues, make recommendations from signals to maintain **existing** financial systems are operational at all times. ## **Complete Monthly Projects** Complete and pay monthly projects and pay the team. Re-set the projects that will reoccur next month. ## Log accurate expenses in the calculator In the[ cashflow calculator](https://coda.io/d/_dN3J1tMoj6a/Cashflow-Calculator_sujXy), enter the relevant expenses, if needed. ## **Cover software costs** * Check balance on fiat account * Top up if necessary * Repay from the treasury For more details, see: [SaaS Repayment](/teams-departments/operations/roles/financial-controller/saas-repayment) ### Distribute funds to departments * Before the end of the month - check if departments need to adjust their budgets at all and aid in the process of updating budgets. ### Schedule project payments * Update projects and their respective payments in the departments in [Coda](https://coda.io/d/_dN3J1tMoj6a/Deep-Work-Balance-Sheet_suKYu) ### Ensure enough DEEP tokens are in the Treasury * Take the total amount of new tokens to be minted. * Go to: * * Click on **Manage Token** on the left * Enter the DEEP token address: 0x857c02F825fa8b1E9a1f7248c6C089b5874e30A8 * Follow the steps to mint the required amount of new tokens, these will be sent to the [Gnosis SAFE to manage tokens](https://app.safe.global/home?safe=eth:0x6a2137fbFc0F9AdB6261bf174E761ce233f631A4). ## Resources ### Treasury Payments: {% content-ref url="/pages/2OS5eXRsmOD8DhIqqNIQ" %} [Treasury Payments](/teams-departments/operations/roles/representative/treasury-payments) {% endcontent-ref %} ### Profit Share: {% content-ref url="/pages/7GCPWBiaxtptX5IX3myV" %} [Profit Bonus Scheme](/working-at-deep-work/quick-start-guide/discover-work/invoicing-deep-work/profit-bonus-scheme) {% endcontent-ref %} # SaaS Repayment ### Log last month's expenses 1. Gather invoices for previous month from: {% embed url="" %} 2. Drop them into personal accounting software (FastBill), save duplicates in GDrive 3. Log total expenses in the [Cashflow Calculator](https://coda.io/d/_dN3J1tMoj6a/Cashflow-Calculator_sujXy) ### Reimburse personal business 1. Check the sum of all invoice amounts. Estimate how much it will be next month, including current amount on Revolut. 2. Create invoice from DW to personal business in FastBill, copy to GDrive. Remember to change invoice amount from € to $ 3. Transfer from Treasury to kischiman.eth 4. [Payout](https://www.mtpelerin.com/) from kischiman.eth to personal bank account 5. Update [Cashflow calculator](https://coda.io/d/Deep-Work_dN3J1tMoj6a/Cashflow-Calculator_sujXy#_luqp5) ### Estimate and transfer money for next month 1. Download monthly bank Statement from Revolut 2. Estimate the amount needed for next month 3. Transfer the estimated amount from personal bank account to Revolut # Profit Share ## Profit Share Process ### Implementing after governance vote: Follow the process in the following Google Sheet: {% embed url="" %} # Deep Work Studio Limited ## **Payments** ### **Expenses and FIAT** Expenses accounts Charlie and Andrej * Upload expenses to Freeagent * Check for any other payments in P\&L * Check amount to be converted to FIAT ### Payments USDC - Deep Work Studio Limited Get data from: * Sort by month * Export data from column K "Payment Export" * From multisig, send total using distribution tool: ### Payments xDAI: * As above, using: \ ### **USDC/XDAI to Fiat** * Convert USDC to FIAT, put in bank accounts ### FIAT Payments * Pay expenses * Founders salary payments * Make any other payments ## Reporting ### Financial Reporting - Deep Work Studio Limited **Financial reporting:** * Import cryptio SAFE accounting * Update all Freeagent accounts **Financial forecasting:** * Edit and update the P\&L forecast * Share with Andrej # Reinvest {% hint style="info" %} Only available to Charlie and Andrej in testing and for legal reasons {% endhint %} ## Mechanism Description: a) Charlie or Andrej can choose not to take payments out of Deep Work and the money is moved to the treasury by an **reinvestment mechanism.** b) The amount stays on Deep Work's as a **balance sheet as an a liability with interest**. c) They can then get repaid the amounts on a **trigger event**. ### **Reinvestment mechanism** * In Deep Teams application, Andrej or Charlie put their payment as "Charlie Invest" or "Andrej Invest" * When the payment is made, this deposits the funds in a 0xSplit controlled by the treasury SAFE, this means their is a record on chain of any deposits. * Once per month, the Finance Director will distribute the funds from the 0xSplit to the treasury. ### **Balance sheet as an a liability with interest** * The amounts are recorded here: [Reinvest Balance Accounts Sheet](https://docs.google.com/spreadsheets/d/1Hlsz3B3eoEYPQv6gCvnBlsujtO8A4jPCWHKOjjZkM5s/edit#gid=42673631) * Interest rate is eurozone inflation monthly (annual rate divided by 12) from: [source](https://ycharts.com/indicators/eurozone_inflation_rate#:~:text=Eurozone%20Inflation%20Rate%20is%20at,long%20term%20average%20of%201.85%25.) ### **Trigger event** * **When a monthly profit share is paid from the Deep Work treasury:** Andrej and Charlie have the option to be repaid the reinvestment plus interest and a fee. * Maximum amount: Equal amount to the profit share. E.g. If profit share is $20,000, Charlie and Andrej can opt in to be repaid up to $20,000. (this may require the profit share to be reduced) * The amount to be repaid is: 1\) Total amount reinvested \+ 2\) Interest accumulated \+ Fee of 40% of the total of 2) This is their reinvestment tracks inflation plus any additional tax due from the gain in inflation. * If both Charlie and Andrej want to be repaid, it's distributed as: Individual owed / Charlie + Andrej owed * Andrej or Charlie have to send an invoice and make a payment request to the treasury or through the Deep Teams application. * The amount paid, minus the fee amount, is then taken off the Balance Sheet by the Finance Director. ## Instructions: ### Charlie or Andrej: * Inputting funds: * Make sure you're getting payment to the correct user account in Deep Teams. * Record the amount in [Reinvest Balance Accounts Sheet](https://docs.google.com/spreadsheets/d/1Hlsz3B3eoEYPQv6gCvnBlsujtO8A4jPCWHKOjjZkM5s/edit#gid=42673631) ### Finance Director: * On a trigger event: * Update the sheet with correct interest amounts * Record any payments ## 0xSplit addresses: Andrej: 0x973E0d2cA3a35b8bAb8662370b870490dF0C68d5 Charlie: 0xF926d9A77987B0Bf9187ef7BAe28BB37FA70D5cd # Archive ### **End-of-the-month review** **Tasks to do:** * Representatives to move tokens to [**Deep Tokens to be Distributed**](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit#gid=42342299) * Check the token distribution amounts at: [**Deep Tokens to be Distributed**](https://docs.google.com/spreadsheets/d/1YL2EI_prxLhrNWBNmCTJkIcCsAcPdTTcPret9iw5a3U/edit#gid=42342299) * Make a note to add this to budget proposal * Review and adjust [token distribution](https://coda.io/d/_dN3J1tMoj6a/Functions_suIBI) * Review and approve [gas expenses](https://docs.google.com/spreadsheets/d/1khTLM-nUINgYKClwRMJez98TD9qJiVDeOI1YaSePZlc/edit#gid=1094290293) * Post in #governance channel or raise snapshot vote with: * Transactions to execute to departments * Token's to be minted and distributed * Adjustments to token distribution and multipliers * Gas expenses to be paid ### Profit Share (optional) * Add profit share figures to [P\&L](https://docs.google.com/spreadsheets/d/1Hlsz3B3eoEYPQv6gCvnBlsujtO8A4jPCWHKOjjZkM5s/edit#gid=0) * Raise snapshot vote using this [template](https://docs.google.com/document/d/19ggTisEa0S8Zu_c5n8smA4sRgTwEJm7TQRE7bdz1wtA/edit), including: * USDC amounts * DEEP tokens to be minted and distributed * Share monthly summary on Discord, including: * USDC per token * Financial summary * Decisions made by representatives ### Implement Monthly Payments * After successful snapshot vote or no veto on Discord, execute payments on chain ### Distributing 0xSplits: * Go to [0xSplits from the DEEP treasury SAFE](https://gnosis-safe.io/app/eth:0xFeC28F3f5011CcAbF2dC4945fFbd1ADfAa29c235/apps?appUrl=https://app.0xsplits.xyz) * Distribute any pending payments {% hint style="info" %} There are distributions for: \ \- Product Creator Fees\ \- Reinvest mechanism {% endhint %} ### Expensing Gas Fees * Find the total amount of ETH that needs to be expensed at ETH on [Ethereum in Operations Payments](https://docs.google.com/spreadsheets/d/1khTLM-nUINgYKClwRMJez98TD9qJiVDeOI1YaSePZlc/edit#gid=1094290293). * Convert stable coins to the required amount of ETH. * Pay [expenditures](https://docs.google.com/spreadsheets/d/1khTLM-nUINgYKClwRMJez98TD9qJiVDeOI1YaSePZlc/edit#gid=1094290293) via the Operations Gnosis SAFE. * Mark transactions as paid in the Operations Payment spreadsheet. # Finance Architect # Workflow ## Summary This workflow is project-based, whenever an opportunity for improvement or an input controller wants to explore a process or strategy related to financial systems existing or new to Deep Work. It is only accessible to a controller: currently representatives. It is split into three stages following a linear pattern. Stage one scopes a project and a project may not continue beyond that stage after the controller accesses the value to the organisation. ### High-level **Goal:** strategy, consultation and implementation of and on financial and legal systems in the org for controllers. **Hazards:** * Legal implications of new systems in the org. * Financial implications of overall financial health, budgets and cash flow not considered. * Poor tooling and processes to manage finances. ## Workflow stages: ### 1) Scoping and Research * Review controller requests. * Make a small simulation of financial impact to organisation. * Provide estimated costs, timelines and tools required to implement. * Present to controller and make recommendations to decide continuation into Steps 2 and 3. ### 2) Analyses and Strategy **Analyses:** * Create a user journey of new financial process or tool (if required). * Fit into existing function's user journey if required. * Work with representative or function with understanding of the tasks if required. * Simulate the financial impact of the solution: * E.g. impact on budgets or annual cost or saving. * Research tools that will support the user journey, reduce friction and costs and deliver an overall delightful experience for the stakeholders/users. * Find the most low-cost collection of tools that will solve the problem. Keep in mind that the onboarding to these tools should be as low as possible too, ideally reducing friction in the short- and long term. **Planning:** * During this analyses and strategy phase, estimate the amount of work to implement and tool or change. In order to negotiate and agree on a fair compensation for the financial system or tool. * If the change impacts functions or multiple functions, do what is required of the following: * Conduct structured user interviews, asking potential users who will be affected by the change their input. * Review the user journey, simulation of financial impact and required tooling from the controller. **Strategy:** * Create recommendations for the organisation consisting of: * User journey * Simulation of financial impact * Required tooling * Seek approval of the above from the controller who made the request to move onto stage 3: ### 3) Tools and Implementation * Implement changes or a new tool or update the current infrastructure of existing tools. * E.g. create spreadsheet, update budget, tool like Grid * Add changes to the documentation in GitBook. * Review and get feedback from controller. # Software Maintenance ## Goals: * Ensure System Stability and Performance * Effective Bug Resolution * Maintain Database Consistency and Cleanliness * Efficient Proposal and Request Tracking ## Hazards: * System Downtime and Performance Issues * Unresolved or Recurring Bugs * Data Inconsistency and Errors * Inefficient Task Management * Burnout and Stress # Workflow ## Monitoring Metrics and Server Capacity Periodically, check PROD Monitoring metrics for time response spikes and 500 errors. If 500 errors occur, examine logs to determine the cause and implement a fix. In the case of time spikes, ensure the current server plan is sufficient to handle the workload, and consider upgrading if necessary. ## Addressing Reported Bugs When bugs are reported, attempt to reproduce the issue using the provided scenario. If reproducible, review the related front-end code to understand the logic and identify the root cause. Once determined, fix the issue and implement updates to prevent future occurrences (e.g., refactor code, add tests for specific use cases). ## Database Maintenance and Consistency Occasionally, update minor parts of the database where the user interface does not allow changes (e.g., reverting an action). It is vital to maintain consistency and keep the PROD environment clean. ## Tracking Proposals and Requests Monitor all proposals and requests, including those you have created and those that are good to have/fix/update, by creating tickets in the TODO list on the Notion table: [https://www.notion.so/deepworkstudio/7cb0046a3cb1419d82b464de03b07740?v=4](https://www.notion.so/deepworkstudio/7cb0046a3cb1419d82b464de03b07740?v=4c33cd9fa17d42f4884139a2e61ed8c0\&pvs=4) # Newsletter Writer ## Goals * Inform community about important events * Publish a newsletter with actionable steps to get involved ## Workflow * Write bullet points throughout the month around what has been happening in the organization, categorised by team. * Record the bi-weekly heartbeat session. * Extract the transcript, upload it to AskYourPDF. * Use the transcript in GPT along with the notes to create a summary with each team as a header. * *Convert the discussion from the transcript above into a newsletter with the headers from the following notes:* * Improve the output text by adhering to the following format: * *Use bullet points for each section with keywords in bold* * *Use shorter than 30 words per sentence* * *Replace adjectives with data* * *Eliminate weasel words* * *Pass the “so what” test* * *Avoid jargon & acronyms* * *Use subject-verb-object structure* * *Avoid clutter* * Review the result manually, add links * Create top section for the newsletter * Add images * Publish # Deep Work Studio ## Goals & Mission * Deep Work Studio collaborates with growing web3 start-ups to deliver high-end delightful (useful, aesthetic, innovative, thorough) product design and strategy to facilitate and support their growth in their environment. * Act as a prototype and real-life simulation for decentralised organizational design * Act as a public example for an organization that operates on the Deep Work principles, norms and processes. ## Hazards * Could run out of business and start costing maintenance * A lack of projects could outdate the case studies # Projects # Prototype Sprint ## Goals Product Design Essentials covers the basic needs of a technical team to create an interactive, user-tested prototype. ## Hazards * Clients could expect more at the end of a project. * Team members could fall sick and the timeline may not be met. ## Constraints & Requirements

Interactive view on this Miro board

## Functions [Creative Director PM](/teams-departments/deep-work-studio/roles/creative-director) [Workshop Facilitator](/teams-departments/deep-work-studio/roles/workshop-facilitator) [Product Designer](/teams-departments/deep-work-studio/roles/prototype-designer) [User Researcher](/teams-departments/deep-work-studio/roles/user-researcher) [Tester Recruiter](/teams-departments/deep-work-studio/roles/tester-recruiter) ## **Resources** **Budget calculator** # Implementation Ready Sprint ## Goals Product Design Startup covers all design requirements for the design of one user journey. Including component library and mobile screens. ## Hazards * Clients could expect more at the end of a project. * Team members could fall sick and the timeline may not be met. ## Constraints & Requirements

Interactive view on this Miro board

## Functions [Creative Director PM](/teams-departments/deep-work-studio/roles/creative-director) [Workshop Facilitator](/teams-departments/deep-work-studio/roles/workshop-facilitator) [Product Designer](/teams-departments/deep-work-studio/roles/prototype-designer) [User Researcher](/teams-departments/deep-work-studio/roles/user-researcher) [Tester Recruiter](/teams-departments/deep-work-studio/roles/tester-recruiter) **Duration:** 22 days **Deliverable:** User-tested, interactive prototype. Complete design asset library, including mobile screens. Extended user research report with market validation. ## **Resources** **Budget calculator** # Brand & Visual Identity ## Goals The Brand and Visual Identity sprint helps finding alignment and clarity on the external perception of the brand and representing it visually. It consists of brand alignment workshops, a website design and visual branding guidelines. ## Hazards * Clients could expect more at the end of a project. * Team members could fall sick and the timeline may not be met. ## Constraints & Requirements

Interactive view on this Miro board

## Functions [Creative Director PM](/teams-departments/deep-work-studio/roles/creative-director) [Workshop Facilitator](/teams-departments/deep-work-studio/roles/workshop-facilitator) [Product Designer](/teams-departments/deep-work-studio/roles/prototype-designer) [Visual Identity Designer](/teams-departments/deep-work-studio/roles/prototype-designer-2) [Copywriter](/teams-departments/deep-work-studio/roles/copywriter) [Website Designer](/teams-departments/deep-work-studio/roles/prototype-designer-1) [Webflow Builder](/teams-departments/deep-work-studio/roles/webflow-builder) [Illustration Designer](/teams-departments/deep-work-studio/roles/illustration-designer) [Logo Designer](/teams-departments/deep-work-studio/roles/logo-designer) [User Researcher](/teams-departments/deep-work-studio/roles/user-researcher) [Tester Recruiter](/teams-departments/deep-work-studio/roles/tester-recruiter) **Duration:** 21 days **Outcome:** User-tested, interactive prototype of a website. Includes an extensive component library, mobile screens, at least three illustrations, a logo, and a brand guideline deck. ## **Resources** **Budget calculator** # User Testing Session User testing helps identify gaps and opportunities for improvement. **Required roles and responsibilities:** * Creative Director * Project setup * Monitoring * Retrospective * User Researcher * Interview guide * Five user interviews * Writing research report * Presentation of report * Tester Recruiter * Recruit five user testers **Duration:** Three days **Outcome:** User research report # Consultancy Take calls from potential clients and advise them on their design process. Present Deep Work's offering. More details [here](/teams-departments/deep-work-studio/roles/creative-director/creative-director-skill-tree#cd_consultancy-lead-the-consultation-calls-for-one-week). **Required roles:** Creative Director **Duration:** 1 week **Outcome:** Happy and more knowledgeable prospects **Cost:** To be determined # Roles # Client Consulting # Consultancy ## Lead Consultancy Calls Before the start of a project, clients often need help to make the best choice on the right purchase. If you lead the call(s), you need to be prepared for it, speak confidently and [act professionally](/working-at-deep-work/quick-start-guide/work-etiquette#general-etiquette). You main task is to provide value and evidence-based advice in the realm of your expertise. If the client is a fit for Deep Work, you present how a collaboration might look. [Consultancy](/teams-departments/deep-work-studio/projects/consultancy) {% hint style="warning" %} When you are on duty to lead the consultation calls, you need to make sure that they are bookable **at least two weeks in advance** at any given day. Ask other consultancy members if you want to hand off the duty (see [end of duty section](#end-of-consultancy-duty) below). {% endhint %} ### Calendly set up before the week starts * Make sure your availability is open on Calendly - **please check that you have opened the correct times and dates via** * You should be available for: * At least four days in the week, * At least five hours per day, * At least one day between 6pm and 9pm CET for US clients * At least one day between 10am and 12pm CET for Eastern time zones * *The above is absolute minimums and it is recommended to be open as much as possible to make sure Deep Work has a steady funnel of clients.* ### Consultancy calls **Overview:** * Understand the client's problems. * Intro Deep Work * Show a case study relevant to the client's problem. When you show the case study, mention the duration in days and the team members (e.g. 1 workshop facilitator, 1 product designer, 1 user researcher). * Receive feedback and questions * Propose and work out the best option. You can refer to the pricing on our website or from the proposals in Notion. * When asked for the earliest starting date, make sure you leave enough time for the client team to prepare (even if a Deep Work Studio team is available right away) but they also don't need to wait. **Outdated longer overview of the call structure:** {% content-ref url="/pages/-MTeVwOAvETZb9YP6Gn5" %} [Consultancy Week Calls](/teams-departments/deep-work-studio/roles/client-consulting/consultancy/first-sales-call-with-lead) {% endcontent-ref %} ### Debrief and inform the other Creative Directors After each consultation call with a client, please make sure you debrief by filling out [this Typeform](https://deepworkstudio.typeform.com/to/v081NtEP). It will ping a message with your summary and notes to the #new-projects channel, which is exclusive for Creative Directors and current collaborators. Try to provide as much context as possible so it's clear what the next steps are. ## End of consultancy duty At the end of a week taking consultancy calls, you need to: * Record a video summary for other Creative Directors with any information they might need to know. * Make sure the next two weeks of Calendly are open and someone is set to do the weeks (so there are always open slots). You remain responsible for any active clients or negotiations, but can lean on the active Creative Director on a Consultancy Week project or handover. If you're available the following week and happy to brief the active Creative Director as and when a client replies or there is an update. You do not need to record a video summary. # Consultancy Week Calls Consultancy calls are a way for teams and founders to get high quality design advice. Truth and honesty is key on these calls. ## **Consultation Call Preparation** Clients book a call via Calendly at . Each booking automatically adds the Creative Director in charge to the call. **Leads know:** Typically the client has browsed our website and projects. One or more projects has resonated with them and a degree of trust is already built. **Leads don't know:** They don't know if Deep Work may or may not be a fit. **Leads want to know:** How to solve their unique problem and approach their product design strategy. {% hint style="info" %} As a Creative Director you should have an understanding of how Deep Work operates and be able to address each of the points above from your personal experience and knowledge. Optimize for giving prospects helpful advice. {% endhint %} ## **Client Background & Profile** Typically clients receive a referral to Deep Work from an external party. This can be from a past client or an informed member of the blockchain space (e.g. an investor). Often they are aware of the projects or results we've produced or know someone who is. Our clients are currently early stage with the **following profile:** * Raised a seed round of \~$1million and is ready to invest in design. * We're talking directly to the founders and technical team. * They normally do not have a designer or product manager. * Working on a highly technical problem. ## Client Stages ### **Before Product Market Fit** #### 1) Developed technology or ongoing development (e.g. of smart contracts) but have not considered the interface or user experience. Examples: * [Hummingbot Miner](https://deepwork.studio/hummingbot-miner-app-case-study/) * [eth 2.0 Launchpad](https://medium.com/deep-work-studio/eth2-deposit-launchpad-an-interface-for-the-first-world-computer-3e089138b264) * [Nexus Mutual Staking](https://deepwork.studio/nexus-mutual-case-study/) (developing a new feature, not entire product) #### 2) Have built a first version of the user experience but are failing to gain traction, user feedback has bought up UX flaws or an investor has instructed them to fix the UX. Examples: * [Plot X](https://deepwork.studio/plotx-case-study/) * Pancake Swap * [dHedge](https://deepwork.studio/case-study-dhedge/) #### 3) Have a developer experience as their product, and haven't been able to communicate the value of the product to the user base. Examples: * Arbitrum ### **Found Product Market Fit** #### 4) Product is functioning but the project has reached a limit or needs to increase traction or user growth. Growing the user base beyond initial users and need to invest in brand and the communications strategy. Examples: * [Covalent](https://www.covalenthq.com/) {% hint style="info" %} The list above is short and updated time to time - for a full list of projects and to find the most relevant one - see [deepwork.studio/case-studies](https://deepwork.studio/case-studies/) {% endhint %} ### **Clients That Don't Fit** We've had little success with projects that have a design budget below $20,000 or have raised Series A, beyond and Enterprise. The two most common reasons: * Team has a design team in place and doesn't need to outsource, speed is no longer the preference. * Our sales process is not designed for multiple layers of decision makers and works best when we're talking directly to founders who understand the urgency and importance of design. We've made a clear decision not to focus our energy on this audience. If one books a call, we still follow our standard process but communicate these points clearly. We then review whether creating a solution with Deep Work is advisable or push to talk to the decision makers before we do. ## Consultation Call Process ### Theory and Fundamentals 1. Always be honest 2. Always be capturing ### Script **Before the call starts:** Before the call, research the client for at least five minutes - gather basic knowledge form their landing page or try using the app for context. You can typically find out the project name from their email address on the calendar invite. You can also search LinkedIn, Google and Twitter to check who's on the call - e.g. founder or technical lead. Once the call starts, you can use the following as a script. This isn't about exact words, but following the stages of the script and using your unique knowledge and authenticity impromptu. Make sure you write notes during the call. A Google Doc will be attached to a prospect application message in Discord. ### **The Call** #### **1) Greetings and intro** Make the client feel comfortable, tell a bit about yourself as part of Deep Work #### **2) Ask for context (15 mins max)** *Your aim is to get the client talking as much as possible about their project. Try to minimise what you say unless you're presenting, answering a specific question or understand exactly how Deep Work's offering fits in the conversation.* *Here are some questions to get the conversation started:* * What are you working on? * Do you have an existing product? * What are your biggest bottlenecks? You can add deeper questions at this stage, such as: * Where do you need help? * Who are your users? * Do you have feedback from users? * Do you have multiple user's you need to create an interface for? You can also add to this list of questions in your notes to make sure you get as much information as you can. {% hint style="warning" %} Make sure you make notes as you listen to the client! {% endhint %} You will later use your notes to understand their goals and create a proposal. * You can make notes on things to say during the presentation. Showing how it will solve their problems: * E.g. a client says they used a designer before, but what they created didn't work - you point out how that won't happen with us because the domain experts (the client) is inputting to create the solution. #### **3) Help them find a solution, regardless of whether it involves hiring Deep Work Studio or not** Clients often don't know exactly how to approach their design strategy. In some cases it's faster and more affordable to work with a single freelancer, rather than an agency. Sometimes product design is not necessary given the stage of development or financial resources. Try to find the core challenges and recommend next steps. #### **4) If hiring Deep Work Studio seems to be the best option, explain how we work** If the client hasn't heard of Deep Work before and doesn't even exactly know what Deep Work does, **make sure you present the value points of Deep Work.** We used to use a presentation, but now go straight into details and demos. Using the following process: * Mention that our design process is a scientific approach consisting of three phases: workshops, design and user testing. * Show an end example of a completed project that is relevant - e.g. live website, app, Figma file. * Introduce Deep Work as built for technical teams and founders in blockchain, such as X, as the most exciting products and filling a gap. * Show how the workshops look on a Miro board. * Explain 'we work differently to agencies and freelancers' * 'Technical experts in the design process - rather than designers trying to understand stuff they can’t!' * 'Faster results, no feedback, less frustrating, no knowledge transfer.' {% hint style="warning" %} Go through the process swiftly and watch their reactions. If they drift off and don't pay attention, skip through details. {% endhint %} * Describe prototyping - they look like the real product * Describe user testing - validates the concept for product-market-fit Do not go into excessive details until the next stage when we know specifically where clarity is needed. #### **5) Answer the client's questions and show examples** If they have questions, note them down so you can cover them. Most often their questions can be answered by showing specific examples of a previous (similar) project. Answering Client Questions: * Load up a [Miro board](https://miro.com/app/board/o9J_kvQyKKs=/), [prototype example(s)](https://www.figma.com/file/9mbwqict7FtRZrrRJVBbNb/Hummingbot-Miner-Prototype?node-id=0%3A1) and [final reports](https://docs.google.com/presentation/d/1glBGSTr-j8LvDhrtlBa_Q88exNMEGrXDU60FBJHuztU/edit?usp=sharing) for projects that are similar to the lead. {% hint style="info" %} You can find contextually similar projects on the [Deep Work Case Study](https://deepwork.studio/case-studies/) page {% endhint %} **6) Project Brief - Ask the client the following questions. (5 mins)** You can skip if already asked or the client gave context before. If you're unsure, clarify at this stage. You can refer to the [Broken mention](broken://pages/k6NwUJ3GTz6WNdB3v8bv) section in this documentation for the exact scope of each project, assuming that they are modifyable (see [Broken mention](broken://pages/VqP5UoEClUz9aiSY29DX)). {% hint style="warning" %} **The following information is essential to create a proposal!** {% endhint %} * What is their **budget for the design work**? * *If they don't have one or you sense an awkward silence, say "The Hypersprint itself is productised and we charge $X USD (check with the latest pricing), however, each client is unique and we'll create a quote with multiple options and deliverables".* * How important is **visual design/fidelity** (the look and feel of the product)? * If it's important, a visual design iteration with a second user test is a good choice. This is also the case if you have a sense that one week/iteration might not be enough if the concept is very complex and potentially requires additional screens. * Is the goal of the prototype to **share the concept with investors** or to **implement it straight away**? * Implementation might require a **component library**. Double check if that's the case. * Do they know if they are designing for **mobile or desktop**? * If both, that should be included in the scope. * Is there a **live interface** or are there existing designs? * If yes, it might be worth user testing upfront. * Do you have **any other questions** for us? **6) Suggest an approach to structure the project** * With the information you've gathered, suggest a rough approach to the project. It doesn't need to be very specific at this point but it always helps providing a cost estimation. * *For example: Since you have an existing interface, we'll start with user testing so we have more data for the collaboration sessions. We'll run a Hypersprint to test and validate an improved UX. Since getting the UX right is super important, we'll run a UX iteration week.* * Explain the deliverables the client will get: * *For example: you'll recieve prototype designs which we'll validate twice. Your development team can implement them straight from Figma.* * See if they have any feedback or need anything else. **7) Tell them what happens next** After the call you will start preparing the proposal and calculating the cost. Both will be sent to their email. > "I've got everything I need to create a proposal and quote. I'll include the option and cost of adding a component library compared with only the design sprint, etc." > > "I'll send it by email by \[give realistic estimate with your current workload]" {% hint style="warning" %} Creating the proposal should take **no more than two days** - proposals have to be prioritised to give the client precise information as soon as possible. This should also reflect Deep Work's agility and speed of work. {% endhint %} You can also give them an estimation of when the project is likely to start and the payment terms. > "If the proposal and quote is good, we can normally start \[give realistic expectation]" > > "To start the project we typically invoice 50% upfront (unless the project is longer with milestones) and a simple Statement of Work". > > "That's the only admin, there's no need to do anything else as we onboard your team and everything starts on the collaboration. No need to create briefs or prepare." At that point you can say your goodbyes and thank-you's. **8) After the call** Write a debrief using the following [Typeform](https://deepworkstudio.typeform.com/to/v081NtEP). Here's an example of a good debrief: > Known us/Andrej for some time. > > Kernel background. - exciting project. > > Need a web presence that communicates what they do, the amazing partners, team and shows users their roadmap. Moving away from a perception of no team or a chance of being a scam. > > Very keen to do a landing page sprint and visual iteration (visual important as want particular game/pixel based style). > > However, were extremely disappointed when I communicated a first possible start date would be sometime in March. > > Were honest that they'll need to look elsewhere to find a quicker turnaround. --- [Next Page](/llms-full.txt/1)