Team Setup

Finding the team should be prioritised as soon as the client confirms. There should be no more than one week between the client confirming and a potential date sent to the client. Sooner is better.

Update: 27th July: Creative Director should preferably be on the project as the facilitator or product designer.

Before selecting the team, you'll need to create the budget so everyone knows the rates they are going to get paid.
Use one of the following templates:
Make sure you fill out the budget sheet for the respective project completely (including user tester rewards) and save the link of the edited state. You will need it during the project setup.
If you need to calculate rates of days, refer to this spreadsheet with global rates. Old spreadsheet:
Only refer to this if the templates above didn't give you the needed values.
Detailed walk-through of team budgets:

Add the project timeline and team to Asana. You can use Asana to help plan availabilities against other projects - at any stage. However, please make sure it is up to date and accurate when the team is confirmed.
How to use it:
With the addition of the User Tester Recruiter, please consider the following:
Schedule the work of the Recruiter to start seven days before the start of the user research session. So they can start on the first day of the workshops (sometimes the target audience is clear) and the scheduled work ends on the first day of user testing.

After the client confirms the project, the Creative Director finds the team.
Notes or Requirements
Creative Director
  • Should be on the project as the facilitator or product designer (unless the project can not go ahead without the creative director not in one of the roles)
Workshop Facilitator
  • What's best for the organisation to run more projects and have as many people as possible working.
  • Who's best for the project.
Product Designer, Website Designer or Visual Identity Designer
  • As above
User Researcher
  • As above
Tester Recruiter
  • As above

You can use the Deep Skills app to make gather applications to the project faster. Since you may not know the exact dates at this point, select a range. You can always change them later.

Use the project link and send it to any expert you think would be a fit. You can find a full list of the current Experts in the Actors spreadsheet. This will be automated in the future. Ask them to provide their (un)availability within the specified date range in the application field.
Currently, the app will not send you a notification when someone applies! So you will have to check manually.

When you review the applications and someone mentions their unavailability, please update it in Asana so everyone else is aware. This is important because it continuously keeps the team's availability visible.
Make sure you look at their portfolio and previous work. It can tell you whether someone is a good fit and has an understanding of the projects challenge.

If you're unsure or want to find the team manually, reach out to them individually and ask for their earliest availability and interest in the project. Mention the following details:
1) Send the expected start date of the project
2) Send them the project budget (calculated above so they can see how much they'll get paid)
3) Send them the proposal and quote (so they can see what the project entails)
4) Send them any details about the client (so they can decide if it's an interesting challenge / if they want to work for them)
Be sure to let the team know the project is not confirmed until the upfront invoice is paid. As CD, please prioritise getting this paid so the team knows the project is locked in. See the financial process for more detail on team payments and the importance of the upfront invoice..

Some projects might only happen in time if you (the Creative Director) also fill a different role (e.g. the Facilitator or Product Designer). This is a good opportunity to find and onboard new people from outside the Deep Work network.
Check this list of potential Experts if anyone could be a fit. If you know that someone is already an expert, feel free to remove them from the list.
You can also use the #jobs channel in Discord to advertise that you are looking for a mentee.
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On this page
Team Budgets
Scope and visualise the project timeline
Finding and Selecting The Team
Who to choose
Finding people through Deep Skills
Finding the team manually
Finding and onboarding new Experts