Determine the scope and team for the project

Identify the functions and people needed to carry out the project, and decide what the project will focus on. Prioritize ongoing projects and make sure you are able to delegate tasks effectively.

If you received the project through anOutreach Coordinator, make sure you add them to the project in Deep Teams and compensate them for their work. Verify that the project has the potential and budget to pay for ongoing work in the future.

Find a team

You can find a list of existing projects from all departments here or browse through the existing functions in the Deep Teams app and come up with your own scope, involving existing experts.

Alternatively, here is a searchable list of external experts who have applied (and/or have been verified by a representative) with a specific skill.

Project process

Design the process for adequate execution of the project. Only start the project when all workflows are clearly defined and review them for optimal efficiency. Review the process if any automation of optimization can reduce the cost while increasing the quality of the output.

Before starting the project, always review whether it's possible to reduce the cost and increase the quality.

Confirm the budget

Assess the budget and scope of the project. Ask the representative of the team or department for the budget and get a clear understanding of what the project entails. Clearly communicate the budget to the facilitator or make sure you mention it at the beginning of the workshop yourself.

When calculating the cost, calculate with a profit margin of approximately 20-30%

If the project is new or experimental, remember to also review DEEP token issuance and ensure that everyone receives a fair amount.

Onboard the client

When working with an external client, prepare the statement of work and send the client an upfront invoice. Make sure that the upfront invoice covers the team's cost. The invoice can be generated in Deep Teams.

Modify the following Statement of Work in Typeform and send the client a link. Here's how to do it:

pageInvoice & Statement of Work

Select a stakeholder

Choose an external party to evaluate the project’s success and confirm it has been completed successfully. This can either be an external client or an internal team lead.

Collaborative workshop sessions

In order to align your team and the client team and determine what needs to be done, you can prepare an initial workshop session. It’s not always necessary but can often be helpful to make sure everyone stays on track and no time is wasted, especially with a nascent project.

You can either use a kick-off workshop template from Miro or design your own workshop:

Custom workshop sessions

You can find more workshop templates in the Workshop Templates section in Miro.

Design the creative process for the collaborative workshop and make sure the facilitator understands the nuances and how to deal with uncertainties during the workshop.

Set a timeline for the project

Determine when the project should start and end, and plan for contingencies in case the project requires more budget.

Create project schedule

Schedule a collaborative workshop and additional meetings or sessions for the team. Invite a facilitator to help guide the workshop and communicate the budget and process for the project before beginning.

After the workshop, make sure that everyone is clear on their compensation and time commitment.

Make sure to include everyone in the relevant calendar invites.

Create a communication channel

Set up a way for team members to easily communicate with each other and ensure they have access to the resources they need.

Monitor and control the progress

Set up the project in the Deep Teams application to track progress and expenses. After the project work is done and the review has taken place, update all functions in the app with the actual contributions by each individual to make sure that the project record is as accurate as possible.

Support the team

Monitor the progress of the project and address any questions or requests from the team. Facilitate constructive discourse related to working conditions and resolve internal conflicts as quickly and openly.

Support the client

In case the client has specific requests, ensure that the project stays within the agreed on scope and be present to answer any questions.

Facilitate Retrospective

After the project is completed, ask everyone on the team to review their functions and update them to increase individual efficiency.

Facilitate a Retrospective Workshop to review the overall project structure. Ask the team if anyone has done additional work that went unnoticed and make adjustments to the project budgets if necessary. Update the documentation based on the decisions made in the workshop.

Remember to also adjust the DEEP token issuance, if needed.

Review payments

During or after the retrospective you might need to review budgets or retroactively define who needs to be compensated for their work. You can extend the retrospective with the following exercises:

  • List everyone who took part (yellow post-it's below)

  • Ask everyone individually to describe what they were working on (orange post-it's)

  • After each description, give everyone else a chance to add unrecognized work.

  • Ask everyone to place a number between 0-5 (or a more granular range) next to each task (teal post-it's) to rate the value of the task in the context to the overall deliverable.

The value of an individual task should show how useful it was to the final deliverable, compared to all the other tasks. It does not represent the time or effort spent on the task.

  • After everyone agreed on the value of each task, summarise all numbers, divide the total budget by the sum (this will give you the amount for each "vote"), and multiply this amount with each rating individually to arrive at the monetary value of a task.

Finalize the project

In the case of a client project, communicate the completion of the project, ensure they received all deliverables, and send the client the final invoice.

Clearly document your learnings on the project, in case you have a sense that it may be repeated in the future. Discuss with the team lead where it should be documented in case you're not sure.

Once everything is finished, complete the project in the Deep Teams application and discuss any changes with the representative/lead of the team. Make sure everyone is paid upon completion.

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