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 to place them on a list of potential experts. 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.
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.
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:
No Department Budget and Non-Urgent: Add it to your department's monthly budget on the Balance Sheet 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.
Urgent: Raise a 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 after a successful vote.
Only make payment transactions after you reviewed the completed work!
Manage wallet and make payments
Review all payment requests to make sure all requests correspond to completed and valuable work.
Send payments to all members at the end of the month:
Maintain department documents
Keep the Notion document, Miro board and Discord channel of your department tidy and up-to-date with current working data and orderly structure.
The following documents and systems need to be up-to-date but might differ for each department:
Notion - department notes
GitBook - workflows and documentation
Miro - relevant templates
Typeform - input forms
Discord - add/remove channels
Sobol - current active members
Google Drive - spreadsheets, templates, invoices, user files
Zapier - connecting the tools above
Deep Teams functions - adjusting multipliers based on governance proposal
Department Products - showcasing what the department has to offer, the price and other details
External expert database - 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.
When you update the documentation, please remember to update all working files across tools like Notion, Miro, GitBook etc. When in doubt, refer to the operations department to show you the documents that need updating.
Facilitate department 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.
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