Deep Funding Workgroup Framework
What is a Workgroup?
A Workgroup (WG) is a temporary, task-focused team created to address a specific operational issue, improvement opportunity, or strategic need within Deep Funding.
Key characteristics:
Temporary: it has a defined start and end date.
Cross-Circle collaboration: members may come from multiple Circles.
Goal-driven: created with a clear purpose, scope, and success criteria.
Stepping stone: the WG exists to develop, validate, or deliver something that leads to the next operational stage.
A Workgroup is not a permanent entity. Once its work is complete, it dissolves, and the results move into the appropriate execution path.
Why Create a Workgroup?
You should propose a Workgroup when:
A Circle member has detected a problem or opportunity in the operation that needs solving.
The solution requires focused effort that cannot be handled within normal Circle duties.
The work needs specialized skills from multiple Circles.
The outcome requires testing or validation before full implementation.
Common use cases:
An idea from the Lab's pipeline needs discussion.
Designing or improving a tool.
Creating or refining operational processes.
Researching a new approach before scaling.
Coordinating a short-term, high-priority initiative.
How to Create a Workgroup.
Step 1 - Access the WG Creation Form
In Mattermost, type: /workgroup
This opens the WG Creation Form.
Submitting the form automatically creates a decision ticket in the Task Management System for review.
Step 2 - Fill Out the WG Creation Form
The form asks Circle members to define:
What needs to be done (Description of work outcome)
Why is it important (What is the problem or opportunity)
When it will happen (Start and ending dates)
Who will be involved (Names, roles, and reason for inclusion)
Which indicators (clear, measurable signs of success)
How it will be done (methods, tools, or processes to be used)
How much will it cost (budget breakdown)
Step 3 - Approval Process
If the budget is ≤ US$200: Automatically approved.
A member can only be in one automatically approved WG per month.
If the budget is > US$200: Reviewed by the Cluster under which the suggested WG will sit, through a selection process to evaluate alignment, feasibility, and potential impact by the Cluster to which the WG will be related.
Step 4 - Launch the Workgroup
Approved WGs are formed with members from relevant Circles or the community.
Work begins according to the agreed scope, timeline, and deliverables.
Expected Outcomes
A Workgroup must always produce a final, documented outcome that leads somewhere; it cannot end in a dead-end.
Possible outcomes:
Goes to Labs: for solutions that require research, prototyping, or experimentation before delivery.
Goes to IT Circle: for solutions that are clear and ready for execution.
Creates a New Circle: when the work establishes a new area of ongoing responsibility.
Implements a Process: when the work results in a repeatable operational improvement that shall be registered in the DF Manual.
Opens a New, Unforeseen Path: when the WG’s work reveals an unexpected opportunity or direction not initially considered.
Ends with its purpose not achieved, and clear documentation of why not/why the idea turned out to be unworkable. (NOTE: in this instance, if someone else in future wants to start a WG to do something similar, they will need to explain how their approach is different from this WG’s, and how they will avoid the same thing happening.
Final Output Requirements
The WG must deliver a final document that:
Specifies the solution, objectives, and deliverables.
Recommends the next step: Labs, IT Circle, new Circle, process, completion, or an unforeseen path.
Includes any materials, workflows, or specifications needed for execution.
The payment for the workgroup hours is contingent upon achieving the above.
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