# 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:  <mark style="color:$danger;">/workgroup</mark>

* 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.&#x20;

Possible outcomes:

1. Goes to Labs: for solutions that require research, prototyping, or experimentation before delivery.
2. Goes to IT Circle: for solutions that are clear and ready for execution.
3. Creates a New Circle: when the work establishes a new area of ongoing responsibility.
4. Implements a Process: when the work results in a repeatable operational improvement that shall be registered in the DF Manual.
5. 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.

<mark style="background-color:$danger;">The payment for the workgroup hours is contingent upon achieving the above.</mark>

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