Core Processes

Payment Management

Purpose: Ensure timely and accurate disbursement of funds to circle members and awarded teams.

Responsibilities:

• Make test payment

• Update members wallet addresses for payment

• Review and validate entries (Auditing)

• Approve payments

• Ensure accurate and timely execution of payment batches

Awarded Teams & Projects Info Management

Purpose: Maintain up-to-date records of awarded and non-awarded teams across funding rounds on the portal website.

Responsibilities:

• Collect new data through form submission

• Update website, internal DB, and reports

• Coordinate with points of contact for updates

• Tools:

• Wordpress, Google Sheets

Process Identification for Automation Initiatives

Purpose: The Operations Circle identifies manual efforts and develops processes to reduce them, rather than building the automation tools themselves.

Responsibilities:

• Identify repetitive tasks

• Design processes to reduce repetitive tasks

• Coordinate updates with IT or relevant devs

Website & Content Management

Purpose: Keep public and internal-facing content accurate and timely.

Responsibilities:

• Identify content needing updates (circle pages, events, blogs, etc.)

• Prepare and validate content

• Publish updates

Data Reporting & Analytics

Purpose: To maintain circle alignment and ensure progress is made through transparent and insightful data.

Responsibilities:

• Data Analysis: Analyze collected data to identify trends, patterns, and insights related to operational efficiency, payment processing times, and other relevant metrics.

• Report Creation: Develop regular and ad-hoc reports that visualize and communicate key data insights to the Operations Circle and relevant stakeholders. Reports should be clear, concise, and actionable.

• Distribution and Communication: Establish a clear distribution cadence for reports and dashboards, ensuring timely delivery to relevant stakeholders. Communicate findings and insights effectively during weekly meetings and via async channels.

• Identify Areas for Improvement: Utilize data insights to identify bottlenecks, inefficiencies, and areas for potential process improvements within the Operations Circle.

• Track Progress of Initiatives: Monitor the impact of implemented changes and initiatives through data analysis, tracking progress towards established KPIs and OKRs.

Documentation

Purpose: To establish and maintain a comprehensive and easily accessible repository of all operational processes, guidelines, and key information, ensuring consistency, clarity, and knowledge sharing within the Operations Circle and with other stakeholders.

Responsibilities:

• Identify and document all core operational processes, workflows, and procedures, including step-by-step instructions, decision points, and responsible parties.

• Create and maintain up-to-date documentation for tools and technologies used by the Operations Circle.

• Develop and organize training materials, onboarding guides, and FAQs for new and existing team members.

• Ensure all documentation is stored in a centralized, easily accessible location (e.g., Google Drive) with a clear and consistent naming convention.

• Regularly review and update existing documentation to reflect process changes, new information, and best practices.

• Establish a process for version control and archiving of outdated documentation.

• Collaborate with other Circle members and stakeholders to gather information and ensure accuracy of documentation where necessary.

• Communicate updates and additions to documentation to the relevant teams.

• Maintain a log of all documentation, including creation dates, authors, and revision history.

• Ensure documentation is user-friendly, clear, and concise.

Inter-Circle & Community Communication

Purpose: To ensure transparency and maintain community alignment by proactively communicating all significant Operations Circle process updates, outcomes, decisions, and relevant status updates to the broader DeepFunding community and other Circles.

Responsibilities:

• Filter and Select Updates: Identify and select key operational updates, process changes, completed initiatives, and important outcomes that are relevant and necessary for community awareness.

• Utilize Communication Channels: Distribute updates via appropriate community channels (e.g., Mattermost).

• Gather Feedback: Monitor community channels for questions, feedback, or concerns regarding the updates and relay them back to the Operations Circle for discussion.

• Maintain a Communication Cadence: Establish a regular schedule (e.g., bi-weekly or monthly summary) for sharing updates to prevent information overload and ensure consistent transparency.