FAQs
Q: What is the Operations Circle responsible for? A: The Operations Circle ensures smooth functioning of internal processes including payments, automation, documentation for awarded teams, and cross-circle coordination. It focuses on maintaining efficiency, resolving blockers, and supporting all operational activities across the organization.
Q: What types of meetings does the Operations Circle conduct? A: Two main types of weekly meetings are held:
Monthly retrospective calls (first and last Tuesday of each month) – Used to plan monthly goals, review progress, and discuss accomplishments and challenges from the Retrospective Document.
Ad-hoc calls – Held only when needed to address urgent, specific, or unexpected issues that require immediate attention.
Q: Are these meetings mandatory for all circle members? A: Yes. Attendance for Monthly retrospective calls is encouraged for all members involved in ongoing operations, especially those owning tasks under discussion.
Q: What happens if a member can’t attend a meeting? A: Members are expected to share updates asynchronously (via Mattermost in #DF-Operations Circle)
Q: How are meeting outcomes documented and shared? A: Meeting notes, action items, and follow-ups are recorded and shared via Mattermost in #DF-Operations Circle.
Q: Who handles payment automation systems? A: Payment automations are developed and managed on contract, ensuring timely and accurate processing through internal tools.
Q: Who should be contacted if there’s an issue with a payment or automation process? A: Request intervention or assistance either through a support ticket or by submitting a task for the Operations Circle to execute.
Q: How to request support, viz: how to generate a support ticket? A: The Operations Circle receives the ticket and keeps the complainant updated while the issue is being resolved.
Open any chatbox in DEEP Mattermost channels
Type /Support and enter/send
Q: How to request or create tasks requests to other circles? A: ...
Open any chatbox in DEEP Mattermost channels
Type /task and enter/send
Fill the opened form
Once done, notification will be sent to the circle channel
Q: How to get access to #DF-Operations Support channel in Mattermost? A:After confirming that you are not in the Operations Support channel, please reach out to the Operations Circle via a support ticket or task request form, as explained above.
Q: What happens in adhoc calls? A: Ad-hoc calls are conducted for specific needs or issues that arise unexpectedly. They are scheduled on a need-basis to address urgent or unplanned matters.
Q: How are blockers escalated? A: ...
Attend Open DF Support Call (happens every Friday)
Escalate to Operations Circle Via Support Ticket (refer 8)
Ask or discuss in Operations Support channel
DM Operations Circle Coordinators on sensitive/more private challenges
Q: Which tools are central to the Operations Circle’s workflow? A: ...
OpenProject – Task tracking and management
Mautic – Communication and outreach automation
DF Internal Automation Tools – For payments and milestones
Q: Where can I find documentation for operational processes? A: Check out - https://df-manual.gitbook.io/df-book/~/changes/97/operations-circle/circle-overview
Q: How can members suggest process improvements or automation ideas? A: Ideas can be shared during the Monthly Retrospective Calls or directly in the #DF-Operations Circle channel on Mattermost. You can also use the Anonymous Bot, which posts your message in the anonymous channel.
Q: How are new tools or automations introduced? A: New tools or automations can be presented in Open All Hands Meetings, followed by internal communications in Mattermost.
Q: Whom should I contact for tool-related issues? A: Contact Operations Circle and IT Circle via the above stated means.
Q: What is the Retrospective Document? A: The Retrospective Document is a monthly planning and reflection report prepared at the beginning of each month. It outlines each member’s goals, key deliverables, and focus areas for the current month. It also serves as a record of accomplishments and challenges that are later discussed at the end of the month.
Q: How and why is it important for every member? A: It ensures every member sets clear, measurable goals and stays aligned with the Operations Circle’s priorities. Reviewing this document helps track accountability, identify blockers early, and recognize contributions, which directly supports bonus calculations and performance assessments.
Q: When is the Retrospective Document presented? A: The Retrospective Document is created and discussed on the first Tuesday of each month to align on goals for the upcoming weeks. A follow-up discussion is held on the last Tuesday of the month, where members review their accomplishments, unresolved blockers, and overall progress.
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