Circle Overview
What is the Operations Circle?
The Operations Circle is the heart of Deep Funding, a direct nexus with the Core Team that ensures all behind‑the‑scenes operations run so smoothly they feel invisible (Operations Circle – Community).
Mission Statement:
To deliver seamless, proactive operational support and foresight, enabling the Deep Funding community to thrive without friction.
Primary Objectives:
Ensure Accuracy and Timeliness Across Operational Processes
Oversee and Execute Timely and Transparent Payments
Maintain and Update Community-Facing Platforms
Support and Maintain Data for Awarded Teams
Drive Development of Automation and Operational Tools
Structure & Roles
The Operations Circle follows a decentralized structure, where leadership is distributed and members collaborate fluidly based on capacity, context, and expertise. While each member leads specific areas, responsibilities are shared across the team to ensure continuous progress and mutual support.
Circle Coordinators:
Responsible for reporting circle updates to Deep Funding staff.
Leads coordination efforts within the circle, ensuring smooth communication and workflow across all roles.
Manages records of awarded teams and facilitates ongoing coordination and communication with them.
Handles all payment processes and resolves any issues related to funding disbursements.
Oversees updates to the DF community website and ensures accurate, up-to-date information is shared with the community.
Accepts, assigns, reviews, and audits tasks to ensure quality delivery and accountability across the team.
Collaborative Approach:
While members take initiative in their lead roles, tasks are often shared. When a lead is unavailable or a workload spikes, other members step in to ensure continuity. This fosters a resilient and adaptable workflow aligned with our decentralized ethos.
Collaboration Cadence:
Weekly Updates Call (Fridays)
Weekly Team Call (Tuesdays)
Async Communication (Mattermost) #DF-Operations Circle
Kanban board on Openprojects for tasks
Key Stakeholders Roles:
IT Circle Coordinator
The IT Circle is responsible for maintaining and managing key tools supporting operational efficiency. They currently oversee:
OpenProject, the task management system used by all circles.
Mautic, the platform handling email communications and outreach automation.
Rojo
Rojo creates and manages internal automation tools that streamline repetitive tasks and reduce manual workload. Notable contributions include:
Payment automation systems
Milestones automation systems
Other internal tools that enhance coordination and efficiency within the Operations Circle
DeepFunding Chief Operations Manager
He ensures strategic alignment across circles, facilitates decision-making, and supports the overall effectiveness of the decentralized operational framework.
Communication:
Weekly Meetings:
Operations Process Call – Tuesdays: A focused working session to document or refine operational processes, address blockers in workflows, and review automation/data/reporting issues.
Operations Sync – Fridays: A broader check-in covering updates across payments, automations, documentation, website updates, and general coordination. This is where weekly priorities are reviewed, and action items for the upcoming week are aligned.
Escalation Path:
Peer Resolution: Attempt direct resolution with the involved member or role lead.
Circle Coordinator Involvement: If unresolved, escalate to Mayordefi or Ayo.
Cross-Circle Coordination: For issues overlapping with other circles (e.g., IT, Review), raise in the Tuesday Process Call, Friday Sync, or via #DF-Operations Circle on Mattermost.
Core Team Escalation: For major blockers, escalate to Rafael (COO) or relevant Core Team member.
Last updated