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DEF uses sequenced events to keeping everyone moving forward with transparency. We use some aspects of scrum to get as much work done as possible in limited time.
DEF uses sequenced events to keeping everyone moving forward with transparency. We use some aspects of scrum to get as much work done as possible in limited time.
Weekly Monday-Night Call
Weekly Monday-Night Call
Held weekly on the first non-holiday week night (usually Monday) at 2000 EST, the Leadership Team all dials into a Zoom call to work through any issues, updates, or planning for the future.
An agenda will typically be posted in the #general channel in Slack with any logistical changes and the topics for the call.
Any DEF volunteer, member of the leadership team, or Agora Lead can attend a weekly call.
During the call, the team will video chat while looking at the Trello board or boards relevant to ongoing discussion.
If you want to be involved and contribute to DEF, you should attend the Monday Night Call. This is the best opportunity to see everything happening in the organization and get involved.
If you want to be involved and contribute to DEF, you should attend the Monday Night Call. This is the best opportunity to see everything happening in the organization and get involved.
Typical Monday Call Agenda
Typical Monday Call Agenda
Admin Notes (2-3 min): intro agenda, topics and any guests
Decision Time (10 min): review and discuss any decision points needed to keep the team moving
Upcoming Events (10 min): discuss Annual Conference, DEFx, etc.
Weekly Scrum (20 min): review completed and nominated work, update team lists
Nominations & Updates
Nominations & Updates
Team members nominate work to get done on Trello, using Slack to coordinate.
Using the template, tasks are created that have a description, definition of done, due date, priority (or points for those of you familiar with scrum velocity), and several other fields.
If possible, the card is linked to an objective.
The person actually doing the work will be added to the card and the card will be moved to the Backlog list.
This template is to help make task creation simple and keep things moving.
There are 11 steps for the admin part of the card.
It should take 2-3 minutes to create a card.
During the week, teams execute their tasks and get stuff done.
While working a problem, if you encounter an issue, use the applicable channel in Slack (e.g. lt-operations for an Ops Team issue or question) to bring up challenges.
Slack is the primary way that DEF volunteers communicate with each other, as it allows for asynchronous discussion and organization in threads without the siloed results of email.
Team-Specific Events
Team-Specific Events
Every team leader can schedule recurring events for the members of their team, either collectively or individually.
These events are not managed at the national leadership team level, but may be a significant part of your team communication.
Zoom meetings can be setup for anyone and the credentials are available for all the team leaders.
We record all the meetings and keep them for a week or two and can make them available if you ever need the recordings!
Quarterly Workshops
Quarterly Workshops
DEF has in-person leadership team workshops every quarter. The location can change, but it is often in the Washington, DC area.
The agenda is discussed in advance. Anyone can nominate topics for the agenda, which is built by the business operations team lead and the executive director.
The workshop normally takes place on both a Saturday and a Sunday.
Anyone on the leadership team (team leads and those that work with them) can attend. On occasion, we notify the entire DEF community and open invitations, but that is on a case by case basis.
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