Been an absolute pleasure getting to know many of you over the past few months. So many intelligent, wonderful folks, really grateful to be part of the Index movement.
I’ve spent the past few months reviewing the onboarding process, reviewing internal feedback, speaking with new joiners, working group leads and workshopping with other DAO’s (Bankless, GitCoin, FF etc) who are also rebuilding their onboarding processes.
We have a great onboarding process at the moment. However, predicting a large growth rate in contributors and the expansion of new working groups, I believe we should start designing a new onboarding process accordingly. Sooner or later, we’re going to have to have a conversation about maintaining quality by creating membership levels and high impact contribution zones.
I wanted to run some proposed changes past everyone for feedback. I believe the onboarding process is incredibly crucial for the growth and success of the COOP. Hoping to get some feedback from existing members to help design onboarding 2.0.
To make this work, some of the proposed changes are going to require a small amount of coordination and participation across all the working groups. I’m mindful there’s a lot going on at the moment, ideally someone from each WG could browse through the proposed updates (8) and flag if there are any concerns. I’m then available to help implement the suggested updates for each working groups onboarding process.
A number of reasons for proposing these changes:
We can improve transparency, clarity and consistency. I reviewed over 200 form responses and have conducted calls with a number of new joiners. The biggest concern is a lack of understanding - how to get involved, how to navigate and how to progress. We have potential high value contributors falling through the cracks, as @BigSky7 articulated well https://twitter.com/BigSky_7/status/1441490630295777282?s=20
Documentation and navigation (Discord, Notion, GitBook, Forum) is confusing and overwhelming for new members. There is a flood of information. As discussed in the recent POC meeting, @Pepperoni_Joe , @seb and Eric flagged the need to audit current tools and management systems. I’ve taken notes here: https://www.notion.so/POC-Leadership-Meeting-3c030689b40c481388f6c756cc128975
We can improve identifying and expediting the onboarding of key talent and contributors who will fill crucial skills gaps (engineering for example). @Cavalier_Eth is doing epic work building product, we want the onboarding process to support him and the coop to identify key engineering talent as soon as possible without too much input.
We can more clearly articulate the COOP vision and mission, goals and product roadmap in onboarding. @MaryQ and @helmass have done huge work identifying this (What we learned from the survey). There is clearly a demand for (1) clarity on how to contribute (2) clearly defined mission, vision, (3) product roadmap. This was from 200+ new joiner submissions I reviewed:
@nic also has some great ideas for building sustainable culture which i think should be embedded in the onboarding process.
There is a lack of consistency between the documentation for each working group. While each working group will have its own unique content, onboarding process and information, we should strive for a base layer consistency. Many new joiners have told me they avoided specific working groups because of the clarity of documentation and direction.
We need better data and KPI’s. How do we measure the effectiveness of the onboarding process? I like the thought train in this post from JD, it should be applied to onboarding Request for Feedback: Index Coop KPIs v2.0.
Here are the immediate implementations I’m suggesting to start addressing the above challenges. We’ve already implemented some of these things.
1. Small restructure of the Discord
No major changes, just some small shifts to make things easier to navigate. Working groups sit under each other in the Discord, the addition of read only channel and community/contributors.
- Each working group Discord has read only start here page with link to Notion landing page and OB form
- Each working group Discord has a public discussion channel and a more private contribution zone channel
2. Small Restructure of Notion
Each working group has a start here WIKI/navigation public page which includes:
- Onboarding information
- A filtered bounty board
- Person directory
- Sub-working group and verticals
- Link to Google Drive and documentation
- Meeting notes
You can see the example here:
@pujimak_in is also really good at structuring Notion and organising the project management side of things, so I’d be keen to get his feedback and guidance here if different ideas arise. Hammad also made some really good suggestions around having people from each working group trained in Notion.
Here is the new master bounty board.
This is an easy and efficient way for new joiners to get involved and complete less autonomy heavy tasks. This bounty board can be filtered through to the individual working groups Notion. I’m hoping we can:
- Have a small allocation of index, example: 100 Index for tipping/rewarding bounties per WG each month. Will need to confirm how we best implement this from a financial perspective, potentially a separate proposal?
- Each working group adds bounties to their board.
- The talent scout (below) coordinates with the working group/working group lead to set, review and reward bounty completion.
4. Talent scouts/WG co-ordinator
Each working group has a talent scout/coordinator. This should be someone who co-manages or heavily supports the WG lead. The job includes the following:
- Review WG onboarding submissions
- Identify key talent to fill skills gaps
- Act as WG specific community person
- Host a weekly/fortnightly informal tea-time call for the WG
- Work with group lead to fill bounty board, manage requests and tips
5. Informal WG tea time calls
Informal short calls, meet and greet where new joiners can get a feel for the group and what they’re up to without being thrown headfirst into more context dense calls. Internal contribution calls should only be attended once a new joiner has attended several informal calls, or has expressed specific interest, or been identified as key contributor.
- A new joiner should attend several informal calls and submit a WG specific form (below) before joining the contribution zone calls
6. Bronze owl quest update, owl level restructure
Currently the Bronze Owl quest is very long, encompassing everything from the new joiner call to downloading and filling a contribution sheet, voting and completing tasks. And I don’t believe it necessarily filters for key talent. We should shorten the initial quest and form so that once the initial form is submitted and the New Joiner call attended, copper owl role is achieved.
- To progress, the new joiner should then attend at least three informal WG calls, and complete bounties specifically set by the WG. Bronze owl is then processed by the WG and WG talent scout.
- It should be more strenuous to achieve Bronze Owl status
- The new NFT initiative proposed by @DevOnDeFi and Static should be part of this process where working groups have the ability to apply and celebrate Bronze owls who’ve earned this with an NFT
- Obviously this entire process can be expedited should a new joiner have the immediate skills to contribute
7. Small changes to the GitBook and Notion welcome information
We need to clearly define which documentation belongs where. I’m proposing all task driven documentation (how to get involved, bounties impression mining etc) belongs in Notion. Values, mission, welcome, product information goes, quest, belongs in GitBook.
- @BigSky7 post should be updated and added to GitBook for New Joiners [Discussion] Affirming our Code of Conduct and Guiding Principles - #43 by puniaviision
- @lee0007 is doing amazing work structuring APAC notion and documentation, and I think could contribute to creating a master navigation document which would serve as a map.
8. WG specific onboarding process
Each working group will have its own onboarding process and form which will be reviewed by the groups talent scout. I think we should transition to using TypeForm as long term it provides a more seamless user experience, conditional paths and integrations.
- Short WG specific onboarding page + form (reviewed talent scout)
- Notion landing page/directory for each working group (mentioned above)
- Read only Discord start here (mentioned above)
POC example here: POC [ONBOARDING]
Some of these updates are going to be more or less relevant to different working groups.
A bit of grat:
Thanks to @Pepperoni_Joe and AfroMac for stewarding the initial onboarding iterations and all the incredible work you do. Mitz and Eric CM crew.
All the Bronze Owls who booked a call with to provide feedback
Working group leads who made the time to chat to help identify the challenges and skill gaps. Could only mention ten people in the post.
The other DAO’s we’ve been workshopping with
Would really appreciate any and all feedback on this.