Manual de Operações

O que abordar

• Which processes have to keep happening for the community to work — onboarding, exit, publishing proposals, recording contributions, running meetings, managing money, reviewing platform access, and anything else?
• For each process: which role owns it, and what does it involve in two or three sentences?
• For each process: where are the steps written down, so someone new could carry it out without asking the person who usually does it? (Where our documents live in general is its own question.)
• Which of these still depends on one person's memory or goodwill — and who will write it up, by when?
• How do we keep each written process up to date when the way we actually do it changes? (Handoffs between roles are their own question.)

Exemplos

Our core processes are member onboarding and member exit (Membership Admin, following those protocols), proposal publication (Governance Secretary), contribution recording (Contribution Steward), the weekly meeting (rotating facilitator: agenda, notes, action list), treasury management (Finance Steward) and platform access review (Infrastructure Steward, monthly, removing exited members). Each has a one-page checklist in the shared handbook that a new role holder can follow without help, and the owner updates it within a week of any change in practice.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• When someone takes on a temporary task, how is its end set — a date, or a clear condition that marks it done?
• Where is it recorded as temporary at the moment it is handed out, and by whom?
• What is the longest a temporary responsibility may run, extensions included, before it must become a formal role or stop?
• Who checks on it before the end date, and how is it either ended or turned into a proper role? (Defining the new role is a Role Registry question.)

Exemplos

Every temporary task is given with an end date or a clear "done when" condition and logged as temporary on the task board by whoever assigns it. A week before it ends, the assigner and the person doing it check in: the task either ends, or it is proposed as a new role for the Role Registry. No temporary responsibility may run longer than 90 days in total, extensions included.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• Which roles regularly pass work to each other?
• For each handoff: what is handed over, in which direction, and how does the receiving role know it has arrived?
• At what point does the work stop being the first role's responsibility and become the next one's?
• Where does work pass between a role and a meeting — for example, a decision that a role must then carry out?
• When a handoff gets dropped, who notices and who sorts it out?

Exemplos

Membership Admin to Infrastructure Steward: when a new member's trial starts, the admin posts their details in the access channel and the steward sets up accounts within three days; on exit the same route removes them. Finance Steward to Contribution Steward: at each month-end the finance steward shares amounts paid in so contribution records can be reconciled. Governance meeting to role holders: each adopted decision is assigned to a named role in the notes, and that role confirms it has picked it up.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• How much meeting time can we ask of one person — how often, how long, and what counts as an extra meeting?
• How many roles or hours a week may one person carry — counting unseen work like hosting, cleaning up or emotional support?
• What reply times do we expect — for everyday messages, urgent operational matters and safety issues — and when is nobody expected to answer?
• When someone says they are overloaded, how is their work covered, handed on or shared out — and how quickly?
• What signs tell us there is a pattern — lasting overload, burnout, members going quiet, or everything resting on a few people — and which review or repair process does that start?
• How often do we review these limits, and how are they changed?

Exemplos

Recurring meetings take up at most four hours a month per person; an extra meeting needs 72 hours' notice. Nobody holds more than two roles or about eight hours a week, care and hosting work included. Messages get a reply within three days, urgent operational ones within a day, safety issues at once. Anyone can say they are overloaded, and their tasks are reshared within two weeks; overload flagged twice in a quarter goes to our review-and-repair process. These limits are reviewed yearly and changed by proposal.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• Honestly, who or what is a single point of failure today — a person, account, key or skill that only one of us has?
• For each one: what is our plan to share it, and by when?
• For each core role and process: is the procedure written down, and what must be handed over before the holder leaves?
• Who backs up each core role — and where is a backup not yet possible?
• How often do we review this, and what else triggers a review, such as a role changing hands?

Exemplos

Today only one member can access the bank account and only one understands the water system. By March a second bank signatory will be added, and the water system will have a written guide and a trained deputy. Every core role has a named backup and a handover checklist that must be completed before the holder steps down. The Infrastructure Steward reviews this list every quarter and whenever a role changes hands.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• Which records can every Full Member open directly, without asking anyone — decisions, meeting notes, roles, membership, contributions? (Restricted and private records are their own question.)
• How soon after a meeting must notes and decisions be published?
• When someone asks for information they are entitled to, who must answer, and within how long?
• How do we make sure no single person or role is the only way in to information others need — passwords, files, contacts?
• What happens when someone holds back information a member is entitled to?

Exemplos

Every Full Member can read decisions, meeting notes, role assignments, membership status and contribution records in the shared drive without asking anyone. Meeting notes are posted within 48 hours. Any other request for information a member is entitled to is answered within five days. Every shared account and folder has at least two people with access, and withholding information a member is entitled to is treated as an accountability issue under our conflict process.

Exemplos, não recomendações. As respostas de vocês serão de vocês.

O que abordar

• For each kind of record — our governance documents, member registry, meeting notes, proposals, contribution records: where does the official copy live, who keeps it, and how often is it reviewed?
• What must be written down about decisions, roles, day-to-day operations and shared obligations — what does each record have to contain at minimum?
• Who may read which records, and which are restricted for privacy — on what grounds, and who may still see them?
• When must a new record be published or announced, and to whom?
• Does every decision record say what type of decision it was and which area it covers, who had the authority, how it was decided and by what threshold, the outcome, and when it takes effect?
• Where can anyone find, written down, our roles, who may decide what, our meeting types, and our access and privacy rules?

Exemplos

Governance documents, the member registry and proposals live in the shared drive, kept by the Secretary and reviewed yearly; meeting notes and contribution records live on the wiki, kept by each facilitator and the Contribution Steward and reviewed quarterly. Every decision record states its type and area, who decided, the mechanism and threshold, the outcome and its start date, and is announced within three days. Members can read everything except health, safeguarding and conflict records, which only the people involved and two named stewards may see.

Exemplos, não recomendações. As respostas de vocês serão de vocês.