Enspiral Handbook
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Ops Scope
Context
The contract
Enspiral Foundation Limited via the Board has contracted the Ops team (Optimi) to provide a range of back office and administrative services. This is a summarised version of the agreed scope of work.
Ops
Optimi is an Enspiral venture founded by Malcolm Colman-Shearer to enable organisations to spend more time working on the stuff that matters by optimising organisational systems and processes.
Contracted work
Banking and Xero - Financial Admin
- Process invoices and bills and keep bank accounts reconciled to Xero
- Make payments for monthly fixed costs
- Chase any overdue invoices
- Work with the accountants and make sure the monthly financial report is published to members
- Keep an accurate record of how much we have in all Foundation accounts
General Inquiries
- Respond to emails coming to [email protected] (website contact address) and [email protected]
- If someone doesn't know who to talk to at Enspiral, point them in the right direction
- Ops can also be contacted via the Slack channel #ops_chat
Manage Contributors
- Manage contributor enquiries about operations via email, slack and Google forms.
- Process requests from members to add new contributors
- Send new contributor welcome email
- Add new person to online systems
- Keep list of contributors up to date
- Manage contributor re-opt-in and financial contribution process (at three months, and annually thereafter), including removing contributors who opt out
Manage Tools
- Serve as SaaS admin for all Foundation platforms
- Reconcile list of users for all tools with master list of contributors
Manage Membership
- Run annual member re-opt-in process and check in with members on hiatus
- Work with the Member meeting crew to schedule monthly members meetings
- Add and remove members from the Members Loomio and Slack groups as needed
- Manage issue and forfeiture of member shares in the Foundation
Company Support
- Compliance paperwork for AGM and Shareholder meetings
- Manage Enspiral Foundation Ltd on the Companies website and CompanyBox
- Maintain a shareholders register
- Manage document signing for shareholder resolutions
Collaborative Funding Currently paused until a new approach is established (circa 2021)
- Ensure all contributors are added to Cobudget
- Distribute funds in Cobudget according to contributions
- Update buckets when paid out
Role Optimisation
- Manage and prioritise a roadmap of identified and suggested improvements to Foundation processes
- Make improvements within scoped budget to provide increased value to Enspiral Foundation
- Reporting back on improvements periodically
- Update the FAQ, help, and onboarding documentation when possible
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