Ops Scope


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.


Optimi is an Enspiral financial sponsor founded by Malcolm Colman-Shearer in 2015 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
  • Pay out Cobudget buckets when requested.
  • Chase any overdue invoices
  • Work with the accountants
  • Keep an accurate record of how much we have in all Foundation accounts

General Inquiries

  • Respond to emails coming to [email protected]
  • Look after decentralised system that sends contact requests to Slack
  • Ops can also be contacted via the Slack channel #ops_chat internally

Manage members

  • Process requests from node hosts to add new members
  • Keep list of contributors members up to date
  • Offboard members who are leaving

Manage Tools

  • Serve as SaaS admin for all Foundation platforms

Manage Foundation Stewards

  • Run annual foundation steward re-opt-in process
  • Manage issue and forfeiture of shares in the Foundation

Company Support

  • Compliance paperwork for AGM and Shareholder meetings
  • Manage Enspiral Foundation Ltd on the Companies website
  • Maintain a shareholders register
  • Manage document signing for shareholder resolutions

Collaborative Funding

  • Ensure all members are added to Cobudget
  • Distribute funds in Cobudget according to requests from the Board
  • 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
  • Update the FAQ, help, and onboarding documentation when possible