MMM Ops Workflow
Understand MMM Meeting Formats
Review the structure of the MMM Meetings to better understand how and when to contribute:
Participate in coordination calls
A large part of your job is participating in coordination calls. Discover more about these calls here:
MMM Ops Coordination Calls
Know your points of contact
Know who you will be interacting with on a day-to-day basis, what they are responsible for, and how to contact them in relation to specific project needs.
More information about the members of MMM and their roles can be found here:
Manage DAO and partnership expectations
Understand what partners need and what can be realistically offered. Manage expectation around what is needed and how long it will realistically take for it to be delivered.
For example, it can take several weeks for a design product to be delivered, due to its creative nature. Allowing as much creative space as possible helps ensure high-quality output, while rushing the creative process can be detrimental to Gitcoin’s brand.
Additionally, monitor the workload of team members, as well as their upcoming tasks. Manage workflows in a way that protects people's time when necessary, while ensuring they always have work. Help team members avoid too much context switching by limiting the amount of projects a given team members has at one time.
Collaborate closely with the creative director, as she has context for the workflows of all creative projects. Most decisions will need to be run by her to gather her perspective.
Oversee special projects
A large part of MMM Ops is overseeing special projects that may be large or ambiguous in nature. This requires staying informed about upcoming projects through colleague DMs and coordination calls.
When you hear of a new project, discuss with the project lead whether you will oversee it or they will. If you take on responsibility for overseeing it, ask who should be included in the project kickoff call.
Regardless of who oversees the project, create the new project folder in clickup with all relevant tasks so that they can be delegated and tracked. (See Keep Clickup up-to-date).
Schedule the kickoff call
If you accept responsibility for overseeing the project, set up the project kickoff meeting and invite all relevant parties (discussed in the previous step). This will entail:
- Checking everyone’s calendars for availability
- Selecting a good time for all relevant parties
- Scheduling the call and inviting them as “Guests” on the calendar, ensuring they receive an invitation email.
If it is an urgent project, book the call with as few people as possible to aid in quick decision making and let update the people who were not invited about what is happening and why.
By the end of the kickoff meeting, determine how often you will need to have project coordination calls (eg. sprints, weekly, ad hoc).
Assist with ad hoc tasks
Inquire about how you can help with ad hoc projects and tasks. If someone needs help, step up to assist them or delegate the task. If someone is excited about the project or task, delegate accordingly. Delegating tasks can also be used an opportunity for mentoring, which will increase the team’s ability to complete similar tasks in the future and increase their self-sufficiency.
When delegating, keep everyone’s strengths in mind. If you are detail oriented, take on more of the work that requires detail orientation. If not, ask for help from the team members who are. Let everyone know ahead of time to set time aside in their calendar for the delegated tasks.
An example of an ad hoc task might be finding a bounty for a given project. This would necessitate getting in touch with your network or find resources such as Quest.
Keep Clickup up-to-date
Clickup is the single source of truth (SSOT) for all things related to project management. Additionally, as you receive updates for ongoing projects, ensure all tasks are logged in Clickup.
This can include:
- Creating new product spaces - For each new product, you will need to create a new space using the product’s name. Within it, you will place the folders for all relevant projects. Learn more about how to set up a Space in Clickup!
- Creating new project folders - For each new project, you will need to create a folder, place it within the relevant product space, and give it a docket number. The docket number should be the first two letters of the product name and a 3 digit counter starting from 001. (eg. “AL001” is the first project for Allo). Learn more about how to create a folder in Clickup!
- Creating lists - For each project, there will be sub-projects that will be kept in one list within the project folder. Create the list and name it according to the goal of the sub-project (eg. Allo Marketing Planning). Within the list, add all sub-projects, which will also allow you add all tasks for the sub-projects. Learn more about how to create a list in Clickup!
- Tracking projects that are in progress or next in line. Make sure the person who is responsible for the task is selected as the Assignee.
When creating a list, click “Create New” and select from the available templates. They are available for different types of work, such general projects, brand briefs, brand identities, and campaign assets.
Facilitate retrospectives
After large campaigns, events, grant rounds, or at the end of the season for deparments, facilitate retrospectives to review what has gone well and what should improve in the future.
Set up the retrospective board in Miro, utilizing activities like "I like, I wish, I wonder." Go through the exercise, organize the sticky notes into themes, vote on the top three themes, and translate these into action items, ensuring they're assigned to responsible parties.
Keep Notion up-to-date
While Clickup is the SSOT for all things project management, Notion is the single source of truth everything else. Perform a seasonal review of the entire Notion, as well as a weekly or biweekly review of the project planner, key links, and templates to ensure everything is still relevant, accurate, and organized.
Support marketing efforts
Collaborate with the Brand and Marketing Strategist and Marketing Director to help them with project management as they advance their marketing efforts.
Participate in their strategy sessions, contributing if needed and ensuring that all vital information is captured with clear action points.
This can also be accomplished by reviewing the recordings.