Design Ops Workflow

Understand MMM Meeting Formats

Review the structure of the MMM Meetings to better understand how and when to contribute: 

📒
Meetings @ MMM
 

🕒
Weekly Team Syncs
 

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. 

Some frequent points of contact are:

MMM Ops

Marketing Director

Brand and Marketing Strategist

Grants Stack Marketing Strategist

Design Team

Content Team

💡

More information about the members of MMM and their roles can be found here:

💁
Who’s Who? (Roles @ MMM)
 

Review requests in ClickUp

At the beginning of the week, review the existing projects and requests in ClickUp. If the designer has a high work volume, it may be helpful to check in to make sure they are not overwhelmed. The same applies if it seems like things are falling through the cracks. However, it is important to not over-manage the designers if things appear to be going smoothly.

💡

The Design Team’s Clickup can be easily accessed here:

Open Project Communication Thread

All requests are obtained through a Tally form that, once submitted, will tag the relevant party in discord. When tagged in a request, create a thread on the request post in discord. This is where coordination for the project will happen. 

Clarify Details

Once the thread is open, ensure you have all the necessary information for the approval and launching of the project. 

Some of the specific details needed from clients include:

Clear project specifications: A detailed description of what the design should look like, including any specific elements, colors, and other visual aspects (design styles, fonts, or imagery).

Purpose: The intended use or goal of the design, such as for a marketing campaign, branding, or event.

Deadlines: A definite date by which the design should be completed, taking into consideration the designer's capacity and workload. If the request is for an event, be sure it is possible to complete the request before the event date. If it is not, inform the requester.

Budget: Information about the available budget for the project to ensure resources are allocated appropriately.

Production: If a design is being requested for items such as stickers, posters, or clothing, make sure to ask if they need the product printed. If so, it is a merch request, which has additional workflow information listed here:

🎒

Merch Requests

This information is usually delivered through Tally. However, in some cases it may be necessary to follow up with the client to obtain the necessary information. 

Manage Expectations

Make sure the client have realistic expectations about the timeline. Make sure they are informed of the work that will be going into their request and what to expect in terms of delivery.

Approve Project and Add to ClickUp

Let the client know when the timeline and budget have been approved. Once approved, add the project to ClickUp. 

Follow the How-to: ClickUp Guide. Clickup can be accessed through 📚
MMM Hubs
 

Assign a Designer

Check the schedules and current projects of available designers to determine their capacity. If you are unsure about who has the capacity for a new project, it can be helpful to reach out to the Art Director, who can provide more information on which designer has the most availability. 

Tag the designer in the Communication Thread in Discord and make sure the timeline works for them. 

Monitor Progress

Make sure the project stays on track with the timeline. Oversee any design revisions and address any issues that arise during the project lifecycle.

Ensure Successful Delivery

Once the design is complete, make sure that it was delivered successfully to the client. Once complete, the project can be marked complete in ClickUp.

Create supportive systems

To prevent tasks from being overlooked when taking time off, it is important to establish proactive systems that can be implemented during your absence. 

Have conversations with individuals who can handle your workload to determine if they are capable and willing to assist in case of illness or emergencies. When planning a vacation, make sure to give them plenty of notice and confirm their availability.

Design Ops Workflow

Understand MMM Meeting Formats

Review the structure of the MMM Meetings to better understand how and when to contribute: 

📒
Meetings @ MMM
 

🕒
Weekly Team Syncs
 

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. 

Some frequent points of contact are:

MMM Ops

Marketing Director

Brand and Marketing Strategist

Grants Stack Marketing Strategist

Design Team

Content Team

💡

More information about the members of MMM and their roles can be found here:

💁
Who’s Who? (Roles @ MMM)
 

Review requests in ClickUp

At the beginning of the week, review the existing projects and requests in ClickUp. If the designer has a high work volume, it may be helpful to check in to make sure they are not overwhelmed. The same applies if it seems like things are falling through the cracks. However, it is important to not over-manage the designers if things appear to be going smoothly.

💡

The Design Team’s Clickup can be easily accessed here:

Open Project Communication Thread

All requests are obtained through a Tally form that, once submitted, will tag the relevant party in discord. When tagged in a request, create a thread on the request post in discord. This is where coordination for the project will happen. 

Clarify Details

Once the thread is open, ensure you have all the necessary information for the approval and launching of the project. 

Some of the specific details needed from clients include:

Clear project specifications: A detailed description of what the design should look like, including any specific elements, colors, and other visual aspects (design styles, fonts, or imagery).

Purpose: The intended use or goal of the design, such as for a marketing campaign, branding, or event.

Deadlines: A definite date by which the design should be completed, taking into consideration the designer's capacity and workload. If the request is for an event, be sure it is possible to complete the request before the event date. If it is not, inform the requester.

Budget: Information about the available budget for the project to ensure resources are allocated appropriately.

Production: If a design is being requested for items such as stickers, posters, or clothing, make sure to ask if they need the product printed. If so, it is a merch request, which has additional workflow information listed here:

🎒

Merch Requests

This information is usually delivered through Tally. However, in some cases it may be necessary to follow up with the client to obtain the necessary information. 

Manage Expectations

Make sure the client have realistic expectations about the timeline. Make sure they are informed of the work that will be going into their request and what to expect in terms of delivery.

Approve Project and Add to ClickUp

Let the client know when the timeline and budget have been approved. Once approved, add the project to ClickUp. 

Follow the How-to: ClickUp Guide. Clickup can be accessed through 📚
MMM Hubs
 

Assign a Designer

Check the schedules and current projects of available designers to determine their capacity. If you are unsure about who has the capacity for a new project, it can be helpful to reach out to the Art Director, who can provide more information on which designer has the most availability. 

Tag the designer in the Communication Thread in Discord and make sure the timeline works for them. 

Monitor Progress

Make sure the project stays on track with the timeline. Oversee any design revisions and address any issues that arise during the project lifecycle.

Ensure Successful Delivery

Once the design is complete, make sure that it was delivered successfully to the client. Once complete, the project can be marked complete in ClickUp.

Create supportive systems

To prevent tasks from being overlooked when taking time off, it is important to establish proactive systems that can be implemented during your absence. 

Have conversations with individuals who can handle your workload to determine if they are capable and willing to assist in case of illness or emergencies. When planning a vacation, make sure to give them plenty of notice and confirm their availability.