Team Leader's Guide

RedEagle_P1

Administrator
Staff member
Proud Citizen of Dawn
#1
This guide no longer represents how we do things here. Check instead https://trello.com/c/sFomZFUp/388-self-organizing-teams-in-a-dynamic-volunteer-organization-01



This guide will teach you what you need to know as a coordinator of a P1 team.

Before you understand anything you need to understand how our system is setup



Every team has a coordinator and a director.

Directors work with the team’s expertise (programming, art) and decide what that team will work on. Coordinators train, manage, motivate, encourage and follow up with the people in that team.

Let's go over each role and the relevant responsibilities:


P1 Founder
Members Only: Join

P1 Creators Team Coordinator
Members Only: Join

User-Integration Team Coordinator
This person makes sure the user-integrators are doing their jobs.


The other roles are explained above.


User-Integrators as essential:

The role of the user integration team is to get new people in and deliver them into the hands of the respective team coordinator that is relevant to that new person.

The team coordinator then trains and integrates these users.


Team coordinators:

Your job as a team coordinator is to integrate and motivate your team members.

As a team coordinator your team members are assessing via your actions if participating in your team is worth their time. Everyone values their time and if you put a lot of time and effort into your coordination people will respond with their own time and effort.

The #1 thing you can do for your team is:

  • Bring them to meetups
    • Message them personally, 1 on 1 before every meeting to come join, this is the most motivational thing you can do for your whole team.

You can't just plop people in a team and expect they will start doing things. People need to be trained to do task and then given precise instructions on what they should do along with relevant soft "deadlines" for given tasks. As a team coordinator you will want to work with the team leader to see what needs to be done and which jobs are appropriate to give new people. It's very important that you follow up on a regular basis to see if people are active and if the jobs are being done.

One great way to follow up with users is to use the .career command:

https://discord.gg/6bTX4RdMRA

Recap:
  • Train
  • Assign tasks
  • Assign task "deadlines"
  • Follow up
Keep a Google Sheet of who is in your team, when you last spoke to them, if they are active etc.

https://docs.google.com/spreadsheets/d/1edqoM4qGOBxP836IE70Xc0xJ7Jc9tyW_Fd8tdVlOUas/edit?usp=sharing

Click FILE > Make a copy -- And make sure to put one on your own drive. Feel free to change it a lot, its just a very basic guide. Using Trello might also be an idea.

Another job you have (to counter-balance directors) is to have-charge over how much time a certain task takes to complete. So if the art team director comes up with a task that needs to be done, you should assign a set of Hours based on how long you assume the task will take the complete and then create a job on Discord and Trello.

To create a job on Discord:

1) Visit our Creator Discord
2) Visit the #jobs channel
3) Type .job
4) Make a job which has lots of details:
Task details: TYPEHERE​
Who can take on the task? TYPEHERE​
What tools should be used to complete the task: TYPEHERE​
What do you want the end-result to look like in detail: TYPEHERE​
What are some documents I should read before taking on the task: TYPEHERE​
Where and how do you want me to hand in my work? TYPEHERE​
Example:
Task details: I need 10, 90x90 sized berry bushes​
Who can take on the task? Anyone part of P1 Creators​
What tools should be used to complete the task: Magica​
What do you want the end-result to look like in detail:
I would like a very blocky looking bush with colored but 3D fruits.​
What are some documents I should read before taking on the task:
Where and how do you want me to hand in my work?


You should also seek to train those who join each team. Don't copy and paste a large document of "things you should read" to new team members. Rather, explain each thing to the new team member 1-1. Create a conversation, create community.

You also want to make the new team members feel part of the team. Do this by introducing them to the team and sharing some details about them (the user-integrator will send you those details). Break the ice, hold a team meeting in voice or get the other team members to chat with the newest member. It's really important to build relationships here as that is one of the primary motivators for people to help out.

Here are some helpful questions to get people talking:

  • How did you guys get into ____ (Code/Art etc.)
  • What is your story? Here is mine (then introduce yourself)
  • What are your personal goals in ____ (Code/Art etc.)?
  • What brought you to join the team?
  • I have a question for you guys, what makes you passionate about ___? ]
  • What are your favorite tools to make ____ (Code/Art etc.)
  • Who taught you to make ____ (Code/Art etc.)
These are some great ice-breaking questions to build a sense of community and get the discussion going.

Recap:
  • Metrics matter, document & share your metrics
  • Conversations & Community as cornerstone
  • Use forum or .job to assign tasks
Events

I see a lot of people getting this wrong so I thought I would address how to setup an event.

1) Talk to each person you want to come, 1-1. People often don’t reply to public content. I often message 120 people about any event I host. I am not afraid to do the heavy-lifting when it comes to motivation and organization and you should not be either.

2) Get times from people but set a time that works for you.

Too many people leave setting a time for the last moment, believing a great time is the key to getting people together. Rather, if people want to come and its not work/school, they will make time. Focus on pitching the meeting more than figuring out the perfect time. Set the time you think is best based on basic intel and pitch, pitch, pitch! This is especially important because we're working with volunteers.

3) Talk about the value of the meeting more than the time.


Team directors:

You have to ask yourself many important questions including:

What is our mission this month, this quarter and this year?
What are the biggest obstacles to progress?
Are the people who are with me technically capable of helping me with the tasks at hand?
What are the biggest challenges facing the team?
Do the team members understand what is required of them?

Once again making a Google document with very clear formatting is absolutely essential to help the rest of the team understand how they can help you. Make a Google Doc, Trello or Forum post and answer those questions monthly to make sure everyone knows what's up.

Then you want to:

Figure out what the team needs to do next
-- Do you have directives from the founder?
-- Can you do those directives now?
---- If not, let the founder know and then talk to the other teams and see how you can help. This is different for each team, but for one example, the art team leader should talk with the programming team leader constantly to see how the art team can help the programming team progress.

Example from the User-Integration team:

The User-Interaction Team Director should be constantly talking to the art, design and programming teams to see what sort of people they need on their team, if the people they have fit or should be moved etc. This way recruitment, marketing and welcoming can be redirected.
 
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RedEagle_P1

Administrator
Staff member
Proud Citizen of Dawn
#2
User integration team leadership guide:

As a chief user integrator, your job is to make sure everyone of the user-integration team knows what they're doing and what the broad objectives of the team are.

To define those objectives you should be in constant contact with the different team coordinators (like the art team coordinator) and what their particular needs are. You then want to deploy specific people to work on welcoming and recruiting tasks in a way that will help meet the other teams objectives.

People who help with user integration can be on the less-educated or dedicated side of things sometimes since its a relatively easy job. You should keep a track on who is doing what and make sure no one is not doing this job.

Effective user integration is all about talking to people the moment they come in because otherwise they don't feel the energy and they leave.

Those are some very broad strokes but I hope they help you lead the user integration team.

As for tools, these are the tools you will want to deploy:

New user details: https://docs.google.com/spreadsheet...epC6OC60ak858-K6f_TlQSCVc/edit#gid=1885486220
User integration specialist guide: https://www.p1gaming.net/forum/index.php?threads/open-rev-share-user-integration-specialist.53176/
Recruiting guide: https://www.p1gaming.net/forum/index.php?threads/tell-your-friends.53191
 
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