Dwarves operations checklists, part 1: the people lifecycle

Resume collecting0 of 4 done

• Job Description
• List of job sites/hiring channels
• Job post materials
• Hiring system (Notion)

Timeline0 of 8 done

• Invitation & calendar send out (also the interviewer assigned?)
• Interview result after each round must be reported
• Responsive?
• Follow the process? Skip any round?
• Ignore or miss any applicant?
• Meet deadline for each round?
• Does the assignment grader carefully grade the applicant assignment?
• Conflict of interest? (Applied for the referral model)

Dates to fix0 of 5 done

• Deadline for application
• Time of interview
• Time of confirmation emails
• Time of on-boarding
• Time of probation

Offering0 of 5 done

• If a candidate is the right fit, move quickly
• Before you make an offer, make sure you know exactly what the offer package will look like and don't be vague about it
• If the candidate turns you down, remain friendly and maintain a relationship. They might change their minds in the future.
• Enough information? (salary, probation, title, benefit, start date...)
• Are the department head, accounting, operation aware of the offer?

Material0 of 4 done

• Handbook
• Pre-assignment Test
• Assignment
• Templates for multiple scenarios (see Dwarves email templates)

Background and skills0 of 3 done

• Logic qualified
• English skills qualified
• Technical (specialized) knowledge and skills qualified

Personalities. The hiring approach shows how we read these. A short list works as a shortcut0 of 10 done

• Doer
• Curiosity
• Problem-solving
• Learner
• Teamwork
• Open-minded
• Collaborative
• Supportive
• Any issues in previous works?
• Personality check via social?

Important notes. The original list names six onboarding pitfalls0 of 6 done

• Starting on-boarding on the new hire's first day
• Not setting expectations and company policies.
• Instituting a one-size-fits-all approach for every new hire.
• Involving only the new hire's direct team or department.
• Limiting on-boarding to one week.
• Forgetting to follow-up.

Onboarding email. After sending the offer email and getting the confirmation from the candidate, send the onboarding email. It asks the new hire to complete the onboarding process, which includes0 of 7 done

• Request setting up Transferwise and its account number
• Request Identity card information
• Insurance information
• Fill the Fortress form
• Sign the contract with LLC
• Create onboarding schedule
• Invite to Dwarves Foundation Discord server

Onboarding call with the Operations team. The Operations team makes sure the new hire knows their position, prepares their personal account for company access, and understands the daily workflow. The new hire must also know how the company runs, benefits and perks, essential paperwork, the review period, and the expectations for culture fit. The call introduces0 of 4 done

• The goal of the probation
  • Team, Leader, and Project Introduction
  • Personal 60 days plan
• Workspace Introduction
  • Discord: Team's communication channel
  • Basecamp: Task, document, and onleave request management
• Onboarding to Reward system (ICY)
  • Create and connect crypto wallet to Dwarves Foundation server
  • Create and connect GitHub account to Dwarves Foundation server
• The team's workflow
  • Daily report and check-in
  • On-leave request and reimbursement
  • Communication channels

Meeting with the team lead: probation guideline (60-day plan)0 of 7 done

• Goals and targets for the 2-month probation period
• Schedule the review date after 2 months
• Introduce the new hire to the department head
• Make sure the new hire has a line manager/leader
• Understand the work scope and expectations
• Check in on work experience and culture fit, with bi-weekly check-ins
  • First 2 weeks: culture fit and workflow
  • First probation: SOW and expectations
  • Second probation: the next 6 months
• Engage and share Dwarves activities. Share with the team about:
  • Technical topics
  • News
  • Practices and examples
  • Assign topics for Radio Talk
  • Apply and train for mentor/coach

Verification and notification0 of 6 done

• Acknowledge the employee's leave request.
• Discuss the request with the employee.
• Confirm the leave details.
• Align workload and resources to prevent interruptions.
• Reassign critical tasks (if necessary).
• Plan for covering the employee's responsibilities (if necessary).

If approved0 of 5 done

• Mark the ticket as done and note the employee's return date.
• Ensure Basecamp sends a notification to involved parties and updates Google Calendar.
• Inform the client via email.
• Update the project timeline (if necessary).
• Monitor project progress during the employee's leave.

If denied0 of 3 done

• Note the reason in the ticket.
• Inform the employee and provide feedback (if applicable).
• Suggest alternative solutions or adjustments (if possible).

1-2 weeks before a holiday0 of 3 done

• Send an official announcement via email to all clients (see the holiday templates in Dwarves email templates).
• Confirm that all ongoing projects have a holiday plan in place.
• Announce the holiday schedule on Discord to all team members.

2-3 days before a holiday0 of 3 done

• Remind clients informally via Slack or other communication channels.
• Review the holiday plan with the team to address any last-minute issues or concerns.
• Send a short reminder about the holiday schedule on Discord.

Project offboarding0 of 4 done

• Last day confirmation with client by email
• Resource replacement
• Project handoff completed
• Source code backup

Company offboarding: exit interviews and final communications0 of 11 done

• Exit interview with lead/manager
  • Gather feedback
  • Invite to join alumni activities on Discord/events
• Exit talk with HR/Ops
  • Remind about important points in the Contractor Agreement
• Last day and final paycheck informed
• Offboarding email: remind on survival terms in the Contractor Agreement
• Thank you and farewell letter to personal email
• Farewell message posted (optional)
• Update the DF resource planning file
• Update LinkedIn and endorse Dwarves

Company offboarding: account and access management0 of 8 done

• Remove email account
• Remove Git account
• Remove 1Password account
• Remove Basecamp account
• Remove access to other work channels
• Remove database access
• Update Fortress profile
• Update Discord role to Alumni and remove Discord access from work-related channels

Company offboarding: equipment and resources0 of 3 done

• Office card / work device (laptop, phone) if applicable
• Any other company-owned equipment
• Remind the member to delete source code from their machine

After the departure0 of 3 done

• Follow up on any outstanding items or handover tasks
• Conduct a brief team meeting to address any gaps left by the departure
• Update relevant documentation and contact lists

Handover transfer0 of 3 done

• Conduct handover transfer sessions with team members
• Document any unique scripts or tools created by the employee
• Capture information about ongoing experiments or research

Required documents0 of 7 done

• Social Insurance number
• PIT number
• Household Registration Book
• ID card (photo)
• Number of inhabitants (photo)
• Declaration of Temporary Residence
• Labour Contract

Lending0 of 4 done

• Collect the request on Basecamp at Woodland > To dos > Asset Request
• Check the status of the asset
• Have the borrower's information logged in Airtable
• Set a deadline for returning the asset

Collecting0 of 4 done

• Collect the asset from the borrower
• Check the status of the asset
• Report for damage caused (if any)
• Tick done on the To-dos ticket

Borrowing0 of 4 done

• Request on Basecamp at Woodland > To dos > Asset Request
• Collect the asset from the Admin/Ops Associate
• Report for damage (if any)
• Set up a deadline for returning

Returning0 of 3 done

• Check the asset status
• Report for damage (if any)
• Sync up with the Admin/Ops Associate