Organization Phase

Aug 11, 20255 min read

Organization Phase

The Organization Phase builds upon the formation phase, transitioning from a basic framework to a fully established, formal structure with defined processes and governance mechanisms. This phase is characterized by the implementation of the systems, procedures, and decision-making frameworks that were designed in the Formation phase. Getting these up and running enables the group to operate efficiently, effectively, and with the necessary transparency needed for the decentralized network that it is either establishing or operating inside.

The organization phase often follows a community proposal at the culmination of the Formation phase, and much of its activities will be implementing the design that was laid out in this previous phase.

The Organization phase is complete when the structure outlined in the group’s group-state documentation has been fully implemented, roles have been filled, and the group is executing on its goals.

Key Characteristics

  • Governance Implementation: Detailed decision-making frameworks and processes that enable efficient handling of different decision types and appropriate stakeholder involvement.
  • Robust State Documentation: Fully developed group-state document that provides transparency about purpose, practices, and progress.
  • Defined Roles and Responsibilities: Clear delineation of roles with specific accountabilities, authorities, and success criteria for each position.
  • Formalized Treasury Management: Structured systems for resource allocation, spending authorization, and financial accountability.
  • Established Communication Patterns: Regular meeting cadences, documentation standards, and information-sharing protocols.
  • Operational Infrastructure: Technical systems and tools supporting the group’s specific functions and coordination needs.
  • Process Maturity: Well-defined workflows for core activities that balance consistency with appropriate flexibility.
  • External Interface Mechanisms: Clear protocols for how the group interacts with other groups, community governance, and external stakeholders.

Activities

Activities revolve around implementing the governance and operational design proposed in the group’s group-state documentation and approved by the community or governance system proposal process used.

  • Governance Implementation: Establishing and refining governance systems in line with the design outlined in the group’s state documentation.
  • Operational Implementation: Setting up operational patterns, practices, and systems.
  • Technical Implementation: Setting up technical tooling to implement the above.
  • Strategy Execution: Alongside the setting up of governance and operational infrastructure and processes, in the organization phase, the group will begin execution of the strategy defined in its group state.
  • Balancing Structure and Adaptability: Creating sufficient structure without sacrificing the ability to adapt to changing conditions.
  • Managing Bureaucratic Tendencies: Avoiding unnecessary process complexity while ensuring adequate governance.
  • Maintaining Purpose Alignment: Ensuring operational details remain connected to fundamental purpose.
  • Scaling Operations in a Decentralized Way: Avoiding recreating centralizing tendencies as operations scale.
  • Integrating New Members: Effectively onboarding new contributors while maintaining cultural continuity.
  • Managing Inter-group Dependencies: Navigating relationships and commitments with other groups in the network.
  • Resolving Role Conflicts: Addressing tensions or overlaps in responsibilities and authorities.

Signs of Readiness for Evolution

An organization phase group may be ready to evolve to the ongoing coordination phase when:

  • Governance and operational systems, designed in the Formation phase, are implemented and functioning effectively with minimal friction
  • Roles are clearly defined and resourced
  • Treasury and resource management processes are in place and operate smoothly
  • External coordination mechanisms with other cells and network entities are established
  • The group’s group-state documentation is comprehensive and regularly maintained
  • The group has demonstrated capability to execute effectively on its purpose

Tools and Practices

State Documentation

During the Organization Phase, the group-state documentation evolves from the initial version proposed in the Formation phase to a comprehensive representation of the group’s structure and current operations. This mature state documentation serves as both an internal coordination tool that ensures alignment and coherence within the group, and an external interface with the broader network.

It is critical that the group’s state documentation is accessible, transparent, trustworthy, and comprehensive, in order for others to safely choose to coordinate with the group in useful ways.

At organization phase, a group’s state documentation should cover:

Purpose Elements:

  • Refined purpose statement with clear connection to the broader network’s mission
  • Detailed scope definition with explicit boundaries
  • Strategic objectives with measurable success criteria
  • Theory of change or impact model if applicable

Practice Elements:

Progress Elements:

  • Detailed roadmap with milestones and dependencies
  • Project and task management systems
  • Performance metrics and reporting mechanisms
  • Documentation of achievements and learning

Technical Implementation

Organization Phase groups need to implement appropriate technical infrastructure to support their operations:

  • Collaboration Tools: Platforms for asynchronous and synchronous collaboration.
  • Knowledge Management Systems: Tools for documenting and sharing information.
  • Project Management Infrastructure: Systems for tracking tasks, deadlines, and dependencies.
  • Treasury Management: Multi-signature wallets, expenditure tracking, and accounting systems.
  • Decision Records: Systems for documenting and tracking decisions.
  • State Visibility: Tools that make group state transparent to relevant stakeholders.
  • Communication Protocols: Clearly defined communication channels and protocols to ensure effective communication.

Success Indicators

An organization phase has been successful when:

  • Operational Effectiveness: The group has operational tools and practices set up and running effectively
  • Role Clarity: Roles are understood and can be utilized effectively
  • Governance Functionality: Decision-making processes operate smoothly with appropriate participation
  • External Coordination: The group can interface effectively with other network entities
  • Purpose Alignment: All activities and processes remain clearly connected to the group’s fundamental purpose

The organization phase establishes the operational infrastructure that enables a group to function effectively as an autonomous cell within a decentralized network. It creates the conditions for sustainable effectiveness while maintaining alignment with network purpose.

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