As the manager for a team that works on a deliverable we've promised to a sponsor, you must:

Before starting to work on a deliverable

  • Ask any information needed to organize and accomplish the deliverable to the Fundraising Team (budgets, deadlines, milestones…)

  • Ensure that the workers on your team are aware of what they are responsible for in terms of self-management as well as deadlines…

While working on a deliverable

  • Ensure that the workers on your team actually do the work on time. Help them as needed in whatever way you see fit, e.g. create issues, organize meetings, organize feedback sessions.

  • Regularly check the status of work vs. deadlines.

    Try to foresee upcoming problems. If you notice or foresee any problem, ensure the team is aware of the problem, and help them plan how to solve it (e.g. reassign work to someone else, reprioritize issues, verify if issues are still part of the deliverable, adjust the timeline and tell the sponsor about it as soon as possible).

    It may happen that promised work really cannot fit within an allocated budget. In that case, refer to the Handbook → section Timesheets and budget management.

  • Keep track of the total amount of (time) budget spent so far.

    Regularly report to the accounting team that takes care of invoicing about accomplished milestones and validate accomplished tasks of workers.

  • Report to the sponsor via the accounting team about accomplished milestones as often and as detailed as specified in grant agreements.

After working on a deliverable

  • Report on status of work to the rest of the project as you see fit (e.g. mailing lists, monthly reports…)

  • Do aftercare: ask workers what went well and what did not, and take notes on how to improve next time.

  • Send a list of leftover tasks, that were deemed out of scope or exceeded budget, to the "UX and technical debt" plate of the relevant core team. That team will triage such issues and prioritize them wrt. the many other issues we would like to work on.