Accountability & Offboarding

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10 Dec 2020
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Please note some of the info in the toolbox has been copied from the SFH members handbook.  The handbook is the single source of truth and is updated regularly, so do check that for the latest and most complete info regarding membership, conduct and such.

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We keep each other accountable

Accountability – doing what we say you will do – is one of the pillars of our culture: “When we commit, we make it happen because we GIVE A DAMN”. Without accountability, it is impossible to work autonomously – and it’s very demotivating for everyone. So, we have a process to hold each other accountable. 

Check on Clubhouse.io evaders 

Whenever someone has had no action on Clubhouse.io for >2 weeks, but otherwise did work, sent messages on Slack and/or turned up to team meetings their team leader will follow up through a DM on Slack: 

Hey, I noticed you’ve been doing a few things, but didn’t [e.g. update on Clubhouse.io]. We’re looking to have systems that work, so I thought this may be a sign they’re not working for you? I’m wondering if you’re finding them too burdensome, and if we could have a chat about how we could improve them?  

Team lead will use this as an opportunity to re-explain the preferred process. The goal is to increase compliance, but also identify what may be obstacles to Clubhouse.io use, and solve them. 

Check on temporary drop offs

When someone has shown no signs of life for > 2 weeks (i.e. no action on Clubhouse.io, no messages on Slack, no turn up for team meetings), their team leader will follow up through a DM on Slack: 

Hey, I noticed you haven’t been engaging lately. I wanted to check in on how you’re doing – whether it’s just a busy week, or if there’s anything else that is not working for you! Would you like to have a chat about it? 

If the person answers, check if, indeed, they didn’t do anything for isgood in the past two weeks. 

  • If they did, but didn’t update Clubhouse.io, go back to compliance
  • If they shifted focus to another team, confirm that the shift is desirable for all, and if so, identify and tie loose ends (tasks that need some input for them to be transferred), and take this as an opportunity to celebrate past achievements. 
     

If they didn’t do anything for two weeks, check in for the reason

  • If it was temporary personal issues that are now over, use this as a way to show team solidarity, and encourage them to update for next time
  • If they need some time off (e.g. study, other work), identify and tie loose ends, and set a date for proper ‘return’
  • If their motivation is structurally low, gently encourage them to leave. 

Sweep out the ghosts 

In any early-stage and/or social good organisation, it is common for people to ‘want to join’, but then quickly disappear. Yet having people as ‘ghosts’ on systems is a burden for everyone. So, if someone doesn’t show any signs of life after a ‘temporary drop off’ message, team lead should send them the following: 

Hey, I wanted to follow up on my previous message. I noticed you haven’t been engaging lately, and didn’t reply when I reached out a few days ago. We know that a few people join and never show signs of life again. I’m wondering if that may be the case with you? I’d love to check in and see what’s happening – if we don’t hear back from you by next week, we’ll simply close your accounts – no hard feelings! 

If the message remains unanswered after a week, the person’s access to isgood systems is suspended. 

Saying goodbye

It is normal for people to leave an organisation. It can be a matter of mismatch, new commitments, or just moving on. At any time, you can reach out to a team lead to express that things are not working, and that you would like to leave. Team leads will also check in with people who ‘drop off’, and check if the reason may be that leaving would be better. This is the process for offboarding a person leaving the organisation. 

Wrap up and handover 

The team leader will reach out to the person for a handover ‘conversation’ on Slack (this can alternatively be done in a call or video call). 

  • Review the tasks the person was in charge of, and tie loose ends (e.g. check that they have shared documents from their desktop, access permission, etc). Encourage them to finish up small pending tasks, or prepare handover notes / have a handover chat with colleagues. 
  • Ask: is all your work on Clubhouse.io? If the person was working on other tasks that were not on Clubhouse.io – and invite them to share progress / documents capturing progress 

Say goodbye

Someone from the ops team will reach out to the person  for an exit survey/ interview 

  • Encourage to update Linkedin, and check if isgood job title and description is fit 
  • Notify that access to Slack, Clubhouse.io and shared docs will be closed after a period of 3 days, and invite to send messages to colleagues to stay in touch if they wish to. 
  • Send a message to all the Slack channels where the person has been active, indicating that the person will be leaving. 
  • Place name on an ‘alumni register’ to communicate later with them, e.g. invite them to alumni party, place them on the isgood hall of fame.

Close off access

Three days after reaching, the ops team will close off access to Slack, email, docs, and Clubhouse.io.

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