Rôle 42

De percolab 2.0
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When agreements are not upheld or a team member departs, take care of the business and maintain relationships.


Juridiction : Québec

Statut : Adopté • 2017/07/15

Résponsabilités

==Soin des relations===
  • De temps en temps, proposer à l'équipe des activités proactives pour entretenir des bonnes relations.

Conflit

  • Lors d’un conflit, soutenir l’organisation à l’aborder comme étant l’expression d’un problème systémique avant-tout. *S’assurer qu’un cercle de parole soit organisé avec l’équipe en question ou des personnes connectées au système du conflit.
  • Si le cercle de parole n’est pas suffisant, soutenir le groupe pour convenir d’un médiateur externe.

Agreements not upheld

  • Maintain percolab policy on dealing with broken agreements (ie. contractual agreements, role agreements, project agreements).
  • Help everyone in the team to understand the broken agreements policy and feel comfortable to enact upon it.
  • Help host (or if need be host) clean and conscious process when a percolab team member is not upholding agreements.
  • Lors que son manquement au niveau de son engagement est grâve pour l’organisation (soit conséquence significative sur l’organisation ou comportements récurrents) la personne en cause fait une entente écrite avec l’organisation pour rectifier la situation. Le cas échéant où cette entente n’est pas honorée, le processus de départ s’enclenche.

Departures

  • Support the hosting of departures in the most clean and conscious process (rather than a mechanistic and technocratic process) and the awareness of this in the team
  • Maintain detailed list of all that needs to be dealt with when someone leaves the team.
  • For each case of departure, keep track that every item on the list is completed and the details of each are appropriately documented (legal, transfer of work responsibilities, financial, tech access, work tools and materials, relational).
  • Produire et envoyer l’avis de cessation d’emploi et la lettre d’attestation de fin d’emploi.

Métriques

  • Les relations n’ont pas eu de conséquences négatives sur l’organisation (complexité légal, financière ou sur la relation client)
  • Aisance de l’équipe à aborder des situations qui touchent des relations (ententes brisées, conflits et départs)

List of what needs to be completed and documented when someone leaves percolab

Legal

  • Formal documentation of the reason for departure and date of departure (cessation d’emploi)?
  • Complete an Attestation d'emploi (if appropriate) ?
  • Vérification auprès d'expert ressources humaines ?

Transfer of work Responsibilities

  • Is the person leaving on any mandates? What follow-up is required? Do replacements have to foreseen? Does the client relationship need to be tended to? Does any invoicing need to happen?
  • What roles is the person holding? What is their status? Is any immediate follow-up required? When and how will their roles be put back in the centre?
  • What is their relationship to the Coop? What happens to their membership status?
  • What specific relationships or networks is the person nurturing/managing? How will this information be transferred over to the team? Who will take the lead?

Finances

  • Is the person’s client invoicing up to date?
  • Is the person’s suivi and in-house invoicing up to date?
  • Have their financial agreements been honoured with team members and/or external collaborators?
  • Have they been remunerated for all of their work?
  • Have they been reimbursed for all expenses?
  • Do they owe percolab any monies?
  • Are their financial papers in order (e.g. T4)
  • Does their investment in the coop need to be reimbursed?

Tech Access

  • Close down percolab email
  • Remove from Bitsync
  • Ensure that Bitsync files are deleted from computer
  • Remove from Slack
  • Remove from WordPress
  • Remove from Loomio
  • Remove from Hola
  • Remove from Facebook (as admin)
  • Remove from Twitter (as admin) and/or delete account if percolab is in name (e.g. Paul and Elizabeth) and twitter feed.
  • Remove from Flickr as admin
  • Dropbox.
  • Paypal

Work tools and materials

  • Clarify ownership and responsibility of any equipment (laptop, phone, camera, etc.) and any mutually beneficial departure agreements concerning them.
  • Verify terms of service contracts, make sure it is cancelled if necessary (e.g. mobile service)

Relational

  • Has the person had a closing circle with the team?
  • What will be the ongoing relationship between the person and percolab?
  • Is holding a goodbye event appropriate and desired? If so, support it taking place.