Update documentation for BD

business-development/bd-overview.md → business-development/bd/bd-overview.md

@@ -1,5 +1,12 @@
 # Business Development Overview
 
+```{toctree}
+strategy.md
+pricing-strategy.md
+sales-operations.md
+kpis.md
+```
+
 Business Development is critical to 2i2c and is responsible for:
 
 -   Interfacing with customers (future and existing) to understand their challenges
@@ -37,14 +44,6 @@ The Business Development team is guided by the following three-pronged strategy:
 7. Comfort with selling / asking for money
 8. Capability to report on value delivery to purchasers
 
-(slack:business-development)=
-
-### The Business Development Slack channel
-
--   The [`#business-development` Slack channel](https://2i2c.slack.com/archives/G015W2KSBCP) is for discussions around the business and membership lifecycle.
--   The [`#business-development-airtable-updates`](https://2i2c.slack.com/archives/C08AZTGAUBX) is for tracking ongoing conversations around automated updates from AirTable.
--   The [`#business-development-hubspot-updates`](https://2i2c.slack.com/archives/C08PQQHH3U5) is for tracking ongoing conversations around automated updates from HubSpot.
-
 ## Key Roles
 
 -   [Business Development Lead](roles/bd-lead.md)

business-development/sales-operations.md → business-development/bd/sales-operations.md

@@ -69,7 +69,4 @@ Expanded sales process
 
 ### Service Agreements template and guidelines
 
-2i2c establishes relationships with our customers using a service agreement. These agreements start from the [Outbound Services Agreement template](https://docs.google.com/document/d/1kPgSddJ_Sob0XcTbkDy5UShIAVKPmm04P9ZLsYiOV20/edit?usp=sharing) developed in collaboration with 2i2c's fiscal sponsor Code for Science and Society. The agreement template includes tables that can be filled out collaboratively using Google drive with 2i2c's customer. Other tables are filled out by 2i2c to describe work plans and other terms required for 2i2c to effectively deliver value to our customer. 
-
-
-
+2i2c establishes relationships with our customers using a service agreement. These agreements start from the [Outbound Services Agreement template](https://docs.google.com/document/d/1kPgSddJ_Sob0XcTbkDy5UShIAVKPmm04P9ZLsYiOV20/edit?usp=sharing) developed in collaboration with 2i2c's fiscal sponsor Code for Science and Society. The agreement template includes tables that can be filled out collaboratively using Google drive with 2i2c's customer. Other tables are filled out by 2i2c to describe work plans and other terms required for 2i2c to effectively deliver value to our customer.

business-development/crm/engagement-workflow.md → business-development/engagement/engagement-workflow.md

@@ -16,7 +16,7 @@ There are 3 critical abstractions for Engagement management that have been encod
 
 Additional properties of _Engagements_ include:
 
--   Each Engagement can have only one parent Opportunity.
+-   Each Engagement can have only one parent Opportunity (_Hubspot Deal_).
 -   Engagements can have multiple projects.
 -   RAG Statuses
 
@@ -57,5 +57,3 @@ Key properties of _Project Deliverables_ include:
 -   These are discreet measurable units of work
 -   We must be able to determine if the work is done
 -   These discreet units of work are linked to GitHub issues
-
-## Key terminologies

business-development/engagement.md → business-development/engagement/engagement.md

@@ -1,6 +1,13 @@
 # Engagement management
 
-2i2c's **Engagement management** is a sub-step of the [Sales Operation's](sales-operations.md) Delivery stage and includes activities required to manage delivery commitments (including reporting), ensuring that customers derive value from 2i2c's offerings.
+```{toctree}
+engagement-workflow.md
+renewals.md
+hub-service.md
+grants-and-projects.md
+```
+
+2i2c's **Engagement management** is a sub-step of the [Sales Operation's](/business-development/sales/sales-operations.md) Delivery stage and includes activities required to manage delivery commitments (including reporting), ensuring that customers derive value from 2i2c's offerings.
 
 :::{figure} images/engagements-workflow.png
 
@@ -70,4 +77,4 @@ From a communities perspective Engagement Management means:
 
 ## Engagement Workflow
 
-More details can be found in the [Engagement Workflow](crm/engagement-workflow.md)
+More details can be found in the [Engagement Workflow](engagement-workflow.md)

business-development/crm/hub-service.md → business-development/engagement/hub-service.md

@@ -1,3 +1,7 @@
+:::{note}
+This page includes some out-of-date content as we refine our ways of working in 2i2c. Some links might be missing.
+:::
+
 # Workflow for hub service leads
 
 This workflow applies to communities that are interested in joining our community hub service.
@@ -10,77 +14,80 @@ The sections below describe **Standard Operating Procedure (SOP)** that bring a
 We use common terminology to describe the "phase" of partnership that we have with each community.
 These follow a process of `Lead` --> `Prospect` --> `Partner`.
 
-- **`Lead`**: A _Lead_ is a contact with possible interest in a partnership with 2i2c.
-  We must answer two questions:
-
-  1. Are their needs a good candidate for partnership with 2i2c? (see [](#sales:questions-to-answer))
-  2. Are they qualified to set up partnership with 2i2c?
-
-  If the answer to each is *yes*, they become a `Qualified Lead`.
-- **`Qualified Lead`**:  Once a lead is _qualified_, our goal is to empower the lead to decide whether to partner with 2i2c.
-  We provide them information, answer questions, and have discussions to help them arrive at an answer.
-
-  - If they verbally decide `yes`, then the lead becomes a `Prospect`.
-  - If they decide `no`, we close the lead.
-- **`Prospect`:** The goal of the `Prospect` phase is to set up the business and service relationship with the future partner.
-  This involves two activities:
-
-  1. **Business terms** of the partnership are negotiated in the service agreement and accompanying documents
-  2. **Technical exchanges** specify the prospect's technical needs so we can provide our engineering team the guidance to set up their service.
-
-  The prospect phase ends with an "executed close" when the service agreement is fully signed by all parties in the partnership. 
-- **`Partner`:** A _Partner_ is an organization that has a signed agreement with 2i2c/CS&S.
+-   **`Lead`**: A _Lead_ is a contact with possible interest in a partnership with 2i2c.
+    We must answer two questions:
+
+    1. Are their needs a good candidate for partnership with 2i2c? (see [](#sales:questions-to-answer))
+    2. Are they qualified to set up partnership with 2i2c?
+
+    If the answer to each is _yes_, they become a `Qualified Lead`.
+
+-   **`Qualified Lead`**: Once a lead is _qualified_, our goal is to empower the lead to decide whether to partner with 2i2c.
+    We provide them information, answer questions, and have discussions to help them arrive at an answer.
+
+    -   If they verbally decide `yes`, then the lead becomes a `Prospect`.
+    -   If they decide `no`, we close the lead.
+
+-   **`Prospect`:** The goal of the `Prospect` phase is to set up the business and service relationship with the future partner.
+    This involves two activities:
+
+    1. **Business terms** of the partnership are negotiated in the service agreement and accompanying documents
+    2. **Technical exchanges** specify the prospect's technical needs so we can provide our engineering team the guidance to set up their service.
+
+    The prospect phase ends with an "executed close" when the service agreement is fully signed by all parties in the partnership.
+
+-   **`Partner`:** A _Partner_ is an organization that has a signed agreement with 2i2c/CS&S.
 
 ## Lead phase SOPs
 
 ### SOP: Hail the Lead
 
 A member of the 2i2c Partnerships Team sends an email to [email protected] requesting `Hail the Lead` action for **contact(s) with email addresses**. This message creates an issue in FreshDesk that will be used to track the lead as it progresses through the arc toward a singed partnership agreement. 2i2c's Partnerships Assistant carries out this action sequence:
 
-
 1. Send Canned Response "Hail the Lead" from FreshDesk to contact email(s):
-   ```
-   Hello!
 
-   Thank you for your interest in learning more about 2i2c.
+    ```
+    Hello!
+
+    Thank you for your interest in learning more about 2i2c.
+
+    If you wish to connect for a conversation, I invite you to [schedule a virtual meeting by clicking here](https://calendly.com/colliand/2i2c-30-minute-zoom-meeting).
 
-   If you wish to connect for a conversation, I invite you to [schedule a virtual meeting by clicking here](https://calendly.com/colliand/2i2c-30-minute-zoom-meeting). 
+    Best regards,
+    2i2c's Partnerships Team
+    ```
 
-   Best regards, 
-   2i2c's Partnerships Team
-   ```
 1. Change `From` field to `[email protected]`.
 1. Add cc: [email protected]
 1. Confirm canned response includes a meeting invitation with 30 minute Calendly link
 
 ### SOP: Create running notes for the lead
 
 A lead confirmed an upcoming meeting with 2i2c. Calendly sends an automatic message with Zoom link to the contact and enters a calendar booking into Partnerships Lead's calendar. Partnerships Lead forwards email with meeting details to [email protected] triggering the following actions script:
- 
+
 1. Partnerships Lead specifies that the lead will be tracked under "PartnerX" (usually the name of the partner organization)
 2. Create PartnerX folder inside 2i2c Team Drive >> Partnerships >> Agreements >> `PartnerX`
 3. Copy 2i2c Team Drive >> Partnerships >> Templates >> [Template] Running Notes into PartnerX folder.
 4. Rename [Template] -- Running Notes... to `Running notes -- PartnerX + 2i2c` (with PartnerX replaced by name of partner organization).
 5. Replace `PartnerX` by partner name in the title of the running notes document.
-6. Set sharing of running notes file (with editor rights) with lead contacts (meeting participants); Send message from Google notifying the availability of the shared running notes file. 
-
+6. Set sharing of running notes file (with editor rights) with lead contacts (meeting participants); Send message from Google notifying the availability of the shared running notes file.
 
 ### SOP: Meet with the lead
 
 2i2c Partnerships and Community Teams will develop improved procedures for initial meetings with leads.
 
-+ Answer questions
-+ Right to replicate
-+ Demo?
-+ Target: "verbal close"
-+ Forecast upcoming procurement/negotiation and technical/deployment stages
-+ Record notes and exchanges in Running Notes file
+-   Answer questions
+-   Right to replicate
+-   Demo?
+-   Target: "verbal close"
+-   Forecast upcoming procurement/negotiation and technical/deployment stages
+-   Record notes and exchanges in Running Notes file
 
 ## Prospect Phase SOPs
 
 ### SOP: Send Draft Contract
 
-A member of 2i2c Partnerships Team sends email to [email protected] requesting `Send Draft Contract` to PartnerX contact email(s). 2i2c's Partnerships Assistant carrys out the following actions script: 
+A member of 2i2c Partnerships Team sends email to [email protected] requesting `Send Draft Contract` to PartnerX contact email(s). 2i2c's Partnerships Assistant carrys out the following actions script:
 
 1. In the [Agreements folder](https://drive.google.com/drive/u/1/folders/1d2N0F0zn3-7wG1FrA_6FHgHtNAyMcJr8), navigate to the folder for the partner you're contracting for (or create a new one if needed) - this step is important for Step 5.
 2. Return to the Agreements folder and navigate to the [Templates folder](https://drive.google.com/drive/u/1/folders/1oRFLPChp8J9GpgWpnalF74752oNh9tt8), and open the [[TEMPLATE] Outbound Services Agreement shortcut](https://docs.google.com/document/d/1kPgSddJ_Sob0XcTbkDy5UShIAVKPmm04P9ZLsYiOV20/edit#heading=h.qo34o8p9in1e).
@@ -94,12 +101,12 @@ A member of 2i2c Partnerships Team sends email to [email protected] requesti
 
 ### SOP: Service Agreement Negotiation
 
-2i2c's Partnerships Team works with the Prospect to upgrade the draft services agreement into an executable document that can be signed by all signatories. 
+2i2c's Partnerships Team works with the Prospect to upgrade the draft services agreement into an executable document that can be signed by all signatories.
 
-+ Answer questions
-+ Negotiate; Adjust text
-+ Specify addenda (statement of work; deliverables; ...)
-+ Target: get to "ready to sign"
+-   Answer questions
+-   Negotiate; Adjust text
+-   Specify addenda (statement of work; deliverables; ...)
+-   Target: get to "ready to sign"
 
 ### SOP: DocuSign Agreement
 
@@ -113,7 +120,7 @@ CS&S arranges for DocuSign requests from signatories.
 
 2i2c's Community and Partnerships Teams will work to specify standard operating procedures for kickoff events to launch partnerships.
 
-### SOP: Invoicing 
+### SOP: Invoicing
 
 Procedure to be specified better in collaboration with CS&S
 
@@ -126,15 +133,16 @@ Procedure to be specified better in collaboration with CS&S
 2i2c's Community and Partnerships Teams, in collaboration with CS&S, will work to specify standard operating procedures for managing renewals of partnerships.
 
 (sales:questions-to-answer)=
+
 ## When to decide to work with a lead
 
 To decide whether we should continue engaging with a particular lead, we need to know whether they are in-scope for our mission and likely to be able to successfully collaborate with us.
 The [`MANIAC-T` framework](https://xxiibrands.com/sales/qualify-your-sales-leads-with-maniac-t/) can be helpful in coming to a decision. Here is a short description of these guideilnes:
 
-* **Money**. Is there a specific amount of money set aside for the project? If they are seeking funding in order to pay for this, what are the details?
-* **Authority**. Does the contact have the authority to make a buying decision? Who else will need to be involved in the decision-making process?
-* **Need**. What are their clear pain-points with their current infrastructure setup? Do they seem to have a real need for change?
-* **Impending Event**. Do they have an upcoming event that is urgent or pressing?
-* **Application**. Is their use-case a good fit for 2i2c infrastructure? Would their use-case require major changes to our hubs? Is there a different organization better-suited to help them?
-* **Competition**. What alternative options are they considering? e.g., other organizations, internal approaches, or deciding to do nothing?
-* **Timeline**. What does the buying process look like for this prospect? E.g., finalizing a contract, or receiving a sub-award.
+-   **Money**. Is there a specific amount of money set aside for the project? If they are seeking funding in order to pay for this, what are the details?
+-   **Authority**. Does the contact have the authority to make a buying decision? Who else will need to be involved in the decision-making process?
+-   **Need**. What are their clear pain-points with their current infrastructure setup? Do they seem to have a real need for change?
+-   **Impending Event**. Do they have an upcoming event that is urgent or pressing?
+-   **Application**. Is their use-case a good fit for 2i2c infrastructure? Would their use-case require major changes to our hubs? Is there a different organization better-suited to help them?
+-   **Competition**. What alternative options are they considering? e.g., other organizations, internal approaches, or deciding to do nothing?
+-   **Timeline**. What does the buying process look like for this prospect? E.g., finalizing a contract, or receiving a sub-award.

business-development/engagement/renewals.md

@@ -0,0 +1,16 @@
+# Renewals
+
+We use the Sales **CRM > Engagements** interface to quickly surface information about Engagements.
+
+There are five types of views on this interface:
+
+-   _Lapsed_: Engagements who's service agreement have expired but we are still providing them with services.
+-   _Needs Renewal_: Engagements with service agreements that will be expiring within 3-months.
+-   _Active_: The list of engagements with valid services agreements and we are actively supporting their communities.
+-   _Ready for Decommissioning_: Lhe list of engagements with service agreements that have ended and we are planning to decommission their hubs.
+-   _Ended of Renewed_: Historical engagements
+
+## Process for identify Renewal Opportunities
+
+Services agreements that have a contract end date 3-months away from expiring are considered "Active & needs renewal".
+These engagements are flagged with the "Active & needs renewal" status during the Project Management alignment meeting or by a member of the Delivery Enablement team.

business-development/index.md

@@ -6,17 +6,9 @@ Some links might be missing or in-the-works.
 :::
 
 ```{toctree}
-bd-overview.md
-strategy.md
-kpis.md
+bd/bd-overview.md
 roles/index.md
-pricing-strategy.md
-sales-operations.md
-engagement.md
-coordination-ceremonies.md
-crm/hub-service.md
-crm/grants-and-projects.md
-crm/engagement-workflow.md
+engagement/engagement.md
 customer-success/freshdesk.md
 customer-success/hub-activity.md
 meetings/index.md

business-development/coordination-ceremonies.md → business-development/meetings/creating-alignment.md

@@ -8,7 +8,7 @@ These meetings are currently:
 -   Project Management alignment (_[P&S: Project Management](meetings/project-management-alignment.md)_)
 -   Horizon Scanning (_[P&S: Horizon Scanning](meetings/horizon-scanning.md)_)
 
-## Process related alignment
+## Processes related alignment
 
 We work in iterations and use Agile delivery practices to deliver our work.
 This naturally results in the following ceremonies:
@@ -30,3 +30,11 @@ We have two, 15 minute synchronous checkins each week. These help us to:
 
 **Continuous improvement**
 We have a retrospective at the end of each iteration to provide opportunities to improve our way of working.
+
+(slack:business-development)=
+
+## The Business Development Slack channel
+
+-   The [`#business-development` Slack channel](https://2i2c.slack.com/archives/G015W2KSBCP) is for discussions around the business and membership lifecycle.
+-   The [`#business-development-airtable-updates`](https://2i2c.slack.com/archives/C08AZTGAUBX) is for tracking ongoing conversations around automated updates from AirTable.
+-   The [`#business-development-hubspot-updates`](https://2i2c.slack.com/archives/C08PQQHH3U5) is for tracking ongoing conversations around automated updates from HubSpot.

business-development/meetings/index.md

@@ -1,8 +1,9 @@
 # Meetings in Business Development
 
 ```{toctree}
+creating-alignment.md
 horizon-scanning.md
 project-management-alignment.md
 sales-sync.md
 product-sync.md
-```
+```