Last Monday we presented to the IT team all the XOIT elements, how they mapped with Holacracy, the adjusted Governance meeting process, and the role of the Representative in our implementation. If you following my blog you already know that we are not implementing vanilla Holacracy, instead we invested a lot of time and effort creating a set of processes (or apps) to make sure that we know how to run all of today’s processes within the structure we are adopting. For us, XOIT has 3 layers:
- Hardware – A set of principles and concepts that guide us, such as Self-Management, Autonomy and Meritocracy.
- Operating System (OS) – The clear definition of Roles and Groups, as well as clear processes for defining how a group should work and how it should be run; i.e. Governance and Operation. We adopted the Role and Group definitions of Holacracy, only substituting Group for Circle. We also made some pretty heavy adjustments to the Holacracy Governance and Operation process to better fit within our culture.
- Application (Apps) – This is currently a set of about 20 different processes which have been redesigned to reflect how we are going to perform our processes based on the new operating system. Some examples include Hiring, Reviewing, Setting priorities, Separation, and Compensation.
The majority of the meeting was dedicated to covering the Governance process and the role of the Representative in the Governance Meeting. In a nutshell, we decided to simplify Holacracy’s predefined Roles by condensing down to two: Lead and Representative (or Rep). The Lead is responsible for running the Groups day-to-day activities, while the Rep. is responsible for running the Governance meeting (which can change how the Group operates) as well as representing the group in Super-Group meetings. The Governance process is hard to explain and for many people hard to grasp, because in today’s world it is either being done by a few people at the top of the pyramid, or it is not being done at all. We attempted to simplify the process and depict it in a way that would help our group better understand. Since we received such good questions during and after the meeting, it appears that our visual helped the team to better understand the process. Therefore I thought I would share it with you:
During this past week we invited associates to join our meeting in order to run scenarios so they could see XOIT implemented in their worlds. The first meeting was a little difficult at first, but we managed to identify several gaps and how, by adding roles to Groups, we can mitigated today’s issues. The second and third meetings flowed more naturally and helped us validate our XOIT processes while also exposing other gaps.