Team Roles & Structure - Adaptive Framework

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🎯 Team Framework: Vision + Adaptive Reality

Vision

What We Want to Achieve:

• Sustainable team capacity that matches project scale and revenue
• Essential skills covered across all critical functions
• Healthy work-life balance (avoid burnout)
• Team grows organically as project succeeds

Core Requirements (Non-Negotiable)

• Founder financial security: Maintain jobs Years 1-2 to cover living expenses (€15-30k/year per person)
• Sustainable workload: Part-time commitment that doesn't cause burnout
• Essential skills coverage: Restoration ecology, project management, fundraising, communications (by founders or advisors)
• Legal requirements met: Minimum members if legal structure requires (e.g., e.V. needs 7 members)

How We'll Build the Team (Flexible, Adaptive)

• Year 1-2 work model: Part-time (15-25 hr/week), founders keep jobs for income
• Year 2-4 transition: Part-time to full-time based on project revenue
• Year 4+ potential: Full-time if revenue supports it (€30-50k/year stable)
• Team scaling: Based on actual growth, not assumptions

Current Status

• Decided: 1-2 core founders, part-time Year 1-2, keep jobs for security
• TBD: When to transition to full-time (depends on revenue), when/if to hire (depends on growth)
• Decision Criteria: Revenue stability, workload sustainability, impact potential

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👥 Founder Reality: Part-Time Work Model

Work Model Options: Adaptive to Phase and Circumstances

Option A: Part-Time Bootstrap (Year 1-2) - BASELINE

• Time Commitment: 15-25 hours/week on project
• Schedule: Evenings (2-3 hr/day × 5 days = 10-15 hr) + Weekends (10-15 hr)
• Jobs: Keep full-time or substantial part-time jobs (€25-40k/year income)
• Project Compensation: €0-€5k/year (minimal/no salary from project)
• Best if: Testing model, building slowly, maintaining maximum security
• Probability: 80% (very likely baseline for Year 1-2)
• Status: Committed for Year 1-2

Option B: Transition Phase (Year 2-4)

• Time Commitment: 25-35 hours/week on project
• Schedule: 3 days/week on project, 2-3 days/week on job (or vice versa)
• Jobs: Reduce to part-time (€15-25k/year income)
• Project Compensation: €10-20k/year (from project revenue)
• Total Income: €25-45k/year (jobs + project)
• Best if: Project shows promise, revenue starting, ready to increase commitment
• Probability: 50-60% (depends on Year 1-2 success)
• Trigger: Project generates €10k+ revenue consistently for 6+ months
• Status: TBD based on Year 1-2 results

Option C: Full-Time Commitment (Year 4+)

• Time Commitment: 40-60 hours/week on project
• Schedule: Full-time project work
• Jobs: Leave jobs entirely
• Project Compensation: €30-50k/year (professional salary from project)
• Best if: Project revenue stable at €50k+/year, growth justifies full attention
• Probability: 30-40% (aspirational, depends on success)
• Trigger: Project revenue €60k+/year stable for 12+ months, clear growth path
• Status: Aspirational - TBD based on Year 2-4 results

Option D: Hybrid/Flexible (Any Phase)

• Time Commitment: Variable based on season, opportunities, personal circumstances
• Examples:
  • Intense during planting season (30-40 hr/week), lighter in winter (10-15 hr/week)
  • One founder full-time, one part-time
  • Sabbatical from job for 6-12 months to accelerate project
• Best if: Flexible work arrangements available, seasonal project work, circumstances change
• Status: Open to adapt as opportunities emerge

Financial Viability Analysis

Phase 1: Part-Time Bootstrap (Year 1-2)

Income Source	Amount/Year	Notes
Jobs Income (1-2 founders)	€30-60k	Full-time jobs, essential for living expenses
Project Income	€0-€10k	Minimal revenue Year 1, building in Year 2
Total Income	€30-70k
Living Expenses (1-2 people)	€20-40k	Rent, food, health insurance, etc.
Surplus for Project	€10-30k	Can invest personal savings if desired
Viability	✅ Sustainable	Jobs cover life, project grows organically

Phase 2: Transition (Year 2-4)

Income Source	Amount/Year	Notes
Jobs Income (reduced)	€20-40k	Part-time work or one founder
Project Income	€10-30k	Revenue growing, paying modest salaries
Total Income	€30-70k
Living Expenses	€20-40k
Surplus	€10-30k	Reinvest in project growth
Viability	✅ Sustainable if project revenue proven	Risk increases but manageable

Phase 3: Full-Time (Year 4+)

Income Source	Amount/Year	Notes
Jobs Income	€0	Left jobs
Project Income	€50-80k	Stable revenue, professional salaries
Total Income	€50-80k
Living Expenses	€25-45k
Surplus	€25-35k	Reinvest, save, hire help
Viability	✅ Sustainable if revenue stable	Only viable when project fully supports team

Key Insight: Part-time model eliminates financial pressure, allows organic growth without unrealistic revenue demands on young project.

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🎯 Founder Skill Requirements & Coverage Strategy

What 1-2 Founders MUST Cover

Essential Skills (at least one founder must have):

• Restoration Ecology Basics: Understanding of native species, planting methods, ecosystem processes
• Project Management: Planning, budgeting, timeline tracking, basic organizational skills
• Communication: Writing, presenting, social media, storytelling
• Fundraising Foundation: Grant writing basics, crowdfunding, donor relations
• Physical Work Capability: Planting trees, building infrastructure, site maintenance

Nice-to-Have Skills (helpful but can be learned or outsourced):

• Advanced ecology (soil science, hydrology, advanced monitoring)
• Financial management (accounting, tax, compliance)
• Design (graphic design, video editing, website)
• Legal/regulatory expertise
• Construction/engineering
• Technology (GIS, data analysis, programming)

How to Fill Skill Gaps

Option A: Learning & Development

• Cost: €0-€2,000/year (online courses, books, webinars)
• Time: 3-8 hours/week self-directed learning
• Best for: Skills that are learnable and immediately useful (e.g., grant writing, basic GIS)
• Examples:
  • Restoration ecology: Online courses, restoration handbooks, peer learning
  • Grant writing: Templates, workshops, practice applications
  • Communications: Social media courses, content creation tutorials

Option B: Advisory Board (Volunteer Experts)

• Cost: €0 (volunteer time, recognition only)
• Time Commitment from Advisors: 10-20 hours/year per advisor
• Best for: Strategic guidance, specialized expertise, credibility
• Target: 3-5 advisors covering gaps
  • Restoration ecologist (senior practitioner or professor)
  • Fundraising/nonprofit expert
  • Legal/governance advisor
  • Communications/marketing professional
  • Technology/monitoring specialist (optional)

Option C: Contractors/Consultants (As Needed)

• Cost: €5,000-€15,000/year (Year 2+)
• Best for: One-time needs, legally required services, highly specialized work
• Examples:
  • Accountant/tax advisor: €2-4k/year (required)
  • Legal counsel: €2-5k/year (formation, contracts)
  • Website development: €1-3k (one-time)
  • Video production: €1-3k (crowdfunding campaign)

Option D: Volunteers/Interns

• Cost: €500-€2,000/year (insurance, materials, recognition)
• Best for: Hands-on work, community engagement, project support
• Examples:
  • University students (thesis projects, internships)
  • Skill-based volunteers (pro bono graphic design, photography)
  • Community planting days (physical labor)

Option E: Partner Organizations

• Cost: €0 (mutual benefit)
• Best for: Research collaboration, shared resources, credibility
• Examples:
  • University partnership: Monitoring expertise, student labor, research credibility
  • Local NGO: Equipment sharing, volunteer network, local knowledge
  • Corporate partner: Funding + employee volunteers

Decision Criteria: Which gaps to fill first?

1. Critical for legal/safety: Accountant, basic legal (fill immediately via contractors)
2. Critical for success: Restoration knowledge, fundraising (fill via learning + advisors)
3. Nice to have: Advanced monitoring, professional design (defer until budget allows)

Current Status:

• Founders have basic coverage across essential areas
• Will build advisory board Month 3-6 (3-5 experts)
• Will hire accountant when legal entity formed
• Learning plan in progress for specific gaps

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📊 Team Scaling Options: Adaptive to Growth

Philosophy: Team size follows success, not assumptions. We scale when revenue and impact justify it, not on a fixed timeline.

Option A: Stay Lean (1-2 Founders Indefinitely)

• Description: Founders handle all work, part-time to full-time transition by Year 3-4, no hiring
• Cost: €0-€50k/year (founder salaries only)
• Pros: Low overhead, agile, founder control, sustainable on modest revenue
• Cons: Limited scale, founder burnout risk if work grows beyond capacity, no redundancy
• Best if: Project stays at 1ha, revenue modest (€30-50k/year), founders prefer autonomy
• Revenue Required: €30-50k/year stable (to support 1-2 full-time founders)
• Status: Strong candidate if project proves viable but doesn't scale dramatically

Option B: Add 1-2 Part-Time Helpers (Year 2-3)

• Description: Founders + 1-2 part-time staff (20-30 hr/week) or contractors
• Roles: Restoration assistant, administrative support, or community coordinator
• Cost: €20-40k/year additional (€10-20k per part-time role)
• Total Team Budget: €50-90k/year
• Pros: Increased capacity, specialization, still lean, manageable costs
• Cons: Coordination overhead, not enough for major scaling
• Best if: Revenue €60-80k/year, expanding to 2-5ha, need help but not full team
• Revenue Required: €70-100k/year stable
• Trigger: 6+ months of €6-8k/month revenue, workload exceeding 30 hr/week per founder consistently
• Status: Likely by Year 3-4 if growth materializes

Option C: Professional Team (3-5 Staff by Year 3-5)

• Description: Executive Director, Project Manager, Restoration Specialist, + 1-2 support roles
• Cost: €120-200k/year (professional salaries)
• Pros: Professional capacity, can scale to 10-20ha, research partnerships, credibility
• Cons: High overhead, management complexity, requires substantial revenue
• Best if: Revenue €180-250k/year, expanding to 10ha+, major grants/partnerships secured
• Revenue Required: €200-300k/year stable (staff = 60-70% of budget)
• Trigger: Revenue exceeds €200k/year for 12+ months, clear growth path to 10ha+
• Status: Aspirational - only if project succeeds dramatically (20-30% probability)

Option D: Collaborative Model (Partnership-Based)

• Description: Stay lean (1-2 founders) but partner with universities, NGOs, or other organizations for capacity
• Examples:
  • University provides students for monitoring (free labor + research)
  • Local NGO shares equipment and volunteers
  • Corporate partner funds specific roles (€20-40k/year)
• Cost: €0-€30k/year additional (depends on partner funding)
• Pros: Leverage external resources, credibility, lower overhead than hiring
• Cons: Requires right partners, less control, coordination complexity
• Best if: Strong partnerships emerge, prefer collaboration over building internal team
• Status: Actively pursuing partnerships, open if opportunities emerge

Option E: Volunteer-Driven Model

• Description: 1-2 founders (part-time or full-time) + robust volunteer program (20-50 volunteers/year)
• Roles: Volunteers handle planting days, events, citizen science, community outreach
• Cost: €5-15k/year (volunteer coordination, insurance, materials, recognition)
• Total Budget: €35-65k/year
• Pros: Community engagement, low cost, educational impact, scalable labor for planting
• Cons: Inconsistent availability, training overhead, not suitable for all tasks
• Best if: Community engagement is core mission, founders good at volunteer management, labor-intensive work (planting)
• Revenue Required: €40-70k/year
• Status: Will build volunteer program starting Year 1, may become primary scaling strategy

Decision Framework: How to choose?

1. Revenue level: What can we sustainably afford? (60-70% of budget max on team)
2. Project scale: Are we scaling beyond 1ha? How much capacity needed?
3. Founder preference: Do we want to build a team or stay lean?
4. Opportunities: Do partnerships or volunteers provide capacity without hiring?
5. Impact per dollar: Which model maximizes ecological/community impact per euro spent?

Current Plan: Assume Option A (stay lean) for Year 1-2, evaluate Option B or E by Year 3 based on actual growth and revenue.

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🌍 Location & Work Environment - Adaptive

Primary Office/Base: TBD Based on Location Decision

Options:

• If Germany: Office/base in Germany (specific city TBD - could be Bonn, Berlin, near site, etc.)
• If Portugal: Office/base in Portugal (specific region TBD based on site location)
• If Other EU: Office/base in that country
• Remote-first: No fixed office, founders work remotely, meet at site

Decision Factors:

1. Where is the restoration site? (primary driver)
2. Where do founders live? (secondary consideration)
3. Legal entity location (may influence office location)
4. Partnership opportunities (co-working with NGO/university?)

Work Model:

• Year 1-2 (Part-time): Remote work from home (evenings/weekends), site visits as needed (monthly?)
• Year 2-4 (Transition): Mix of remote + on-site work (more frequent site presence)
• Year 4+ (Full-time): Primarily on-site or nearby, daily site access

Travel: Depends on phase and site distance

• Year 1-2: 10-30% (monthly site visits, occasional events)
• Year 2-4: 30-60% (increasing site presence)
• Year 4+: 60-80% (mostly on-site work)

Current Status:

• Office location TBD pending site selection (Month 6 decision)
• Remote work assumed for Year 1-2 (founders keep jobs, work part-time)
• Will adapt office/workspace needs to actual location chosen

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🎓 Professional Development Strategy

Year 1-2: Self-Directed Learning (€0-€2,000/year total)

Focus: Fill critical skill gaps, build knowledge in restoration ecology, fundraising, project management

Methods:

• Free online courses: Coursera, edX, university open courseware (ecology, GIS, nonprofit management)
• Books & handbooks: Restoration ecology guides, native plant guides, nonprofit startup books (€200-500)
• Webinars & workshops: Free or low-cost from conservation organizations (€0-500)
• Networking events: Local environmental meetups, conferences (€300-800 for registration/travel)
• Peer learning: Connect with other restoration practitioners, online communities

Time Commitment: 3-8 hours/week (fits within part-time model)

Priority Topics:

1. Restoration ecology fundamentals
2. Grant writing & fundraising
3. Crowdfunding campaign strategy
4. Native species identification & ecology (location-specific once site decided)
5. Basic GIS & monitoring methods

Year 2-4: Transition to Professional Development (€1,000-€3,000/year)

Add:

• Conference attendance: Society for Ecological Restoration, regional events (€500-1,500)
• Specialized training: Soil health workshops, water management courses, monitoring certification (€500-1,000)
• Professional memberships: SER, local associations (€200-500)
• Mentorship: Paid time with expert practitioners (€0-1,000)

Year 4+: Comprehensive Development (€2,000-€5,000/year per person)

If full-time team:

• International conferences
• Advanced certifications
• Research collaborations
• Leadership development

Current Status:

• Year 1 learning plan in development (focus on restoration ecology + fundraising)
• Budget €0-€1,000 Year 1 (bootstrap approach)
• Will increase as revenue allows

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🤝 Advisory Board Strategy

Composition: 3-5 Experts (Year 1), Expand to 5-7 by Year 2-3

Essential Advisors (recruit by Month 6):

1. Restoration Ecology Expert

• Role: Technical guidance on methodology, species selection, monitoring
• Profile: Senior ecologist, professor, or experienced practitioner
• Location preference: Familiar with our chosen geography (temperate or Mediterranean)
• Time commitment: 10-15 hours/year (2 meetings + ad hoc questions)

2. Nonprofit/Fundraising Expert

• Role: Grant strategy, organizational development, fundraising guidance
• Profile: Nonprofit leader, foundation program officer, or successful fundraiser
• Time commitment: 10-15 hours/year

3. Legal/Governance Advisor

• Role: Legal structure advice, governance setup, compliance guidance
• Profile: Nonprofit lawyer, NGO board member, or regulatory expert
• Time commitment: 8-12 hours/year (mostly Year 1 during formation)

Optional Advisors (add by Year 2 if relevant):

4. Community Engagement Specialist

• Role: Volunteer program design, community partnerships, education programs
• Profile: Community organizer, environmental educator, or participatory conservation expert

5. Carbon Markets/Sustainable Finance

• Role: Carbon credit strategy, impact investing, financial sustainability
• Profile: Carbon project developer, impact investor, or environmental economist

Recruitment Strategy:

• Month 1-3: Identify potential advisors through network, LinkedIn, university connections
• Month 3-6: Personal outreach, clarify role/expectations, invite to join
• Ongoing: 2 meetings/year (spring & fall), ad hoc email/call consultation

Value Proposition for Advisors:

• Contribute to meaningful restoration work
• Networking with other experts
• Acknowledgment on website/materials
• Insight into innovative project
• Minimal time commitment (15-20 hr/year)

Current Status:

• Target 3 core advisors by Month 6
• Actively networking and identifying candidates
• Will expand to 5-7 by Year 2 as needs clarify

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👷 Contractors & Consultants - As Needed Basis

Essential Contractors (Required)

Accountant/Tax Advisor

• When: Once legal entity formed (Month 6-12)
• Cost: €2,000-€4,000/year
• Scope: Annual tax filing, bookkeeping oversight, financial compliance
• Status: Will hire when entity registered

Legal Counsel

• When: Legal entity formation (Month 6-8), ongoing as needed
• Cost: €2,000-€5,000/year (Year 1 formation, €1-2k/year ongoing)
• Scope: Entity formation documents, contracts review, regulatory questions
• Status: Will engage during formation process

Optional Contractors (Budget Dependent)

Website Developer

• When: Year 1 (Month 3-4) if crowdfunding planned
• Cost: €1,000-€3,000 (one-time)
• Scope: Professional website for credibility and fundraising
• Status: TBD based on fundraising pathway chosen

Video Production

• When: Year 1 (Month 4-5) if crowdfunding campaign
• Cost: €1,500-€4,000 (one-time)
• Scope: Crowdfunding campaign video
• Status: TBD based on crowdfunding decision

Construction/Infrastructure

• When: Year 1-2 (after land secured)
• Cost: €5,000-€20,000 (one-time for major infrastructure)
• Scope: Professional installation of solar, water systems, shelter if complex
• Status: TBD based on site needs and budget

Total Contractor Budget:

• Year 1: €5,000-€15,000 (legal, accounting, website/video if crowdfunding)
• Year 2+: €3,000-€8,000/year (ongoing legal/accounting + ad hoc needs)

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🌟 Volunteer Program - Starting Year 1

Year 1: Foundation Building (Target: 10-20 Volunteers Engaged)

Types of Volunteers:

1. Advisory Board (3-5 people)

• Governance and strategic counsel
• Professional expertise
• 10-20 hours/year per advisor

2. Planting Day Volunteers (10-15 people)

• Community planting events (2-4 events/year)
• Physical labor (digging, planting, mulching)
• 4-8 hours per event

3. Skills-Based Volunteers (2-5 people)

• Pro bono professional services
• Examples: Graphic design, photography, social media, grant editing
• 5-20 hours/year per volunteer

Management Approach (Year 1):

• Founders coordinate directly (no dedicated volunteer coordinator)
• Keep it simple: 2-4 events/year, clear tasks, minimal overhead
• Basic insurance coverage (€200-500/year)
• Recognition: Thank you notes, website acknowledgment, event invitations

Budget: €500-€1,500/year (insurance, materials, recognition items)

Year 2-3: Program Growth (Target: 30-60 Volunteers Annually)

Add:

• Regular volunteer workdays (monthly)
• Citizen science monitoring
• Event volunteers for fundraisers
• Internship program (university students)

Management:

• Part-time volunteer coordinator role (Year 3+ if budget allows) OR founder-managed with systems
• Volunteer management software (€0-500/year)
• Training materials and orientation
• Expanded recognition program

Budget: €2,000-€5,000/year

Current Status:

• Will launch volunteer program Year 1 (modest scale, 2-4 events)
• Focus on community planting days and skills-based volunteers
• Will grow program organically based on demand and capacity

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🎯 Performance & Accountability

Founder Self-Evaluation (Annual)

Key Questions:

1. Are we maintaining healthy work-life balance? (burnout check)
2. Are we making meaningful progress on impact goals? (tree survival, hectares restored)
3. Is the project financially sustainable? (revenue trends, founder security)
4. Are we learning and improving? (skills development, methodology refinement)
5. Are we enjoying this work? (mission alignment, satisfaction)

Process:

• Annual review at end of Year 1, Year 2, etc.
• Honest assessment of above questions
• Decide: Continue, pivot, or sunset project based on results
• Share summary with advisors and key supporters

Sustainability Check:

• If answer to #1, #3, or #5 is "NO" for 12+ months → Serious reassessment needed
• If answer to #2 is "NO" (no meaningful impact) → Methodology change or pivot
• If answer to #4 is "NO" (not learning/improving) → Seek mentorship or training

Decision Points:

• Year 1 Review: Should we continue to Year 2? What needs to change?
• Year 2 Review: Is this viable long-term? Transition timeline?
• Year 3 Review: Scale up, stay same, or wind down?

Transparency:

• Share honest updates with supporters (annual report)
• If struggling, ask for help (advisors, community, funders)
• If succeeding, celebrate and scale

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📈 Team Growth Decision Framework

When to Hire First Person (Critical Decision Point)

Minimum Criteria (ALL must be true):

1. Revenue: €60k+/year stable for 12+ months (enough to cover salary + overhead)
2. Workload: Founders consistently at 30+ hr/week for 6+ months (need help, not just nice to have)
3. Role Clarity: Clear job description and measurable outcomes for new hire
4. Legal Entity: Registered nonprofit able to employ staff
5. Founder Capacity: Time to recruit, onboard, and manage (hiring takes 3-4 months, managing takes 5-10 hr/week)
6. Sustainability: Clear path to continued revenue to support salary long-term (not one-time grant)

Trigger Events:

• €80k+ grant secured with multi-year commitment → Consider hiring specialist
• Expansion to 5ha+ creating workload beyond founder capacity → Hire restoration assistant
• Major partnership requiring dedicated staff time → Hire coordinator

Decision Timeline:

• Earliest: Year 2 (if growth dramatic, revenue strong)
• Baseline: Year 3-4 (gradual growth scenario)
• Alternative: Never hire (stay lean, founders prefer autonomy)

Current Status:

• No immediate plans to hire
• Will evaluate hiring need annually
• Default assumption: Stay lean (1-2 founders) unless clear trigger

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Related Documents

Structure & Governance:

• Organizational Chart & Legal Structure
• Governance Framework

Work Model & Timeline:

• Timeline Options & Work Phases
• Daily Operations & Schedules

Financial Viability:

• Revenue Model & Funding Pathways
• Financial Scenarios
• Fundraising Strategy

Skills & Strategy:

• Team as Critical Success Factor
• Technical Skills Required

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Adaptation Note

This document describes possible team structures and scaling pathways. The actual team composition, timeline, and growth will adapt based on:

• Project success and impact achieved
• Revenue stability and growth
• Founder capacity and preferences
• Partnership opportunities that emerge
• Workload requirements as site scales

Current baseline: 1-2 founders, part-time Year 1-2 (15-25 hr/week, keep jobs), evaluate transition Year 3+ based on results.

Key Philosophy: Team growth follows success, not assumptions. We stay lean until revenue and impact justify expansion. Founder security and sustainability are non-negotiable constraints.

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Document Version: 2025.11 (2025.11.13 01:56) Part of: Strategic Documentation Category: Plan Type: Organizational Document Status: Active