Engineering & ML departments

Welcome to the Engineering & Machine Learning Departments, the Hufflepuff house of Proto! We're known for dedication, humbleness and honesty when it comes to researching, developing, and delivering upon functional software for the Proto AICX platform and the HermesAI™ natural language processing engine.

This page will share to our strategic-level direction. For tactical direction, visit the following:

Department structure

The Engineering & ML Departments is structured as follows to enable AICX solution implementation and optimisation on a global scale with consideration regional & local relationship management:

Leadership

  • CTO. The CTO oversees Proto's software development, including all Engineering & ML staff direction, as well as machine learning initiatives and roadmap feasibility validation.
  • Lead Fullstack Engineers.

Engineering staff

  • Fullstack Engineers.
  • QA Engineers.
  • Security Engineer.
  • IT Governance Specialist.

Machine Learning staff.

  • Machine Learning Engineers.

Department personnel

Here are the current department leadership and staff members:

Goals & success forecasts

Department leadership will be assessed according to the following goals:

  • Primary goal.
  • Secondary goal.

Department staff will be assessed according to the following success forecasts:

  • First forecast.
  • First forecast.

Manual processes

Daily standup

The Marketing Meeting happens weekly with all marketing staff and the Head of Growth. Additionally, other Proto management members and the sales staff are optionally-invited to attend. The sales meeting follows this structure:

  • Content, ad & webinar calendar review. A status recap of progress on content, ad & webinar delivery from each marketing staff member.
  • Forecast review. A review of current progress against annual and quarterly demo & trial quotas.
  • Functional updates. Any updates to funnels, sales collateral, pricing and other information from the Head of Growth.

Sales Meeting

The Sales Meeting happens weekly with all sales staff and the Head of Growth. Additionally, other Proto management members and the marketing staff are optionally-invited to attend. The sales meeting follows this structure:

  • Pipeline review. A status recap of demo & proposal stage deals from each sales staff member.
  • Forecast review. A review of current progress against annual and quarterly sales quotas.
  • Functional updates. Any updates to funnels, sales collateral, pricing and other information from the Head of Growth.

Management Meeting

The Management Meeting happens weekly with the CTO and Proto management members.

Demos

Demos of the Proto AICX platform will be booked from multiple sources: the website & its chatbot, email campaigns, referral network, resellers and sales staff's personal lead generation. The following should be manually reviewed, prepared and conducted by sales staff:

  • Meeting link. HubSpot Meetings setup page for demo bookings by potential clients. This link should be available in signature blocks, the Proto website and its chatbot.
  • Sales collateral. HubSpot Documents storage page for decks and one-pagers per each Proto AICX solution. These documents can be sent in emails and used for demos.
  • Conducting demos. Example of a successful demo that led to a won deal in the financial vertical. These demos can be further customised with Proto trial system.
  • Following-up after demos. All potential clients at demo stage should receive consistent and respectful follow-up if a proposal offer was not approved in the demo. The Sales Playbook will provide specific guidance on successful follow-up tactics.

Proposals

Proposals can be generated and sent to potential clients after demos. The following should be manually reviewed, prepared and conducted by sales staff:

  • Proposal generation from HubSpot. PandaDoc proposals can be directly generated from the HubSpot deal page.
chancen international
  • Choose the correct proposal. The proposal with the correct client type and discount should be selected. After selected this, all deal info will map to the PandaDoc proposal.
proto aicx document

  • Review, sign and send proposal. Do a manual review of the proposal for accuracy, then sign the sales staff field and send to the client decision maker.
draft proto for spice money

Sales Playbooks

The following Sales Playbooks in HubSpot will be maintained by the Head of Growth and/or Global Sales Manager on quarterly or as-needed basis:

  • Global Sales Manager playbook. Tactical directions for hiring, training and guiding the Region Director & Managers and Account Executives for achievement of the annual & quarterly sales forecasts.
  • Region Director & Manager playbook. Tactical directions for entering, expanding and winning deals within geographic regions.
  • Account Executive playbook. Tactical directions for entering, expanding and winning deals within country(ies) with a capacity gap.

Sales Collateral

The following sales collateral will be stored and maintained across HubSpot Documents and Webflow on a quarterly or as-needed basis:

  • Decks. The Web & Graphics Manager will maintain the decks per the direction of the Head of Growth and/or Growth Manager. The shareable and source files will be in HubSpot Documents.
  • One-Pagers. The Web & Graphics Manager will maintain the one-pagers per the direction of the Head of Growth and/or Growth Manager. The shareable and source files will be in HubSpot Documents.
  • Case studies. The Content Manager will maintain the case studies produced by the CX Department per the direction of the Head of Growth and/or Growth Manager. The editable case studies will be in Webflow's Editor under the content tab.
  • Competitor pages. The Content Manager will create and maintain the competitor pages per the direction of the Head of Growth and/or Growth Manager. The editable competitor pages will be in Webflow's Editor under the content tab.
  • Comparison table. The Content Manager will create and maintain the competitor pages per the direction of the Head of Growth and/or Growth Manager. The editable comparison table will be in Webflow's Editor under the pricing page.
  • Channel features table. The Content Manager will create and maintain the channel feature table per the direction of the Head of Growth and/or Growth Manager. The editable channel features table will be in Webflow's Editor under the channels page.
  • Guides. The Content Manager will create and maintain the guides per the direction of the Head of Growth and/or Growth Manager. The editable guides will be in Webflow's Editor under the content tab.

Automated processes

These automations exist to remove repetitive manual processes. Click on the links to manage the software or contact the Head of Growth for access:

Pandadoc

  • Reminder emails & viewership. Pandadoc email sequence will send reminders to the potential client to sign the proposal. The proposal viewership can be tracked within Pandadoc. Frequent viewership indicates to sales staff that the proposal is desirable and they should stay engaged with the potential client.
  • Signed proposals to Google Drive. Zapier integration for signed sales proposals to send from Pandadoc to Google Drive (Proto Mgmt > Proto Data Room > Material Agreements > Client Agreements).
  • Signed reseller agreements to Google Drive. Zapier integration for signed resellers agreements to send from Pandadoc to Google Drive (Proto Mgmt > Proto Data Room > Material Agreements > Reseller Agreements).
  • Signed deployment agreements to Google Drive. Zapier integration for signed deployment agreements to send from Pandadoc to Google Drive (Proto Mgmt > Proto Data Room > Material Agreements > Client Agreements).

Trial System

  • Trial signups as trial stage deals in HubSpot. Custom integration for trial accounts in the Proto AICX platform to be sent to HubSpot Sales Pipeline as new deals at trial stage. The deal owner will be Team Proto until a sales staff member takes ownership, usually based upon geographic location.
  • Trial signup announcement in Slack. HubSpot integration for new trial stage deals to be announced in Slack (Growth channel).
  • Trial expiries as lead stage deals in HubSpot. Custom integration for trial accounts in the Proto AICX platform that expire upon 14 days with no upgrade to revert from trial to lead stage in the HubSpot pipeline.

Reseller Program

  • Website signup to lead stage deals in HubSpot. Zapier integration for reseller signups in Webflow website to be sent to HubSpot Reseller Pipeline as new deals at lead stage.

Growth Dashboard

  • Growth Dashboard.

R&D objectives and your goals

  • Primary goal. Develop a comprehensive understanding of all technical aspects of the Proto AICX platform.
  • Secondary goal. Contribute high quality code with minimal QA issues.
  • Annual success metrics. Ability to take ownership over the tasks that have been assigned to you and to mentor new members of the team.
  • Quarterly success metrics. Consistent contribution of quality code.

Workflow

At Proto, we run two-week development sprints. A sprint will start on Monday and end of the Friday of the next week. The team works together to complete a set amount of tasks and deliver a production-ready release at the end of the sprint. Please see the schedule below.


Week 1

Monday - Sprint planning meeting
Tuesday - Development
Wednesday - Development
Thursday - Development
Friday - Development

Week 2
Monday - Sprint checkpoint
Tuesday - Development
Wednesday - Development
Thursday - Development
Friday - Sprint retrospective

Week 3
Monday - Release to staging
Tuesday - Quality assurance testing
Wednesday - Quality assurance testing
Thursday - Quality assurance testing
Friday - Release to production

Your first week at Proto

Monday

  • You'll receive your credentials to Proto company accounts
  • Your buddy will reach out and connect with you. Get to know them and let them get to know you!
  • Get your dev environment set up

Tuesday

  • Join your first developer standup meeting
  • Review the software development process

Wednesday

  • Check out ongoing sprint work and review some of the current merge requests on Gitlab
  • You'll be paired up with team member to learn and assist with ongoing project development
  • You'll meet with the CTO and learn more about the platform and roadmap
  • Explore the Proto AICX platform
  • 1 on 1 meeting will be booked with your supervisor to checkin on how your first week is going

Thursday

  • Understand each repo’s structure and patterns
  • Following the development process you'll start work on your first individual assignment

Friday

  • You'll submit first (draft) merge request for review

Onboarding milestones

30-day milestones

  • Make at least one (1) code contribution per week;
  • Understand the team's processes (meetings, git workflow, code review, testing, deployment, etc.); and,
  • Make a documentation contribution.

60-day milestones

  • Understand what is required to perform at an exceptional-level and meet those requirements;
  • Research and practice one of your weakest competencies;
  • Read one technical book/course relevant to your role;
  • Comfortable navigating all parts of the codebase; and,
  • Complete at lease one medium-sized task.

90-day milestones

  • Comfortable picking up engineering tasks of any size; and,
  • Discuss progress with manager.