As we roll out the new teams, the problem arises of how they should communicate within each team. Following a conversation with @lee, I would propose the general structure is something like this:
- Each team’s members can decide for themselves how they want to stay in touch. Please, everyone try to be mindful of making things easy for team members that might come onboard in the future, as they are not yet there to make their own case.
- However, Team IT should supply a reasonable solution as a fallback.
The reasonable solution could look like this:
For anything that invites debate and is meant to stay in the Reef’s digital records: use the Edgeryders forum, as I am doing now. The forum is long-lived (over 10 years already) and easy to search. Also, almost everyone has an account by now. To make things easier, we can create tags of the form
#reef-team-TEAMNAMEto associate to pertinent forum threads: for example, this thread is tagged #reef-team-it. Multiple tags are possible, when a thread is relevant to more than one team. We can also create groups of users. We all already belong to @reeflings, but we can create smaller groups of the form
reef-team-TEAMNAME. The advantage of the groups is that you can send notifications to the whole team by mentioning the group’s name (mentions work with
@, like on Facebook and Twitter).
- For rapid-fire communication: use Nextcloud’s Talk app. Advantages: we all have Nextcloud accounts, and Talk supports groups of users. So, we create a group for each team and assign each of us to the groups corresponding to the Teams we are a part of. Notifications seem to be working fairly well in Nextcloud: a notifications manual is here.
- For calendar events and tasks: use Nextcloud’s Calendar, Tasks and Deck apps. For calendar, I see advantages in using just the one calendar, called The Reef meetings. To add this calendar to your personal calendar, go here and follow the instructions. For Tasks and Deck, Manuel and I have been testing them, and they have different upsides and downsides. Feel free to experiment, or ask us if you have question.
- For shared documents, everyone is invited to use Nextcloud. We have already some dedicated folders for some teams that started working already. We will make the others.
Suggestion: at tonight’s meeting, Manuel can create team groups on Nexcloud on the fly, and add people to them (or people can add themselves, if they have laptops with them). With a bit of luck, we leave the room with everybody being already within reasonably easy reach of their team members.