Coordination Guide

Introduction

Above all, at least make sure that the group has set a time and place to communicate with each other. For small groups, this can be efficiently done daily by physically meeting together. Having a guaranteed procedure for group communication is top-priority because it enables the group to discuss changes to the coordination procedures (a process that allows the process to change).

For larger groups, advanced telecom technologies and additional procedures have to be accepted by the group in order to make the meeting efficient. This may involve limits on what information is appropriate for the meeting.

Further Info

Above all else, group coordination requires accessible communication channels to individuals, to sub-groups, and to the entire group. An example of an accessible communication channel would be that each group member can use email and view a list of others' email addresses.

Through communication the group or a sub-group can then discuss and establish accepted procedures. An example of an accepted procedure would be a sub-group agreement to meet at a certain location and time, regularly or not.

Communication Channels

Talking directly near each other is the most involved communication channel; audio and video conferencing follows behind, all 3 methods being real time. Email is the most effective for relaying temporary-minded information and having responses be scheduled according to the recipient. A collaboratively edited panel is better for less temporary coordination information. Finally, a project wikipage provides access to permanent-minded project information.

Sub-group Coordination

If a group wants to categorize their multi-faceted performance into different "projects", each project will require a team (1 or more people).

We recommend the following procedures for the group associated with the "project team":

• Scrummaster

The project team designates one of their members to be the project's "Scrummaster". The Scrummaster has the responsibility to maintain project team communication (ex. ensure that meetings happen) and to help remove blocks for project team members.

• Standup

The project team meets at a certain time and location to share progress updates, future plans, and blocks on different sections of the project. A "facilitator" may be designated for calling out a prepared list of project categories. If this meeting is recorded, we recommend keeping the camera stationary and focused on the entire group at all times.

Community Event Recommendations (~30 people)

• Inter-Team Scrum

All project teams meet at a certain time and location to share relevant progress info, seek help on tasks or blocks, share gratitude.

The procedure is for a facilitator to call out a prepared list of projects. When called, the project's scrummaster has the time to speak, with others to comment and briefly discuss if necessary. Projects may be added to and removed from the list upon request.

If this meeting is recorded, we recommend keeping the camera stationary and focused on the entire group at all times.

Approximate general frequency recommendation: once per day

• House Meeting

The community meets at a certain time and location to discuss a list of topics. We recommend that the topic agenda be prepared beforehand, and new topics be added at the beginning of the meeting if applicable. We recommend the "note-taker (records relevant meeting info)", "time-keeper (keeps track of time for timeboxing)", and "facilitator (designates speakers)" roles to be designated. The agenda items are timeboxed by asking who put each item for a timebox then establishing the timebox as a community. Announcements should be an agenda item at the start, and the timekeeper should regularly announce the remaining time for an agenda item's timebox.

Approximate general frequency recommendation: once per week or two weeks

• Community Circle

The community meets at a certain time and location for each member to share their recent emotions and feelings. The procedure is that a member voluntarily breaks the silence to share their thoughts (we recommend hand-raising to gesture readiness before starting to speak). Responses such as questions or comments should request permission from the active community circle member.

Approximate general frequency recommendation: once per week