Procedural Guide for Improving Communication in Belong in Plymouth:
- Utilise Groups.io as the primary communication platform for the team.
- Ensure all team members are part of the Core Team Groups.io group.
- Encourage regular use of Groups.io for sharing thoughts, updates, and important information.
- Format and structure messages to make them easy to read, using headings for longer posts.
- Share Thoughts Early and Regularly
- Encourage team members to share their thoughts and ideas early in the process, rather than waiting until everything is “ready” to share.
- Early sharing allows for course correction and alignment with the overall goals.
- Ensure Alignment and Coherence
- During the end-of-sprint reviews, assess alignment and coherence with past, present, and future work.
- Ask key questions like “Have we connected to what has happened before and the people involved?” to maintain a consistent narrative and pick up key learnings.
- Establish a Communication System and Guides
- Develop guidelines for using Groups.io effectively, including what to share, how to format posts, and when to post updates.
- Implement a project and task tracking system to share progress and updates easily.
- Identify Different Work Stages
- Recognise the stages of work, such as exploratory, steady state, merging, and weaving, to understand the appropriate communication and resource requirements for each stage.
- Weekly Ops Meetings
- Hold weekly operational meetings to align current work and address any challenges or issues.
- Use these meetings to redirect efforts and maintain alignment with past, present, and future goals.
- Monthly Meetings
- Conduct monthly meetings for programme updates and alignment.
- Offer an opportunity for those involved in exploratory phases to share emerging conversations and connect with subgroups.
- Work through blockages together that are coming up
- Sprint Reviews
- Conduct quarterly sprint reviews, focusing on “Fact,” “Feelings,” “Findings,” and “Future” questions to reflect on the previous three months of work.
- Resource Management
- Be mindful of the budget and funding allocation, ensuring that decisions impacting resources are discussed with the Core Team and those affected by the decision.
- Use the predetermined thresholds for financial decisions: up to £250, up to £500 (consult with Matt), over £500 (requires Core Team approval).
- Clearly Define Post Types on Groups.io
- Use specific prefaces in the message heading to indicate the purpose of the post (e.g., URGENT, INFORMATION, DISCUSSION, ADVICE NEEDED, DECISION, INVITATION). 1. Include Core Data and References in Messages
- Provide relevant links and summaries to previous discussions and work.
- Link the topic to the program’s mission and values to ensure alignment.
- Identify Relevant Participants and Stakeholders
- Use the designated Airtable to identify and involve the right people in discussions and decision-making.
By following this procedural guide, the Belong in Plymouth team can improve communication, maintain alignment, and enhance overall programme effectiveness. Regular use of Groups.io, early sharing of thoughts, and clear tracking of progress will contribute to a smoother and more productive working process.
