# Communication and Information Flow

## *Example – Setting up monthly Activist Advisory Board meeting* 

#### 1. Coordination Team Meeting scheduled over email & recorded in calendar

(top layer being the high level workplan >> decides frequency of Coordination Team meeting > > decides Coordination Team members)

- **BigBlueButton:** designated meeting room is set up
- **Files:**
    - Running notes documents are set up along with the agenda for the meeting
    - Other documents relevant to the Coordination Team meeting
- **Email:** Automatic reminders are set through Nextcloud calendar which are received over email
- **Mattermost:**
    - Asynchronous Coordination Team channel is used for reminders, follow-up, reschedule, file sharing and agenda reminder
    - Links are shared before the meeting with Coordination Team channel
    - Tagging and direct messaging features

#### 2. Coordination Team meeting takes place, weekly.

- **BigBlueButton:** meeting takes place in real time
- **Files:** Running notes maintained during the meeting, action points identified (e.g. organising the next Activist Advisory Board meeting)

#### 3. BigBlueButton: Meeting room dedicated to Activist Advisory Board meetings is set up

#### 4. Monthly Activist Advisory Board meeting dates are recorded 

On **Nextcloud** (file space) **calendar**:

- with description
- and BigBlueButton room link

#### 5. Activist Advisory Board mailing list (mailing group) created – Email 

#### 6. Activist Advisory Board files sharing group created – Files

#### 7. Activist Advisory Board folder is created - Files

- Contains agenda and notes document
- Other relevant documents such as workplan, survey questionnaire etc
- BigBlueButton meeting recording links

#### 8. Activist Advisory Board channel is created – Chat

#### 9. Activist Advisory Board Signal group is created - Signal

#### 10. Email is drafted by Coordination Team member(s)

- **Files**: draft is created in Onlyoffice and stored in Files
- **Mattermost:** asynchronous coordination of finalising the draft takes place in the Coordination Team channel, sign off is received to send the email on Chat

#### 11. Email: Coordination Team member sends the email to Activist Advisory Board mailing list/group

- Calendar invite is attached with BigBlueButton room link
- If translation is required, the email body text is translated using tools such as [Deepl](https://www.deepl.com/en/translator)
- Files links are included for meeting related documents

#### 12. Signal: set short reminder

Simultaneously short reminder is sent on Signal to the Activist Advisory Board group to bring attention to the email and to check spam folder

#### 13. Files: Email text is filed

- in a ‘correspondence’ folder;
- and ‘templates’ folder

#### 14. Email: Confirmations

Confirmations are received from Activist Advisory Board member over email for the meeting date

#### 15. Signal & Email: Send reminder

Reminder about the meeting is sent over email one day before and on Signal on the day of the meeting, preferably an hour before the meeting starts

#### 16. BigBlueButton: Activist Advisory Board meeting takes place in real time

Meeting is recorded if consented to, for folks who may not have been able to join.

#### 17. Email: Follow-up email

Follow-up email is sent to Activist Advisory Board with agreements and action points along with links to meeting recording.

#### 18. Signal: Send reminder

Simultaneously short reminder is sent on Signal to the Activist Advisory Board group to bring attention to the follow-up email and to check spam folder.

#### 19. Coordination Team meeting takes place

Action points from the Activist Advisory Board meetings are brought back into the Coordination Team meeting process to close/continue the loop.