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 
 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.