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Finalize Tool Selection: Based on the survey results and the outcome of the “Consolidate Communication Tools” proposal (if approved), confirm the list of chosen communication tools with key stakeholders before proceeding to the next step.
Evaluate Selected Tools: Set up criteria for evaluating each tool, such as how well it supports searchability, ease of use, and public discussions. Review how each tool is currently being used, and identify where there are overlaps or inefficiencies.
Research Best Practices: Study how other communities manage their communication tools and identify useful strategies.
Draft Guidelines: Based on the research, create a rough set of guidelines on when to use each tool.
Gather Feedback: Share the draft with CC’s and gather feedback.
Create Final Guidelines: Use the feedback to adjust and expand upon the first draft until we have a simple, but thorough set of guidelines outlining when to use each tool. Consider adding links to each service’s docs so that CC’s can refer to them where necessary.
Add Guidelines to the Open edX Handbook: Should the proposal to create an “Open edX Handbook” be approved, these communication tool guidelines may live within it.
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Make it easier for CC’s to know which tool to use for specific tasks.
Help ensure important updates are not missed.
Improve collaboration across time zones by matching tools to the needs of the community.
Support transparency and public participation.
Once the guidelines have been circulated, we will allow the community a few months to adapt their communication habits. Following this adjustment period, we will assess the level of adoption to decide whether CC’s need reminders about the new standards, or if adjustments to the guidelines are necessary.
Timeline
This effort will be approached in an iterative manner, following these broad steps:
Research Phase: 2 weeks
Draft Guidelines & Gathering Feedback: 1 month
Create Final Guidelines: 1 month
Add Guidelines to Open edX Handbook: 2 weeks