Evaluate & Define Roles of Communication Tools

Owned by Ali Hugo
Last updated: Oct 09, 2024
3 min read

Proposal by @Ali Hugo on behalf of OpenCraft

Topic

Indicate which topic your proposal falls under:

Enhance Core Contributor Onboarding
Improve Collaboration, Communication & Reporting
Improve Fulfilling Commitments and Planning Processes
Improve Review Processes

Overview

55% of Core Contributors think we use too many communication tools, and 79% believe we could streamline communication by combining some of these tools. CC’s identified the following as their preferred tools, in order of popularity:

  1. Discussion Forum

  2. Slack

  3. GitHub

  4. Atlassian Wiki

  5. Open edX Blog

This proposal seeks to confirm which tools we should use, evaluate each tool, understand its strengths and weaknesses, and create an easy-to-follow guide on when to use each one.

Solution

To ensure the right decisions are made about which tools to use and when, we propose a thorough investigation period. Some key steps include:

  • 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.

  • Get Guidelines Reviewed & Approved: Give Core Contributors the opportunity to vote on the guidelines (either a yes/no vote on all guidelines at once, or for each individual one, with the majority of the votes deciding).

  • Add Guidelines to Open edX Handbook: Should the proposal to create an “Open edX Handbook” be approved, these communication tool guidelines may live within it.

Impact

A clear set of guidelines on when to use each communication tool will:

  • 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 & Team

This effort will be approached in an iterative manner, more or less following the steps below. Feel free to add your name should you wish to help out with any of the tasks:

  • Finalize Tool Selection: 1 week - @Ali Hugo

  • Evaluate Selected Tools: 2 weeks - @Ali Hugo and TBD

  • Research Best Practices: 1 week - @Ali Hugo

  • Draft Guidelines: 1 month - @Ali Hugo and TBD

  • Gather Feedback: 2 weeks - TBD

  • Create Final Guidelines: 1 month - @Ali Hugo and TBD

  • Add Guidelines to Open edX Handbook: 2 weeks - TBD