[WORKING DOCUMENT] Group Daily Procedures

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ComHub Guidelines

Inner-Group Coordination

Process for Updating ComHub Guidelines

Office Ground Rules

Office Daily Roles

Office Everyday AM

Office Everyday PM

Daily Individual Staff To Do List

Inner-Group Communication

Scheduling

Drop Box

How to Use Dropbox

Overview of DropBox Documents

 

ComHub Information Process

General Orientation: Top Priority for Everyone we are communicating with

Report Backs:  

General Purpose

Initial Report Backs: What ComHub Staff should ask…

Follow-up Report Backs

Documenting

Email Process

Confirming Information

Standards

Process

 

Communication Avenues

ComHub General Process

Cel.ly Blast

Appropriate Info

Efficiently using

Twitter and Facebook

Appropriate Info 

Efficiently using

Phone

Appropriate Info 

Gathering Info 

Disseminating Info

Email

Appropriate Info

Gathering Info

Disseminating Info

Inner-Group Coordination

Process for Updating ComHub Guidelines

Meet with current functioning ComHub Staff to go over possible changes then email all ComHub and leave three days window for response. After three day response period take in necessary information and then implement.

 

Office Ground Rules

  • Have fun, breathe, you are appreciated and doing valuable and useful work
  • Keep all in-office conversations pertinent to ComHub work (please take off-topic conversations OUTSIDE the office)
  • Confer and come to consensus with fellow ComHub workers in the office before dispensing ANY information
  • When leaving the office make sure everything is documented!
  • When you are in ComHub understand that you are a representative of ComHub and need to put your own agenda aside and focus on the needs of the whole OWS Community
  • When you leave the office you are leaving the work. If you are interested in working from home all ComHub staff must assess and consense upon the specific details of what that would look like
  • Keep personal belongings out of the way and clean up after yourself!
  • Take care of yourself!

 

Office Daily Roles

1. Communication Avenues/Tech: Phone, Email, Cel.ly, Website, Twitter, etc.

2. Gather Report Back Over Phone and/or in person

3. When being on call for ComHub Review and Follow the “Daily To Do List” in Drop Box

 

Inner-Group Communication

1. ComHub Google Group

2. ComHub Weekly Meetings

 

 

Drop Box

How to Use Dropbox

1. Communicate with Other ComHub Staff so to not update a document at the same time. For example: One person taking in report backs on a working group/project at a time (Document only used by one person at a time)

2. Make sure you have internet access, and your Dropbox is “Synching” before opening documents. This means updates for documents will be coming in constantly.

3. Close Document on your computer when done using. This is to ensure that we are always updating the most recent document.

4. Save and Save Often!

a. Make sure you are saving in the “OWS ComHub” Folder!

b. ALWAYS save documents as .rtf or .xls! (DO NOT save as .docx, .xlsx, etc)

 

Some of the DropBox Documents

A simple and condensed version of important report back or old information recorded in the appropriate Document in the “WG ReportBack Archives” Folder.

 

Specific and current information about the functioning of OWS updated in “What’s the Buzz @ OWS” Document. This is helpful to make reference to useful contacts, upcoming/current project detail, easy reference internet links, etc. This is a place for useful information that any ComHub Staff member may reference so not to make additional phone calls or search around on the NYCGA.net website.

 

ComHub Information Process

 

General Orientation: Top Priority for Everyone we are communicating with

Information to Share about working with the ComHub effectively:

1. Explain ComHub Purpose

a. Generic Email Response: “What is ComHub Inquiry Response”

b. Generic Email Response: “Report Back Inquiry Response”

2. What we need from point people/coordinators or working groups

a. Consistent updates on projects

b. Designated reliable contacts

c. Contact ComHub when needs, events, and other changes arise

 

Report Backs:  

ComHub Staff should be proactive and ask a lot of questions. DO NOT Assume someone will automatically give us all the info

 

General Purpose

We are asking that all OWS working groups & projects give us Report backs. The purpose of Report Backs are for ComHub to be as up to date as possible on the activities of OWS in order to allow us to support the community in its internal and external communication efforts.

  1. 1. When people inquire about what different groups are doing we can inform them and/or direct them to the right person to ask.
  2. 2. If the majority or the main people in your group get arrested we have enough documentation to pick up where you left off.
  3. 3. We are aware of the needs/problems groups are having and can share that with everyone, as well as support problem solving.

Initial Report Backs: What ComHub Staff should ask…

1. Do you need clarification on what ComHub is and what we do? Do you have any concerns/feedback? (Please make sure individual is aware of EVERYTHING ComHub does)

2. Who are you? What is this report back in relation to?

3. Can you identify point people/coordinators for this WG/project for ComHub (ideally 2-3)? How can they be contacted? Are they ok with us sharing their contact?

4. Details of the group’s activities

a. What projects/aspects are you working on? Include as many details of functioning as possible, especially info other OWS members should know!

b. What spaces are you using?

c. Individuals, WG’s, or organizations who are working with you? Names and contacts would be great.

5. What problems/roadblocks is your group facing more long term? (such as finance, transport, volunteers, legal, communication, space, etc)

6. What are your immediate needs?

7. How may we confirm this info or who can we confirm this info with? (if needed)

8. Should we follow up with someone else for more specific info?

 

Follow-up Report Backs:

Depending on the WG/project we will be asking for Report Backs on a varying schedule (daily, weekly, etc). In addition, once we are able to acquire consistent, reliable Report Backs (as well as become more transparent, accountable, known, and trusted in OWS) we hope that Report Backs will be more routine rather than burdensome.

 

Email Process

1. Read through emails

2. Only file emails that are old or have already been dealt with in appropriate file

3. DO NOT FILE EMAILS THAT ARE STILL PERTINENT TO THINGS GOING ON UNLESS YOU HAVE PUT THE INFORMATION IN AN APPROPRIATE PLACE

4. Appropriate places to put emails and when to put them there:

a. General ComHub Info (old ComHub updates, and emails about ComHub tools (ie. Dropbox, Twitter, etc.) go into the “ComHub Info” file

b. Old emails about ComHub Recruitment and Offered Orientations go to “Staffing” file

c. Past events go into the “Old Events” file

d. Upcoming events should be screened to see if we might blast them, if possibly blastable add to “Blast Calendar,” and them put in “Upcoming Events” file, unblastable events go directly into the “Upcoming Events” file

e. Emails about Google Voice messages or texts that have already been replied to should go into the “Google Voice” file

f. Emails about groups that ComHub have joined should go into the “Groups Joined” file

g. Emails about offering housing should be replied to with the generic “Housing Offer Response” and then filed in the “Housing/Avail. Space” file and emails about available spaces should be sent to appropriate group (ie. space for spokes goes to Facilitation, space for sleeping goes to Housing, etc.) then put in “Housing/Avail. Space” file

h. Any inquiries or questions that have been answered and dealt with can go right into the “Old Inquiries/Questions” file

i. Updates that have been documented and/or disseminated in appropriate places can be put in the “Old Updates” file

j. And videos, photo’s, or articles pertinent to OWS can be placed in the “Videos/Photos/Articles” file

 

Confirming Information

Standards

  1. 1. First-hand information via phone or in person
  2. 2. Consensus among ComHub Staff
  3. 3. Verified on NYCGA or internet when appropriate (Ex: event or meeting address)

Process

1. Receive unconfirmed report

2. Make contact with information source

3. Verify Source

a. Contact Information

b. Is it a trusted source? (check “Trusted Source List”)

c. Relation to OWS such as working group or project involvement

d. Relay information back to individual to make sure ComHub understands

e. Request info for other witnesses or people involved

4. If trusted source or emergency information, one may skip to step 7

5. Repeat Step 3 for 2 additional sources (either through initial source or contact list)

6. Verify information online (when appropriate such as address for a meeting space)

7. Evaluate information with other ComHub staff on its meeting of the “Standards for Confirmed Information”

8. Repeat Steps 4-6 if necessary.

 

 

Communication Avenues

ComHub General Process

1. Receive OWS Report Back/Info

2. Document

3. Confirm Information

4. Evaluate appropriate Communication Avenue if Needed

5. Consent from other ComHub Staff

6. Disseminate

 

Cel.ly Blast

Appropriate Info for Cel.ly Blast

1. Must meet “Standards for Confirmed Information”

2. Essential daily information that affects the functioning, safety, and future of OWS at a large scale. For example: time and place of spokes council, nightly housing options, and general action day tactical reports or updates.

3. Only information overview. Event information should only include Title, Date, Time, and Place. NOT Details.

4. Consensus among ComHub Staff to identify Appropriate Cel.ly Info

Efficiently using Cel.ly Blast.

1. Please consolidate similar information into a single text when possible.

2. Minimize text characters (140 max per message)

3. Confer with other ComHub Staff to consense upon the language and length of text.

 

Twitter and Facebook

Whatever is blasted via Cel.ly should be blasted via Twitter.

Appropriate Info for Twitter and Facebook

1. Must meet “Standards for Confirmed Information”

2. GA approved events or obviously pertinent events for OWS, WG proposals coming up in the GA, raids or big solidarity events in other occupations, and essential daily information that affects the functioning, safety, and future of OWS at a large scale. For example: time and place of spokes council, nightly housing options, and general action day tactical reports.

3. Only information overview. Information should only include Title, Date, Time, Place, and specifics. NOT Details.

4. Consensus among ComHub Staff to identify Appropriate Twitter Info

Efficiently using Twitter and Facebook

1. Please consolidate similar information into a single text when possible.

2. Minimize text characters (140 max per message)

3. Confer with other Hub Staff to consense upon the language and length of text.

Phone

Appropriate Info for Phone

Gathering Info 

1. Updates and Report Backs

2. Follow “ComHub Information Process”

Disseminating Info

1. Must meet “Standards for Confirmed Information”

2. Only utilized for disseminating info when someone calls in with specific questions

 

Email

Appropriate Info for Email

Gathering Info

1. Report Backs

2. Follow “ComHub Information Process”

Disseminating Info

1. Must meet “Standards for Confirmed Information”

2. Only utilized for disseminating info when someone emails in with specific questions


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