Community Rhythms

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Overview

A group that isn't communicating regularly doesn't exist as a group.

Richard D. Bartlett, during a workshop by the Hum.

In GT/GMC, we have committed to and keeping our communication/team rhythms. These rhythms are largely adapted from Rich Bartlett's Patterns for Decentralised Organising

Some of the following was discussed during the two Hervás meetings. We also suggest printing the image above and keep it visible in our workplaces.

Communications Rhythms summary

Clear communication is one of GT's core values. To ensure this value is taken care of we have agreed to adapt the Rhythms for Rich's book. This is our adaptation. New members who are not used to these rhythms will have a "ease-in" period where they will be mentored and reminded about the rhythms by committed Guerrilla Translators. until they pick up the beat.

On that note, within GT we've agreed to gently remind each other of the commitment to these rhythms. This shouldn't be seen as negative or a critique, but as mutual support. It's important we all agree to help each other and to be attentive when being reminded.

The Rhythms go from Daily, Weekly, Biweekly, Monthly, Quarterly and Biannually.

Daily: Check-in

Everyone (unless on holiday or sabbatical) is expected to "check in" during workdays on Slack's Daily Check-in thread. Yes, even if you're not doing any GT work that day. That's fine, but still check in. We have adapted the four questions used in Loomio. When you check in please answer them briefly:

  • what did you do yesterday?
  • how are you doing today?
  • do you have any blocks or problems?
  • what are you doing for your wellbeing?

When checking in on a Monday, you just mention what you did on Friday. By using Toggl you'll have no trouble remembering, just look back at what you did the last day.

Feel enabled to express yourself and your emotional state. No additional conversation needs to take place in "Daily Check in", just acknowledgement (for example, a thumbs-up beneath each person's check-in). We can always follow up on #general, #random, thematic channels or personal messages.

If you're going on holidays, disconnecting from the Internet etc, please communicate it. Otherwise all committed members are counted as "active". We expect that this will take 5 minutes maximum a day. Also, the focus here is mainly on GT work, but if you haven't done any GT work, just tell us what you're doing (this includes "Nothing" "I'm in a bad mood and can't get any work done, etc". It's OK)

Weekly: Check Loomio and Trello

If you are going to do any GT work, we suggest that you check Loomio and your Trello updates daily. If not, please check every two or three days (Tuesday and Thursday, for example). We are continually making decisions and having discussions on Loomio which will affect you, so your voice is needed. Votes are usually set for three days - it's OK if you don't look at it every day, but if you miss it it creates trouble for those who are working more actively

Bi-weekly: Sprint

"Start by agreeing to this fortnight's work, end by celebrating progress"

We have a biweekly calls (minimum 30 mins, max 1 hour) to retrospect, celebrate and decide on what we will concentrate on for the next two weeks. To see how Loomio do it, please read this section of their handbook.

Or biweekly sprint meetings have a template structure:

  1. We start by highlighting and discussing the current month on propose that we structure the meeting around Schroedinger's timeline. This is an excellent diagnostic tool to see whether we are progressing, what is needed etc. Once the month is highlighted we go through every line and discuss, progress, needs, while noting "to-dos" (which will eventually be added to a Trello checklist).
  2. We then quickly go through our Trello boards in the following Areas:

Items that have been discussed during the Timeline exercise are ignored

  1. We finalise by having each member bring up points or concerns which may not have been addressed.

Even though we are an online collective, the bi weekly sprint call isn't meant to be a "catch-up". We expect everyone to be aware of the pulse and mood of the collective through the daily check -in, asynchronous communications, mutual support mentoring, bi-lateral calls and all our communications in Loomio and Trello. The sprint call doesn't substitute any of these community-building actions and it's kept task and goals oriented (while also being convivial and celebratory!).

Updated up to this line

Monthly: Finances and Payout

This is more as we roll out the governance model. Once we do we will be paying down credits on a per month basis. We need to figure out who does it, whether it's rotating etc.

    1. Quarterly: Retrospective
    • Quarterly objective: shared focus and high autonomy.**

This is where we analyse the previous three months and whether everyone has kept to the minimum commitments, if we need to make any changes etc. It also coincides with our onboarding of new team members. We need to determine when these quarters take place exactly.

Here is what the Loomio Handbook has to say about their quarterly meetings:

> Every quarter, we have an away day (preceded and followed by various preparation and workshops), where we take stock of where we are relative to our overall vision, annual plan, and emerging reality, and decide what to focus on for the coming 3 months. This allows us to update our understanding of our annual plan as we learn more, and the world changes, and adjust course accordingly.

Read the rest [here](https://loomio.coop/planning.html) (scroll down to "quarterly").

    1. Bi-anually or anually: Retreats!
    • Retreats: build relationships + trust + vibe.**

This is where we do our best to get together in person to hang out, drink Bronagh's whisky, go dancing etc. Oh yes! And we may talk about work too but, ideally, if the other communication rhythms are "in time" we won't need to get into worky stuff so much.

  1. Conclusion

Folks, the more we communicate *the less we have to work*. seriously! It makes everyone more responsable, and helps create a shared sense of ownership.

If when reading this, you've thought to yourself "It's too much!!", **please say so**. Let's have a discussion, let's speak about our commitment and what we are prepared to do. All opinions are welcome but, please, don't keep it to yourself if you disagree.

I will do a quick "have you read this" check and we can follow with a regular Poll to ratify this later in the week.

Myself I will start doing the Daily Check-in tomorrow on Slack. I hope to see you all there! But remember, we are still in testing phase and it's ok to forget. At the same time, we need to remind each other. Thanks!

More Resources

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