Draft for team review
Which tool for what
One page covering the ten things we all do. It is built from the communication tools survey, answered by 17 of the team. Most of it is not a change, it is what we already do written down.
Settled
Near everyone answered the same way, so these are now the rule.
Chat, not email. Everyone who answered said the same thing.
Post it in the channel so it stays findable. Do not also email it.
Anything under 200 recipients. Over that, it goes through the comms team.
Final means final. Not your desktop, not OneDrive, not an email thread.
If it is not there or you cannot find it, say so rather than working around it.
Proposed
One tool came out ahead but the team was split. These are the ones to argue with.
Ten of us already do. Add the Teams link from within the invite.
Work on the one live file. If you have saved a copy to send back, something has gone wrong.
Send the link, never the attachment, so there is only ever one version.
The most scattered answer of the ten. Worth agreeing one route.
Open
Seven of us do not track tasks at all, and the rest use paper or a personal spreadsheet. There is nothing to route to until we pick something, so this is a separate decision rather than a gap in this page.
It did not come top for any task and several people are unsure what sits on it. What it is for, and whether Mailchimp still has a role, is being written up separately.
The one that is not about tools
Twelve of us struggle to find documents at least weekly, and that was the single biggest problem in the survey. The rule above already says SharePoint, so the rule is not what is broken. Folder structure, naming and the drafts-on-SharePoint, finals-on-the-intranet split are. That is being picked up as its own piece of work.
If you are unsure where something goes, ask in the team channel rather than guessing. Every question is a line this page is missing.
Communication tools survey
We use five main platforms to talk to each other and store our work, and several of them do the same job. This survey tells us where that overlap causes problems, so the guidelines we write are based on how people actually work rather than on assumptions.
It takes about five minutes. There are no wrong answers, and saying you use something unofficial will not get anyone into trouble. That is exactly what we need to know.
Answers are recorded against your name so we can see who we still need to hear from and follow up on specific examples. Results go to the working group as themes and totals, not as a list of who said what.
Thank you
Your answers have been recorded. The working group will review the results and share a summary before drafting the guidelines.