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--- report:prm [2026/04/16 16:00] – [People & Stakeholder Management] team3
+++ report:prm [2026/04/16 16:06] (current) – [Communications] team3
@@ Line 255: / Line 255: @@
 - **Escalation:** blockers are raised in the next standup; client/lecturer issues are escalated within 24h.
 - **Feedback loop:** after each milestone, feedback received is reviewed in the following sprint planning.
-==== Communications ====
+==== Communication ====
-TRAQUA has several ways of communication. Firstly, the team uses WhatsApp to communicate. This makes communication easy and provides a fast way to share ideas and receive feedback. Microsoft Teams channels are used to store documents and organize files depending on the team’s needs.
-Meetings with teachers are organized every Thursday. The team is obliged to share an agenda by Tuesday evening at the latest so that teachers can prepare any necessary materials. These meetings are used to show the team’s progress, ask questions, and share ideas. After these meetings, the team gathers to hold retrospectives and discuss the upcoming sprint.
+TRAQUA uses a structured set of communication channels, each chosen for a specific purpose: fast internal coordination, formal documentation, stakeholder alignment, and customer engagement.
-These sprint retrospectives and all sprint-related activities are documented and kept in Jira.
+**Internal Team Communication**
-To maintain good contact with suppliers, it is important to keep each other informed. That’s why regular meetings are useful. Every one or two months, a meeting is planned. This allows both the supplier and TRAQUA to gather all their information and questions and discuss everything together, instead of sending multiple emails throughout the week or month. This saves everyone from dealing with many small tasks.
+- **WhatsApp** — primary channel for day-to-day coordination, quick questions, and informal idea sharing. Fast and low-friction, ideal for immediate feedback.
+- **Microsoft Teams** — used to store documents, organize files, and hold formal online meetings when in-person is not possible. Channels are structured by workstream (e.g., Hardware, Software, Documentation, Marketing).
+- **Jira** — sprint backlog, task assignment, sprint retrospectives, and all sprint-related activities are documented and tracked here. Provides traceability from user story to delivered feature.
+- **Git (repository)** — source code, schematics, and technical drawings are version-controlled. Commit messages reference Jira tickets for traceability.
+- **Project Wiki** — central knowledge base for the report, meeting minutes, decisions, and deliverables.
-Customers will have the opportunity to subscribe to a free newsletter that will update them on the company’s goals and provide additional composting tips. The application will also include easy access to customer support, ensuring that all customers can reach the company easily.
+**Communication with Lecturers / Coordinators**
-To keep charities involved, the company will also organize meetings with them to discuss relevant topics. This helps maintain strong and high-quality partnerships.
+Meetings with teachers are organized every **Thursday**. The team is obliged to share an agenda by **Tuesday evening** at the latest so that teachers can prepare any necessary materials. These meetings are used to show the team's progress, ask questions, and share ideas.
+After each teacher meeting, the team gathers to hold a **retrospective** and discuss the upcoming sprint. Outcomes are logged in Jira and the wiki.
+| Item | Detail |
+|---|---|
+| Frequency | Weekly (Thursday) |
+| Agenda deadline | Tuesday 23:59 |
+| Channel | In-person / Teams |
+| Output | Meeting minutes in wiki, action items in Jira |
+| Escalation | Email to coordinator for urgent issues |
+**Communication with Clients**
+Clients define the problem and validate the solution, so regular structured contact is essential.
+- **Bi-weekly progress meetings** — demo current state, gather feedback, confirm direction.
+- **Milestone demos** — aligned with major deliverables (interim presentation, functional tests, final prototype).
+- **Email** — for formal questions, requirement clarifications, and document sharing.
+- **Meeting minutes** shared within 24h of each meeting to confirm understanding.
+**Communication with Suppliers**
+To maintain good contact with suppliers, regular meetings are planned every **one to two months**. This allows both the supplier and TRAQUA to gather all their information and questions and discuss everything together, instead of sending scattered emails throughout the week or month. This batching saves everyone from dealing with many small tasks.
+- **Primary channel:** email for quotes, orders, and specifications.
+- **Backup channel:** phone for urgent availability or lead-time issues.
+- **Single point of contact:** one team member owns each supplier relationship to avoid mixed messages.
+- **Documentation:** all quotes, confirmations, and delivery dates are archived in the Teams supplier folder.
+**Communication with Customers**
+Customers will have the opportunity to subscribe to a **free newsletter** that will update them on the company's goals and provide additional composting tips. The application will also include **easy access to customer support**, ensuring that all customers can reach the company easily.
+- **Newsletter** — monthly, opt-in, covering company updates and composting tips.
+- **In-app support** — chat / contact form for direct questions.
+- **Social media** — for announcements, community engagement, and marketing.
+- **Response SLA** — customer support queries answered within 48h.
+**Communication with Charities / Partners**
+To keep charities involved, the company will organize regular meetings with them to discuss relevant topics. This helps maintain strong and high-quality partnerships.
+- **Frequency:** quarterly alignment meetings.
+- **Purpose:** discuss joint initiatives, impact reporting, and upcoming campaigns.
+- **Channel:** in-person or video call, minutes shared afterward.
+**Communication Tools Summary**
+| Tool | Purpose | Audience |
+|---|---|---|
+| WhatsApp | Fast internal chat | Project Group |
+| Microsoft Teams | File storage, formal meetings | Project Group, Lecturers |
+| Jira | Sprint management, task tracking | Project Group |
+| Git | Version control (code, schematics) | Project Group |
+| Wiki | Documentation, knowledge base | Project Group, Lecturers |
+| Email | Formal external communication | Lecturers, Clients, Suppliers |
+| Newsletter | Customer engagement | Customers |
+| In-app support | Customer service | Customers |
+**Communication Principles**
+- **Right channel for the right message:** urgent = WhatsApp; formal = email; technical = Jira/Git; knowledge = wiki.
+- **Asynchronous by default:** written communication preferred to respect everyone's schedule; meetings reserved for decisions and alignment.
+- **Document everything:** every meeting produces minutes; every decision is logged.
+- **Acknowledge receipt:** messages requiring action are acknowledged within 24h, even if the full answer comes later.
+- **No silent blockers:** any blocker is raised in the next standup or immediately via WhatsApp if critical.
+**Communication Risks & Mitigation**
+| Risk | Impact | Mitigation |
+|---|---|---|
+| Message overload on WhatsApp | Important info gets lost | Use Teams/Jira for anything needing traceability; WhatsApp only for quick sync |
+| Supplier delays in response | Sourcing timeline slips | Contact multiple suppliers in parallel; escalate after 5 business days of silence |
+| Client unavailable for feedback | Design decisions blocked | Book meetings 2 weeks in advance; have a backup decision-maker identified |
+| Missed lecturer agenda deadline | Meeting less productive | Recurring Tuesday reminder in team calendar |
+| Meeting minutes not documented | Decisions forgotten / disputed | Rotating minute-taker role, published within 24h |
+| Single point of failure on a channel | Team member unreachable | Key info duplicated in wiki; no critical info lives only in chat |
 ==== Risk ====
 This chapter handles the possible risks that may be met during the project and ways to tackle them. This is shown in the table below.