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Robyn, Project Manager at Matogen DigitalIan Parsons, Head Chef at Matogen DigitalLaura Hurley, Designer, UX and Engagement Specialist at Matogen DigitalDavid Mundell, Developer at Matogen DigitalRonel van Heerden, Designer at UnfoldRoule Le Roux, Designer at UnfoldAnna van der Westhuizen, Project Manager at UnfoldJane Coombe, Strategic & Programme Consultant at WordworksRowen Ravera-Bauer, Technical advisor at WordworksJacqui Botha, Materials Design and Production Manager at WordworksXoliswa Shandu, Matogen DigitalThabisile Seme, Monitoring, Evaluation & Learning (MEL) Manager at WordworksAnnakie Gammon, Salesforce Consultant at WordworksJohnny Sheridan, Sales Boss at Matogen DigitalPatience Kudyatasa, QA Specialist
Pitch by Robyn ·

💡 Communication guidelines for Unfold, WW and Matogen Digital

Good Morning team

I have had some feedback that communication is becoming challenging because of the volume and uncertainty about who need to do what. Therefore, we'd like to propose a process for all of us to follow which will hopefully reduce the volume and create some order.

How to use Basecamp for communication: 

- Post task-related feedback on tasks; that way, the assigned person will be notified.
- When posting in open channel, @mention someone if your post requires feedback or if it is relevant to what they are doing now. No @mentions means you don't need feedback.
- Significant changes should be communicated to Robyn, Project Manager at Matogen Digital Robyn and Ian Parsons, Head Chef at Matogen Digital Ian for inclusion in decision making, and they will be responsible to ensure everyone is on the same page.


Please let me know your thoughts and if you have any additions or concerns. 
Anna van der Westhuizen, Project Manager at Unfold Anna Ronel van Heerden, Designer at Unfold Ronel Roule Le Roux, Designer at Unfold Roule   Jacqui Botha, Materials Design and Production Manager at Wordworks Jacqui   Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Ian Parsons, Head Chef at Matogen Digital Ian  

Comments & Events

Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
Hi Robyn, and thanks for this intervention. You will see from my response that it's been weighing on my mind too. 

Clarity please on the following
  • Tasks = To do's in Base Camp terminology?
  • Your third bullet - you're saying when communicating in Tasks or in Open Channel, where a significant change is involved we must tag you and Ian.  You're not saying we need to communicate in a separate way to you?
  • Hey = is an automatic summary of things to notice across Base Camp, nothing new comes here??  
Suggestion to limit the need to check all the parts of Base Camp every day.
I would like if possible to check only Open Channel, Schedule, To Do's.
  • We use pings for logistical arrangements for small sub-teams only
  • We don't use messages at all (I think I'm the only one who did - but it seems Open Channel is all that is needed.)  If it can't be disabled, can we just ignore it?  AARGH - I've just realised this thread is a 'pitch' in messages. Why is it not in open channel ? (genuine question)
  • Depending on answer re Hey above, can it be ignored?
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Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Hi Jane Coombe, Strategic & Programme Consultant at Wordworks Jane  

Thanks so much for your response.  I have answered below: 

  • To do's are tasks so anything with timelines and a specific action goes in there 
  • You may continue using the open channel to communicate, just make sure to tag whoever you need to respond/ provide feedback.  If its a project decision you can tag myself and Ian and we'll make sure everyone is on the same page but feel free to use the open channel. 
  • Hey is to notify you about activity in Basecamp - if you are seeing the activity, you can ignore it, otherwise its there to alert you that something happened on the channel - I find this rather useful but every person is different so its a personal choice. 
  • Message board (currently being used for this process discussion) is where I usually create agenda's or put something like this where it is specific and something we might refer back to - so a new process or idea. Ideas  / strategy or processes we refer back to, would get lost if they all happen in the open channel.  I refer back to agendas on most of our projects so for me using that space and calling it what it is, is useful. I have included a screenshot of one of our clients Message area so you can see this in action:
    I think you have been using the messages correctly so continue as you have.
  • Pings are a personal choice so I used it unsuccessfully to arrange a meeting with you and Unfold - because I needed to get input from Unfold in the end it did not work well so I moved the conversation to a task asking you to let me know what you need and tagging everyone else so it was clear.
  • I'd use pings for quick questions - things like - can we chat quickly, is our meeting on today and stuff where others may not be needed. If you start a ping and it escalates, you can move it to another channel (to do if its a turned into a task or open channel if you want to chat and get input, tagging whoever you need input from) 
  • Lastly, there's an update space where I do weekly updates - I will make sure to tag you on those. 

Does all of that make sense for you? Please let me know if you have any questions / concerns. Thanks Jane Coombe, Strategic & Programme Consultant at Wordworks Jane  
Ian Parsons, Head Chef at Matogen Digital 🎉
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Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
Very helpful, thank you Robyn, Project Manager at Matogen Digital Robyn !
Robyn, Project Manager at Matogen Digital 🥳
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