LCOO Communication Plan

This page is intended especially for new LCOO staff (those who've been asked or volunteered to work on behalf of their companies as part of LCOO). It also can serve to help us maintain and communicate any improvements in how we can all collaborate.

General Communication Plan for Cross Oranizational Collaboration

We are setup to promote communications across the LCOO member companies but in an open manner, meaning we encourage anyone interested in our progress from the larger OpenStack community to follow us.
We use:
1. a website for document storage
2. IM tool for non meeting interactions
3. audio/video bridge for meetings
4. online tracking tool for the items we are jointly working on
We interact with the OS community through the User Community Distribution List, the Product Working Group process, by joining other working groups and in the team gatherings.
We use all common development tools in the same manner as traditional project teams when it comes to actual development.

Channels: The following are the ways we've setup specifically to communicate amongst the working group members.:

Channel	Who	How Often	How to get setup	Guidelines for use
Atlassian Confluence	Members and those interested in LCOO activities	On demand: whenever shared documents are needed. Per meeting: used to plan meetings, facilitate during the meeting and a documentation afterwards. Per action item: Confluence tracks task visible in the page they originated,in team lists and in your personal page:	Anyone can signup at: https://openstack-lcoo.atlassian.net	All changes to pages are tracked and the more you update and save the better for the LCOO and also can accumulate to your AUC.
Slack - group IM http://lcoo.slack.com/	Members especially specialty teams.	On demand. This is our 24x7 interaction tool. Conversation here is essentially permanently available and provides both immediate and delayed text interaction within channels of interest.	We will add anyone on request - jm6819@att.com or other current member administrator. To setup IRC gateway follow this help file:	Either run on mobile device or setup e-mail preferences so you are notified of new communications in the channels you follow.
IRC http://eavesdrop.openstack.org/	All coordinator and topical meetings	these meetings are held alternating and 2 weeks apart	See IRC training Training-OpenStack Mail List and IRC	Please join if you can during the meeting to interact in this manner in tandem with verbally.
Webex for Business VOIP/Video bridges.	All meetings	Meetings occur on a regular basis for the general coordiantors, topical sessions and specialty teams.	Webex bridges will be setup to allow anyone to join via VOIP or phone. URL published ahead of time in agendas and meeting invites. Can test ahead of time here: https://www.webex.com/test-meeting.html Coordinators wil work with each other if they don't have a Webex license to get sessions scheduled.	The intent is to provide a virtual meeting room much like if we met in a conference room. Video for those who care to share and interact face to face. Verbal meetings in English. It is understood that English is not the first language for many and we also will have IRC sessions setup to allow a second written channel during the meeting. It is hoped this style of meeting helps attendees who can listen but still learning English and a place to clarify things not clear verbally and allow more information flow in time contricted meeting time.
Atlassian Jira	All proposed and in progress joint work	Often, As work proceeds	When you join LCOO as a member you are provided write access to submit and work on JIRA items.	We establish JIRA work items as part of our roadmap/brainsorming process and also for any development work we do as member companies. This promotes cross company collaboration.

Special Considerations:

For meetings since we have global membership we've established 2 times suggested of the day when we schedule meetings, 0500 and 1400UTC. See a depiction of those times against the main timezones of our members. Each sub-team agrees to their own usage and pattern:

Further meeting guidelines can be found at: LCOO Meeting Facilitator Guidelines