Communication Plan

Communication Plan

This document describes how the Social Event Mapper team (Group 11) coordinates, communicates, and makes decisions throughout the project.

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1. Communication Channels

GitHub (Primary Communication)

• Main platform for all project-related communication and coordination
• Issues and Pull Requests are the primary way to track work and decisions
• Writing clear, detailed issues and PR descriptions is required
• All team members should regularly check the repository and their emails for mentions and updates

WhatsApp (Instant Messaging)

• Used for day-to-day communication, quick questions, and urgent announcements
• All 8 team members are in a shared group
• Expected response time: within a few hours during active days

Google Meet (Synchronous Meetings)

• Used for weekly team meetings and emergency calls
• Meeting links are shared via WhatsApp

Lab Hours

• Valuable time to raise concerns, clarify uncertainties, and get immediate feedback
• Recommended to use actively for both technical and coordination discussions

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2. Meeting Schedule

Weekly Team Meetings

• Frequency: Once a week, typically on Wednesdays
• Format: Google Meet (online)
• Agenda: Progress updates, blocker discussions, task assignments for the upcoming week, PR review coordination
• Notes: Decisions and action items are documented on the GitHub Wiki after each meeting

Emergency Meetings

• Called via WhatsApp when a critical issue or blocker arises
• Scheduled on short notice as needed

Sub-team Meetings

• Backend, Frontend, and Mobile sub-teams meet independently as needed
• Used for technical alignment within the sub-team before broader team sync
• Outcomes are shared with the full team via GitHub issues or WhatsApp

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3. Decision Making

• Tasks are distributed among team members based on sub-team ownership and individual availability
• Technical decisions are made collaboratively during weekly meetings or async via GitHub issues
• All code changes must go through a Pull Request review before merging — at least one team member must approve
• Disagreements are resolved through discussion; majority consensus is followed when needed

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4. Communication Guidelines

• Use GitHub as the single source of truth for all technical work and decisions
• Keep WhatsApp for informal/quick communication; document outcomes on GitHub when relevant
• Tag relevant team members in issues and PRs to ensure visibility
• Respond to review requests and mentions in a timely manner
• Meeting notes must be published to the wiki after each weekly meeting