Editing UNITA Agile Management Guide (section)

== Internal Communication ==

=== Team communication ===

'''Guidelines'''
* Use e-mails only for official communications and requests.
* Use the chat conversations on Talk to have one-to-one or group conversations.
* You can create conversation topic threads on Talk. Individuals or groups can be invited, by searching the corresponding label (e.g. P_U_WP2_T1).
* Minimize discussions by optimal use of monthly meetings.
* Monthly meetings take place in the assigned TT room on BBB (see on top of the Task folder the BBB room address).

'''UNITA communication code'''
* We encourage the use of our romance languages in written communication by e-mail as a way to be coherent with our mission and to exercise our intuition skills in catching common roots in wording.
* Option to add the english translation for important communications. English can be used in oral communication and for working documents.

'''Shared calendar'''
* Each WP has a sub-calendar section on the Datacloud shared calendar.
* The sub-calendar can be syncronized with personal calendars following the instructions on the Quick Guide.
* Avoid overlappings with other WPT / TT meetings and public holidays.

'''Communication Officers'''
* Communication Officers from TT5.1 participate in Task Team meetings to collect first-hand information and to support WP and Task co-leaders in communication and dissemination activities. See the list of CO per Task Team.

=== Meeting policy ===

'''Timeframe'''
* WP Teams (WP co-leaders + TT co-leaders + relevant VRs) meet 3 times a year:
** 2 during UNITA weeks.
** 1 during the WP face-to-face meeting (to be considered as staff weeks).
* Additional online meetings can be organized if needed.

* TTs meet:
** Online at least once a month.
** Physically once per year, during the WP face-to-face meeting.
** If necessary, online meetings between WP and Task co-leaders can be arranged on short notice.

* UNITA Offices meet on 2nd week of the month on Thursday 11 am CET  
* MC (T1.2) meets every 4th week of the month on Thursday 11 am CET, inviting WP and Task co-leaders in turn progress monitoring (each operational WP and constellation projects)

* It is normally expected that all Board and Team members are physically present during the UNITA weeks and WP meetings. Online connections will be assessed on a case-by-case basis depending on the role or situation (e.g. Rector/President asking for an online connection, or final wrap-up meeting)

* Meeting scheduling should in any case respect public holidays in each country, specified by all members in the shared calendar within Datacloud.

=== Face-to-face meetings ===

'''Guidelines for successful face-to-face meetings'''
* Plan everything well in advance. Configure a detailed and unified agenda, have it validated by the appropriate body, and publish it as soon as possible, updating it with the meeting details as they are defined.
* Make sure that all participants have a dense agenda justifying their presence along the whole event. This will also facilitate common travel arrangements for each partner university. Combine group meetings with plenaries, training sessions and time for self-arranged meetings. Visits and leisure activities should be organized after working time.
* Assign each individual meeting to one/two coordinators, who should establish clear objectives, points to be discussed and attendees, as well as publish the pre-minutes and support material in advance. Encourage the coordinators to use the meeting time for meaningful exchanges, avoiding both one-directional presentations and futile debates.
* Start and finish with plenary sessions. The opening plenary should create a common narrative, frame the meeting into the overall activity of the alliance, and emphasise the core objectives of the meeting. The closing plenary should review them and address the main accomplishments, lessons learnt and future actions.
* Invite a keynote speaker bringing expertise and motivation on a topic relevant for the event or the alliance.
* Have always in mind the enormous costs behind an international face-to-face meeting. Be transparent about them. Insist on the need to be productive, and on the risk of losing credibility among the participants when meetings are poorly prepared.

'''Work Package Team Meetings'''
* Yearly face-to-face meeting of all task team members of a work package. A 2-day event is recommended.

'''Governance and management meeting'''
* GB + MC + UOs + T.1.1 meeting  
* A 2-day event is recommended.

=== Decalogue for surveys ===

'''Decalogue of recommendations for conducting mindful and effective surveys'''

# '''Consider Alternative Means:''' Evaluate if there are alternative methods to gather information besides a survey. For instance, direct interviews with key stakeholders or focus groups or existing data sources may provide relevant insights without the need for a survey.
# '''Avoid Overlapping Surveys:''' Coordinate with other WPs to avoid overlapping surveys targeting the same audience. This prevents survey fatigue and ensures higher response rates. To do so, insert the survey as event on the Datacloud shared calendar (UNITA_ALL sub-calendar) and inform WP co-leaders and UNITA Offices.
# '''Define Clear Objectives:''' Clearly outline the purpose and goals of the survey before initiating any data collection and inform the respondents. Ensure that the objectives align with the needs of the project.
# '''Organize Workshops for Buy-in:''' Host workshops or meetings to involve the target audience and right afterwords administer the survey. This ensures buy-in, encourages participation, and fosters collaboration.
# '''Use open-source tools:''' Preferably use open-source tools such as Limesurvey through the UNITA Virtual Campus or similar.
# '''Ensure GDPR Compliance and informed consent:''' Adhere to General Data Protection Regulation (GDPR) guidelines to protect the privacy and data of survey respondents. Obtain informed consent (Disclaimer example in the following page), anonymize data, and ensure secure data storage and transmission.
# '''Design Surveys with Care:''' Develop survey questions carefully, keeping them concise, relevant, and easy to understand. Provide definitions, if the case, to avoid misunderstanding and to obtain comparable data. Use a mix of closed-ended and open-ended questions to gather quantitative and qualitative data. Take care that, in the case of open-ended questions, they are phrased in such a way as to guide the answer as much as possible toward the objective of the question, avoiding very general questions. Be mindful of sensitive or indiscreet questions - consulting the WP leaders and relevant Vice Rectors/Presidents - and of the international scale of our alliance, by avoiding ambiguous terms or terms of exclusively local use. In formulating questions, pay attention to meeting the requirements of gender, sexual orientation and social inclusion in its broadest definition of the term.
# '''Promote Participation:''' Create awareness about the survey through multiple communication channels, such as emails, conversation groups on Datacloud Talk and newsletters. Highlight the importance of participation and emphasize anonymity.
# '''Provide Feedback Mechanisms:''' Establish clear channels for providing feedback on survey results to the UNITA community. This fosters transparency and demonstrates commitment to acting on the feedback received.
# '''Follow-Up Actions:''' Analyze survey results promptly and identify key findings and actionable insights. Develop a plan to address areas of improvement or concerns raised by the responders. Communicate findings and actions taken to the WP and the Management Committee to demonstrate responsiveness and accountability.

=== Disclaimer of Informed Consent ===

By agreeing to participate in this survey, you acknowledge that you have read and understood the following information:

'''Purpose of the Study:''' You understand that your participation is voluntary and that you are agreeing to be part of a specific research study.

'''Confidentiality of Data:''' You acknowledge that any data collected during this survey will be kept confidential. Your individual responses will not be disclosed or linked to your identity in any published reports or presentations. Data will be analyzed at a group level to ensure anonymity.

'''Withdrawal:''' You have the right to withdraw from participating in this survey at any time, for any reason, without penalty. Your decision to withdraw will not affect your current or future relationship with the researchers or any associated organizations.

'''Contact Information:''' If you have any questions or concerns regarding your participation in this survey, you may contact [Researcher's Name] at [Researcher's Email] or [Researcher's Phone Number].

By continuing with this survey, you are indicating that you have read, understood, and agree to the terms outlined above. Your participation is appreciated and valuable to the success of this study.