FCT Communication Practices

Agenda FCT specific communications – Scrum: Mon, Wed, Thur. – Weekly Call: Tuesday – Mentorship Presentations: Friday (twice/month) – Leadership Call: Wednesday – Additional Communication tools AMPATH Jira Case study: LARK Form Communication Summary

FCT Scrum When: Mon 3:30pm EAT, Wed 4:30pm EAT, Thur 3:30pm EAT Who: Anastaciah, Petronillah, Sara, & Susan (Ada & Boniface will join as needed) Where: Skype chat Notes: Update your scrum Google Doc every Mon, Wed, & Thur. – As a team, we updated our scrum Google Docs 28% of our goal for June, and 72% for July so far Include: 1.What did you accomplish since the last scrum? 2.What do you plan to accomplish before the next meeting? 3.What are you blockers? (Very important! –”no challenge” should be used rarely) What do to about weekends and vacations? On Mondays, include what you accomplished on Friday. Use the same model for vacations. When getting ready for the weekend, include the plan you have for the next working day. More info:

FCT Weekly Call When: Tuesdays 2:30pm EAT Who: Anastaciah, Petronillah, Sara, & Susan (Ada & Boniface will join as needed); anyone interested is welcome to join Where: Eldoret CR2, magicjack or Skype call – Backup: 1) Skype chat; 2) (meeting leader can cover major discussion topics in an and each team member can respond) Notes: Responsibility for notes rotates. Notes should be posted here ( and follow these recommendations ( Agenda: The purpose of this call is to enhance efficiency and focus on the tasks for the week. – Agenda should include Jira ticket numbers and links – Who sets the agenda? – Suggestion: the agenda should be posted on the Wiki page by Monday

FCT Mentorship Sessions When: Two Fridays/Month 3:00pm EAT Who: FCT, possibly guest presenters, anyone interested is welcomed to join Where: CR1; Magicjack – Backups: Skype; if you miss the meeting, you can access the presentation notes on Wiki Notes: Presenters, please always post a PowerPoint on Wiki The purpose is to share and grow team knowledge by learning from each other. Weekly topics and presenters will rotate.

FCT Management Call When: Wednesdays 3:00pm EAT Who: Sara, Petronillah, Ada (as needed) Where: Magicjack or Skype – Backup: Skype chat Notes: Google docs – Agenda & note-taking responsibilities will rotate The purpose of this call is to ensure the FCT leadership is providing the support the team needs to accomplish the goals e

Additional Communication and Information Sharing for FCT FCT list serve: – Preferred method for communication about current projects and team updates – Includes: Ada, Anastaciah, Boniface, Petronillah, Sara, & Susan Google docs: – For sharing scrum spreadsheets, proposed concept lists (we currently have 4), and notes – Does everyone have their Google drive synced with their hard drive? *Immediate ToDo* Best practices for communication:

AMPATH JIRA TICKETS

AMPATH Jira Tickets KEY PRACTICES “FCT Refresher_Filing Tickets, Cheat Sheet” Include all information related to the problem. Including, but not limited to – Screen shots – Error messages, CLICK ON “DETAILS” – When in doubt, include more information LABEL, LABEL, LABEL – Include any and all labels that could apply

LARK FORM COMMUNICATION SUMMARY The purpose of this section is to review the means and amount of communication our team used to complete the LARK forms.

LARK Forms Communication Summary 56 s 8 threads 5 calls Communication is good, but is this too much of a good thing? How can we improve efficiency? – Suggestions please? – A few ideas: Google docs (eliminates ing documents back & forth), Process Flow Charts (see example)

Example of Process Flow Chart Researcher A: Collected data from subject Researcher B: Assisted Researcher A in data collection Data Recorder: Video recorded data collection sessions Researcher A: Entered data into the database Data Recorder: Double entered data to ensure correctness Researcher B: Watched the videos of Researcher A to ensure that proper protocol was followed This is an example of a process flow chart modeled after a previous research project.