1. Communication WG Summary Purpose To achieve Increased collaboration and cooperation between AD Groups/WPs/IK partners A common understanding and commitment We need to Improve the organizational aspects of how we do technical work in the AD, Reduce the isolation between the Groups, Give thought to the future, Better streamline and prioritize work and processes of the division, Make sure the right people get the right information at the right time in the right place and in the right way 1 purpose – work done – proposals – final thoughts “The mandate of the Communication Working Group is to identify, assess and provide solutions, to improve formal and informal communication channels aiming at building a successful European Spallation Source.”

2. Communication WG Summary Work done 2 purpose – work done – proposals – final thoughts Sender Receiver Message Channel Based on Berlo, D. K. (1960). The process of communication. New York, New York: Holt, Rinehart, & Winston. Who? What?How? But first, why? And then, where to store the information? See the complete presentation and wiki pages at: https://ess-ics.atlassian.net/wiki/display/LG/Communication+Workgroup Identification of communication elements

3. Proposals Short-term 1.Complete and agree on a AD Communication Plan, based on the draft Communication Matrix drafted 2.Publishing the Roles, Responsibilities and Authorities (incl. “System Owners”) documents for all AD Groups and Sections (and even rest of ESS) would help (needs coordination with Roles and Responsibilities WG): – In assigning the people responsible of the different communications – In identifying their stakeholder audiences 3.Create a mailbox for AD management – To make suggestion, rise issues, collect surveys involving all employees… – Use a template (maybe a Jira board?) 4.Inventory list of important events (meetings, audits, etc.) impacting the AD work would help with the prioritization. Propose to merge/link the following into the Accelerator Calendars space (need coordination with Meetings WG): – ACCSYS Technical Reviews ; ACCSYS Annual Work Package Audits ; Accelerator Reviews ; ESS Indico – Accelerator Division ACCSYS Technical ReviewsACCSYS Annual Work Package AuditsAccelerator ReviewsESS Indico Accelerator Division 3 purpose – work done – proposals – final thoughts

4. Proposals Mid-term 1.Define the level of documentation that have to be in CHESS – e.g. for what meetings the Minutes need to be uploaded?Responsibility shall be assigned to the meeting chairman 2.Define the level of documentation that has to be in the PLM structure (What is the role of the Eng.&Int. Div.?) 3.Implement an accelerator convention for an automated document name generator and uploader to CHESS – See examples from CF: File name generator, CF File UploadFile name generator – Draft here Draft here 4.Ask for a immediate response helpdesk for the whole ESS (the workflows that exist in Snow, but with the option of calling someone to have something fixed asap, e.g. the videoconference equipment doesn’t work) 4 purpose – work done – proposals – final thoughts

5. Proposals Long-term 1.Improving the communication processes and supporting tools should be a continuous process. 2.The AD management should enable and promote the changes in the communication processes agreed, and enable the persons concerned to drive this task themselves. 5 purpose – work done – proposals – final thoughts

6. Communication WG Summary Tips for an effective communication Acknowledge (“Roger”) communications Provide information in accordance with procedures and plans and/or when asked Repeat, as necessary, to ensure communication is accurately received Use standard terminology when communicating information – ESS Glossary (ask for updates if you feel they are needed!) ESS Glossary – ESS Naming Convention (idem!) ESS Naming Convention Request and provide clarification when needed – When in doubt, ask Ensure statements are direct and unambiguous – If something is not yet defined or agreed upon, highlight its status as TBD Use proper order when communicating information – Makes things more clear and helps with prioritization Inform the appropriate individuals when the mission or plans change – Include at least a short rationale for the decision Communicate all information needed by those individuals or teams external to the team – Have your external stakeholders in mind Use nonverbal communication appropriately 6 purpose – work done – proposals – final thoughts Based on the Team Coordination Training Student Guide of the USCG https://www.uscg.mil/auxiliary/training/tct/default.asp