Group Communications

"In the future there will be so much going on that no one will be able to keep track of it."

- David Byrne... In The Future

Comm Tools Introduction

This page introduces some ideas on how a group can effectively communicate using an array of web-based tools. All of the tools mentioned here are "free". Any one, or combination of these tools can be used effectively

The following descriptions are based on a communications model that requires the minimum of maintenance and upkeep ("Care and Feeding"). The more self-maintaining a system is, the more time groups (and individuals) have to actually get meaningful work done.

Basic Communications Concept

The general strategy to minimize maintenance.

A few specific issues to be aware of are:

Handling the two primary forms of information:

• Volatile Information
  • Goes out-of-date quickly and easily.
  • Requires the most attention and maintenance.
  • Best distributed to a "set-it and forget-it" source such as a Blog or e-Group.
• Non-Volatile Information
  • Takes longer to go out-of-date.
  • Provides very basic and core information.
  • Best distributed to an easy maintenance source such as a Website.

As well as awareness and handling of "security issues"... which can most easily be separated as:

1. Public Information... safe to post to the World at Large.
2. Group information... OK to distribute to the main-group in general, or to a specific internal sub-group.
3. High-Security Information... Such as: Finance, detailed Personal info, Passwords to key areas, etc.

The experience so far with using this communications structure for group management has been very positive so far, so the above outlines are fairly "tried and true".

Examples of the Tools

• Web
  • http://digital-group.rvuuf.org
    • This example uses "Google Sites" (ref) as the publishing tool.
    • Webs are ideal for handling "non-volatile" information... i.e. Information that does not change very often.
      • This "Google Sites" web uses an address that is associated with an existing "Domain Name". It is a "Sub-Domain" of the host, which is rvuuf.org. This is a pretty slick deal... fairly straight-forward and simple to set up and maintain.
      • This site is an excellent example of how this sub-domain and Google Site association process can work. (As a possible supplement or replacement to the current [ailing] rvuuf.org web.)
      • The key pluses are that it is a web based authoring process that requires no maintenance (to the core publishing engine), and is fairly intuitive to use. Anyone who is comfortable using a program like MS Word should (with minimal instruction) be able to maintain and even add pages, content, features, etc., to a "Google Site".
      • Webs (like this one anyway) are best used to handle static "non-volatile" information. That is: Information that does not change very often.
      • This is the only RDG "Cloud" asset that actually uses the rvuuf.org Domain Name. (And it is only in the name, as it does not use any of the RVUUF paid web server space, or cut into any "limited" web-server resources.)

The following tools only use "RVUUF" in the registered name (account) with that service. (Making clever use of the acronym, which can make it easier to find through web searches.)

• Blog
  • http://rvuuf-digital-group.blogspot.com
    • This is a "Google Blogger" example (ref).
    • Blogs are ideal for making "Announcement" type posts... on Events or "Volatile" Information that has an (early) expiration date.
      • These posts each have a unique URL, so they can easily be identified and distributed to other systems as links.
      • Tools like "Blogger" even allow editing to posts, so mistakes can be corrected... without affecting the original URL.
      • Most "Calendar Tools" work best when a very brief entry... that includes a link to a "page" such as a Blog Post, for "additional information"
      • This particular blog will be used to make Public Announcements (including publishing articles) that are intended for the general public. It is completely open to the web, and everyone on it. It is also interactive... allowing visitors to leave comments, etc. (a feature which can be turned off if desired).
    • Note: If WordPress is used for the rvuuf.org web system, it may be possible to create Blogs that use the rvuuf.org domain name.
• e-Group
  • https://groups.google.com/forum/#!forum/rvuuf-digital-group
    • This example is a "Google Groups" site (ref).
    • These type of e-Group list services are ideal for (public or private) communication among a group of any size.
      • These posts each have a unique URL, so they can easily be identified and distributed to other systems as links.
      • Editing of posts is generally not allowed (other than deleting).
      • The first thing you may notice if you take the link for this e-group is the message: "You must be a member of this group to view and participate in it." ... this is intentional, and clearly illustrates the privacy feature.
        • It is possible to make the message archive of e-Group posts public, semi-private, or private.
      • e-Groups allow for discussions to be carried out through each users current e-mail client. Even if you need to get another account to be a full member of the group (such as a Google Account), you can typically tie your current e-mail account (from any provider) to it in such a way that the process is seamless, and allows you to continue using your current account (that everyone already knows), so you do not need to change addresses.
      • So you can follow the "Discussion Threads" from your own client as you have always done, on the device of your choice... or you can log into the site (also from the device of your choice) for the group discussion, and also get more functionality (such as file storage, polls, etc.)... all with you own current account.

Differences

(... and similarities... between Blogs, e-Groups, and Webs)

One significant difference between a Blog and an e-Group is that blog posts can typically be edited. So in a way, Blog Posts can also function as dynamic web pages. If an error is made in an e-group post, you typically need to delete it and re-post it in order to correct it.

One similarity is that each post or page (of all three systems) has its own unique URL.

The main difference between a blog and an e-group is that blogs tend to be more of an announcement tool, while e-groups are more of an interactive discussion tool. This is a generalization however, and these two web-based tools can be used in a variety of ways, depending on how they are set up. And in most cases the setup is flexible, allowing for mode changes as communication needs change. The drawback of improved flexibility in these systems is the increase in complexity, especially from the "back-end" (developer / builder) perspective. With careful selection however, most of these systems (from all three formats) can be relatively user friendly on the "front-end".

"Websites" in their simplest forms tend to be best used for static or non-volatile information. It is good to understand though, that the lines between these three publication and communication tools are getting more blurred as these technologies continue to develop.

One way to look at how these communication tools work is if they tend to incorporate more of a "Push Technology" model (shoving information at the visitor), or more of a "Pull Technology" format, which allows the visitor to be selective in what they view. Which model is used will depend on how the system is set up. Most websites will use a combination of the two (Push & Pull), while Blogs and e-Groups tend to be more on the "Push" side. This to is a bit of a generalization, as many of these three communication tool formats now have search capabilities built into them. A search can be rather futile however, if there is too much similar information to sift through on any one particular site.

CMS publishing tools like WordPress, Drupal, or Joomla tend to combine all of the above. Of course this makes the overall system very complex, and can require a very high level of technical expertise to build and maintain.

In general, communications systems are all being blended together. "Smart Phones" are an excellent example of this. You can expect to see the lines between different communications services (including webs, groups, and blogs) get even further blurred as technology advances.

One of the key benefits with the blog and e-group structures (like the "Announcement" method currently being used by RVUUF) is that all messages cane be archived through these web systems, which makes for an excellent historical record for the publisher or group. These archives , especially with the e-Group format, can be controlled as to how can view them. Again, how the system is set up will determine archive availability.

One very significant benefit of Blogs and e-Groups is that "end-users" can more easily manage their own subscriptions with these systems... including "removal" of themselves from the list, which can help reduce "Admin" maintenance time.

Google Apps

Google Apps for Nonprofits is a fairly complex system, but for all its complexity, it is currently (2014) one of the best designed group collaboration systems out there. RVUUF is extremely fortunate to have access to this system, and they have the efforts of Steve Weyer to thank for getting this implemented.

The short story for this software tool suite is that if everyone who wants to be deeply involved with operations of RVUUF is given a "User ID" in the rvuuf.org Google Apps system, the capabilities of communication and document management for the organization can be greatly enhanced.

Google Apps Support... How To Use...

The key features of the Google Apps system that could be of significant use to RVUUF are:

• Google Groups - on: Wikipedia - G-Search
  • Already heavily in use, but somewhat under utilized.
• Google Drive - on: Wikipedia - G-Search
  • a.k.a. "Google Docs" (Documents)
• Google Sites - on: Wikipedia - G-Search
  • Absolutely the easiest web publishing tool that we are aware of at this time (2014).
• Google Calendar - on: Wikipedia - G-Search
  • A very effective scheduling and time management system.
• Google Mail - on: Wikipedia - G-Search
  • Many folks are already using this system.
  • The G-Apps mail system for RVUUF is pretty much identical to the G-Mail system commonly used today i.e. <{some.user}@gmail.com>.
• Google Photos - Learn More @ Google - G-Search
  • An extension of Google+ (on: Wikipedia)... G-Search
  • Also similar to Picasa (on: Wikipedia)... - G-Search
  • Google "Plus" is basically a "social media" tool, like Facebook.
• Google Hangouts - Learn More @ Google - G-Search
  • Another extension of Google+, this tool can be very useful for holding "virtual meetings", which includes:
    • Audio & Video (A/V) Conferencing
      • This is embedded, and necessary.
    • Document & File Sharing
    • Screen Sharing
  • This is potentially a HUGE educational tool!

Discussions for the effective operation of this system are welcome.

Generating an educational environment of this G-Apps system, and computer use in general, for more effective management of RVUUF operations is one of the primary reasons for the creation of the "RVUUF Digital Group" (RDG).

:-)