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