Section 8 ‐ Team Communication & Collaboration - ApertureViewer/Aperture-Opertations-Manual GitHub Wiki

Effective, respectful, and transparent communication is vital for the success and cohesion of the Aperture Viewer project. This section outlines the official channels and guidelines for team communication and collaboration.

8.1 Official Communication Channels

The following are recognized as official communication channels for the Aperture Viewer project and its team members:

  • Aperture Viewer Official Discord Server:
    • Primary Channel: The Discord server is the primary hub for real-time team communication, community engagement, user support, announcements, and informal discussions.
    • Internal Team Channels: Specific private channels are established for:
      • Core Leadership Team ("Aperture Backstage"): For strategic discussions, policy considerations, and sensitive operational matters among Core Leadership members.
      • Advisory Board + Leadership: A dedicated channel for discussions involving the Advisory Board and the Core Leadership Team.
      • Departmental/Functional Teams (as they form): E.g., "QA Team Channel," "Social Media Team Channel." Access to these channels will be granted based on role. The Project Lead and all Core Leadership Team members will have access to all official team sub-channels.
    • Public Channels: Used for general announcements, user support, community showcases, and feedback.
  • GitHub (ApertureViewer Organization):
    • Issue Tracker: The primary platform for reporting bugs, proposing features, and tracking development tasks.
    • Pull Requests: For submitting, reviewing, and discussing code contributions.
    • Discussions Tab: For broader technical discussions, Q&A, or proposals not yet ready for formal issue tracking.
    • Wiki Comments: For discussions related to specific Wiki documentation pages.
  • Official Project Email:
    • [email protected]
    • Usage: Primarily for formal external communications, sensitive inquiries not suitable for public forums, or as a fallback if other channels are unavailable. Not typically used for routine internal team discussions.
  • Second Life In-World Group:
    • The official "Aperture Viewer" in-world group in Second Life.
    • Usage: For in-world announcements, group notices, providing a point of contact for users in-world, and potentially organizing in-world events or support sessions.
  • Primfeed (Official Account):
    • The official Aperture Viewer account on Primfeed.
    • Usage: For sharing news, updates, visual content, and engaging with the creator community on that platform, as managed by the Community & Social Media Manager according to the Social Media Roadmap (see Appendix [H]).

8.2 Internal Communication Guidelines for Team Members

To ensure a productive, respectful, and efficient internal communication environment, all team members are expected to adhere to the following guidelines:

  • Use Designated Channels: Utilize the appropriate official channels for specific types of communication (e.g., use the "QA Team Channel" for QA-specific discussions, GitHub Issues for bug reports). Avoid using private messages for official project matters that should be visible to relevant team members, unless privacy is explicitly required.
  • Professionalism and Respect: All internal communications must adhere to the Aperture Viewer Code of Conduct (Appendix [E]). Maintain a professional, respectful, and constructive tone at all times, even during disagreements.
  • Clarity and Conciseness: Strive for clear and concise communication to avoid misunderstandings. For complex topics, consider summarizing key points or using bullet lists.
  • Responsiveness (Volunteer Context): While Aperture Viewer is a volunteer project and immediate responses are not always possible, team members are encouraged to acknowledge important messages or requests within a reasonable timeframe (e.g., within 24-48 hours if feasible), especially within their area of responsibility or within Core Leadership channels. If unable to respond fully, a brief acknowledgment and an estimated time for a fuller response is appreciated.
  • Assume Good Intent: Approach discussions with the assumption that fellow team members are acting in good faith and with the project's best interests at heart.
  • Constructive Feedback: Provide feedback constructively, focusing on the work or issue, not the person. Be specific and offer suggestions for improvement where possible.
  • Confidentiality: Information shared within private internal team channels is considered confidential to the project and team members (as per the NDA - Appendix [F]) and must not be shared externally without explicit permission from the Project Lead.
  • Meeting Etiquette (If Virtual Meetings Occur):
    • Be punctual.
    • Mute your microphone when not speaking to minimize background noise.
    • Allow others to speak without interruption.
    • Stay focused on the agenda.
  • Respecting Time Zones and Availability: Be mindful that team members are volunteers and may be in different time zones with varying availability. Allow reasonable time for responses.

8.3 Collaboration Principles

  • Teamwork: Foster a spirit of teamwork and mutual support. Offer help to fellow team members when possible.
  • Shared Ownership: While individuals have specific roles, the success of Aperture Viewer is a collective responsibility.
  • Openness to Ideas: Be open to new ideas and perspectives from all team members.
  • Proactive Communication: Share relevant information, updates, or potential roadblocks proactively with relevant team members or leads.

8.4 Representing Aperture Viewer (General Guidelines)

When interacting in any public forum or with external individuals where you are known or identify yourself as an Aperture Viewer team member:

  • Uphold Project Values: Always conduct yourself in a manner consistent with Aperture Viewer's Ethos and Community Values (kindness, respect, positivity).
  • Accuracy: Strive to provide accurate information about the project. If unsure, consult with your lead or the Project Lead before making definitive statements.
  • Official Statements: Only the Project Lead (William Weaver) or individuals explicitly designated by the Project Lead (e.g., XXXXX XXXXX as Senior Project Partner for certain communications, XXXXXX for approved social media posts) are authorized to make official statements or policy declarations on behalf of the Aperture Viewer project. Team members should refrain from making statements that could be construed as official project policy unless explicitly authorized.
  • Personal Opinions: If expressing a personal opinion that might differ from or not yet be official project policy, clearly state that it is your personal view and not an official statement from Aperture Viewer.
  • Confidentiality: Do not disclose confidential project information (as defined in the NDA) in public forums.
  • Professional Demeanor: Maintain a professional and courteous demeanor, even when faced with criticism or challenging interactions. Avoid engaging in public arguments or flame wars. Escalate problematic external interactions to your lead or the Project Lead if necessary.

Adherence to these communication and collaboration guidelines is essential for maintaining a healthy, productive, and positive team environment, and for ensuring that Aperture Viewer is represented professionally and consistently to the wider community.