Communication Plan - bounswe/bounswe2026group11 GitHub Wiki

Communication Plan

This document describes how the Social Event Mapper team (Group 11) coordinates, communicates, and makes decisions throughout the project.

1. Communication Channels

GitHub (Primary Communication)

  • Main platform for all project-related communication and coordination
  • Issues and Pull Requests are the primary way to track work and decisions
  • Writing clear, detailed issues and PR descriptions is required
  • All team members should regularly check the repository and their emails for mentions and updates

WhatsApp (Instant Messaging)

  • Used for day-to-day communication, quick questions, and urgent announcements
  • All 8 team members are in a shared group
  • Expected response time: within a few hours during active days

Google Meet (Synchronous Meetings)

  • Used for weekly team meetings and emergency calls
  • Meeting links are shared via WhatsApp

Lab Hours

  • Valuable time to raise concerns, clarify uncertainties, and get immediate feedback
  • Recommended to use actively for both technical and coordination discussions

2. Meeting Schedule

Weekly Team Meetings

  • Frequency: Once a week, typically on Wednesdays
  • Format: Google Meet (online)
  • Agenda: Progress updates, blocker discussions, task assignments for the upcoming week, PR review coordination
  • Notes: Decisions and action items are documented on the GitHub Wiki after each meeting

Emergency Meetings

  • Called via WhatsApp when a critical issue or blocker arises
  • Scheduled on short notice as needed

Sub-team Meetings

  • Backend, Frontend, and Mobile sub-teams meet independently as needed
  • Used for technical alignment within the sub-team before broader team sync
  • Outcomes are shared with the full team via GitHub issues or WhatsApp

3. Decision Making

  • Tasks are distributed among team members based on sub-team ownership and individual availability
  • Technical decisions are made collaboratively during weekly meetings or async via GitHub issues
  • All code changes must go through a Pull Request review before merging — at least one team member must approve
  • Disagreements are resolved through discussion; majority consensus is followed when needed

4. Communication Guidelines

  • Use GitHub as the single source of truth for all technical work and decisions
  • Keep WhatsApp for informal/quick communication; document outcomes on GitHub when relevant
  • Tag relevant team members in issues and PRs to ensure visibility
  • Respond to review requests and mentions in a timely manner
  • Meeting notes must be published to the wiki after each weekly meeting