Communications (Comms)

Communication with the Team & Lead

The Comms team handles a high volume of information during a tournament, often with many things happening at once. It is important that members remain clear and disciplined about which form of communication they should use for different situations. 

Comms/JCT Rooms Tracker Worksheet

This Google Sheet will serve as the team’s primary communication tool while rounds are opening. This worksheet will be used by Communications and JCT to communicate status in rooms, alert and assign each other of new issues that need attention, and to report status while working with judges. Sticking to the spreadsheet during “All Hands” time is crucial to cut down on the volume of texts and reduce the potential for confusion while multiple situations are being handled. 

• Comms team members can use paper notes as they check rooms but information needs to be entered on the spreadsheet as well, in a timely manner. When the room becomes an issue, then you will check the box accordingly on the worksheet.
• Be sure to include the names of the last name of missing judges in the notes column when using the spreadsheet. Ie: MIA J Cromer
  • JCT Lead and Communications Lead will each add staff assignments for their department to the spreadsheet. Lead should work together on preparation of adding new tabs for each round.
  • Comms staff will use this worksheet as they check participants in each room, flag the JCT staff for missing judges, and follow-up on status accordingly. 
  • New comments should be typed to display first in each cell (double click cell and then control+enter makes a new line above previous information) . 
  • Comms staff will communicate other issues with the Comms Lead and keep notes on status of activity.
  • JCT will alert Comms staff on the worksheet when judge concerns are resolved.
  • Always add a timestamp for new notes, using :00 only (not hour since time zone issues can become confusing)
  • Instructions are included in the Instructions tab of the worksheet. Training videos are also available.

Comms Team Messaging & Texting

• Google Spaces
  • The team will primarily use spaces messaging to receive instructions from the Comms Lead and communicate about issues they are helping with in rooms while on the watch team. 
  • Be sure to include the room number in every text—even simple yes and no responses. This will keep overlapping conversations distinct for everyone.
  • Respond within the message thread to answer that message and create a new thread for something else. This will keep a clear line of messaging to ensure the issues are addressed.

• Texting—Team members need cellular service strong enough to allow times with a fairly high volume of messages in group texts. 

• The team will primarily use text messaging to receive rooms in trouble alerts and NCFCA updates
• Text will also be as an immediate communication to CL, if privacy concerns exist