Guides

Guides explain in practical terms how we do stuff. Any Hypha member can change these.1

We are inspired by the idea of "protocols" from the Lab Book of the Civic Laboratory for Environmental Action Research (CLEAR)

Protocols are the "attitudes" or "the manner in which one approaches each and every element in our space." They are different than pure rules or instructions; they are ways that we establish order and maintain practices across our group [...] -- They define the way we ought to proceed or behave in different situations. As such, they are normative, or premised on values, morals, and an idea of how things ought to be done. They are a manifestation of our values.

Contents

Meetings

Scheduling a meeting

Note: Consider whether this meeting might be a global interest to other members. Skip the steps below at your discretion for low-stakes topics.

  • Try to announce your intention to schedule a meeting on a topic and ask who's interested in participating. Allow at least 48 hours for people to respond.
  • Consider who might be most interested and what timing might work for them.
  • If 2-3 candidate timeslots feel obvious from looking at people's availabilities:
    • Reserve them all in Hypha calendar immediately, for example: HOLD: Infrastructure Meeting (Option 1)
    • Ask in chat whether anyone who wants to attend has any blocks on any of the options
  • If short-notice or speed of booking is important:
    • Claim an open HOLD :information_source: slot.
      • If time permits or topic isn't an all-hands matter, consider leaving the hold available for someone else
      • If claiming a hold, edit the calendar immediately and announce meeting in chat
  • If your must find a new timeslot:
    • Create a new poll (we currently use When2Meet)
    • Leave ample time for completion (ideally 1 week)
    • Check on non-responders in following days and send (gentle) reminders as needed

Hosting a meeting

  • Before the meeting...
    • create a stub agenda as soon as possible (can be done before scheduling)
    • add the agenda to the meetings index
    • update the organizational calendar as early as possible with candidate and finalized time slots progresses
    • mention the meeting time in chat, and link the agenda.
    • encourage migration of related actions, decisions and discussions into agenda from chat
  • During the meeting...
    • ask for agenda items (start of meeting)
    • facilitate discussion
    • keep time
    • call attention to action items, upcoming decisions and discussions
  • After the meeting...
    • add important dates/reminders to calendar
    • review and merge notes
    • update meeting index as best location changes (hackmd => review (PR) => file)
    • as needed, set up loomio threads and decisions
    • as needed, send reminders of action items
    • migrate action items into task tracker

Joining a Jitsi Call

💻 Desktop. Follow link.hypha.coop/calls to our default conference platform.

📱 Mobile

  1. Install the app. Android | iOS
  2. 🔗 Visit call URL to open app, or 📋 copy-paste redirected call URL (e.g. https://jitsi.hypha.coop/hyphacoop) into app home screen.

📞 Phone

  1. Use the private dial-in number from our technical Jitsi documentation.
  2. After prompt, enter conference code 307 314 3734 #

We use a custom shortlink service at link.hypha.coop. It helps us:

  • resolve keywords to URLs from any computer,
  • make commonly used resources quickly and easily accessible,
  • simplify link-sharing in spoken conversations, and
  • align on shorthand keywords for resources.

Instructions on creating and managing shortlinks are available in our shortlinks repo.

Hint: You can use a URL hash to deep-link into an expanded shortlink. Example: http://link.hypha.coop/inventory#MailCow

Shortlinks work on their own in the address bar, but for even easier access on your own workstation, you can add a "custom search engine" keyword to your browser.

This allows you to type something like h<tab>shortlinks into the search bar, and get https://link.hypha.coop/shortlinks

Here's a screencast of how it works on Chrome:

screenshot of adding/using shortlinks as keywords with custom search
engine set in browser

Instructions: Chrome | Firefox (requires extension)

Voicemail

Accessing Voicemail

We use a VoIP phone line provider with forwarding and voicemail from FreePhoneLine.ca. It helps us:

  • Have a phone number without tying it to a physical location
  • Receive voicemail by email to members@hypha.coop

To access voicemail inbox you can either call remotely or through a configured SIP client.

  • Remotely:
    1. Call the dial-in number 14164770355
    2. Enter our account number 14378876936
    3. Enter our password:
  • SIP client: Dial *98

Managing Voicemail and Phone Forwarding

To record or update the voicemail greeting access the voicemail per above and select the following options:

  • 3 - Personal options
  • 3 - Greetings
  • 2 - Personal greeting
  • 2 - Record a personal greeting

References

1. Inspired by Enspiral Handbook: Guides

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