COMMUNICATION
GET USED TO THE COMMUNICATION TOOLS USED INTERNALLY AND EXTERNALLY
COMMUNICATION OVERVIEW
INTERNAL COMMUNICATION
NAS
The NAS is used internally to save and share all types of documents, especially the ones thar are confidential.
It is used for the permanent storage of any project information.
It is only accessible at the office.
Steps to get access to the NAS:
- Connet to the Wifi becba4: ask Michael Crottaz for the password
- For Mac: open the Finder > « location » (« emplacements » in French on a Mac) > « shematicnas »
- For Linux: avec un gestionaire de fichier smb:/172.22.22.50/
Trello
Trello is an online tool used on a daily basis to organize individual tasks and have an overview of all on-going projects. It helps for the right follow-up of any project.
Trello is accessible on this link: https://trello.com/
Ask Michael Crottaz to get access to it.
Every team member should mention the projects he/she is working on in a card and update his/her tasks on a daily basis.
Discord
Discord is an online tool to chat with team members about any work-related tasks.
Projects are organized by #hashtags.
It can also be used to have call meetings, like Zoom or Teams.
Link: https://discord.com/
Obtain access to it through Michael Crottaz.
Google Drive
A Google Drive has been created to share documents with the sales team.
The Google Drive account is organized in two main folders:
- « Internal »: documents that need to be shared with the sales team should be saved on this link;
- « External »: documents that need to be shared with partners, clients or leads can be saved on this link.
Ask Ophélie Cadoret to get access to the Google Drive.
Canva
Canva is an online tool to prepare marketing contents.
Shematic uses it for leaflets, social networks creatives or any other marketing documents.
Link: https://www.canva.com/
Ask Ophélie Cadoret to get access to it.
Team meetings
Team meetings happen every Monday at 10.30 am at the office.
Each team member is asked to present in 5 minutes his/her on-going tasks, objectives for the week and key issues.
Those weekly team meetings aim at facilitating a project development and the internal communication between the team members.
It is a good practice to stand up during the whole meeting to be more efficient and make the meeting as short as possible.
In order to define the next steps and keep a record of what has been discussed, we have to update the weekly minute Word document.
EXTERNAL COMMUNICATION
Gantt diagram
Any project development can be visualized on a Gantt diagram.
It is possible to export the diagrams as a png file to be shown to stakeholders as part of a ppt presentation.
Ask Michael Crottaz for more information.
Wiki
The Wiki is an online tool designed for new team members and any external partners (e.g. investors, providers, advisors, agencies, and so on).
As a result, any confidential information related te IP, human resources or corporate finance mustn’t be published on the Wiki.
Confidential information should only be saved on the NAS.
The Wiki is accessible on the following link: https://wiki.shematic.ch/
New members have to register by using the link « inscription » and create an account.
Any suggestion for improvement can be sent by using the online form.
Ask Ophélie Cadoret to be an dministrator of Shematic’s Wiki.
Google Drive
A Google Drive has been created to share documents with the sales team.
The Google Drive account is organized in two main folders:
- « Internal »: documents that need to be shared with the sales team should be saved on this link;
- « External »: documents that need to be shared with partners, clients or leads can be saved on this link.
Ask Ophélie Cadoret to get access to the Google Drive.