Meeting Notes:

2024-02-06 - Alexia and Lauren Debrief and Connect

[x] Intention: debrief on the position of the Hubs comms status to allow for a fluid transition on Alexia's departure for us (Lauren and comms team) to move forward clearly

Part I Briefing

[x] update on hub-related comms
- New list of potential places to advertise residencies moving forward https://docs.google.com/spreadsheets/d/1EKnEgJ5PjfVUiFEOb6nE6vZ9NyPEsA5Ov_vT4gDbK1g/edit#gid=207124184
- Total of 3 video testimonies - link to folder: https://drive.google.com/drive/folders/1TSdynu0BwOPdbbDdrmUjH0z6Xb0kZdx5
- use of post-residency questionnaire for written testimonies
- what is sent: https://forms.gle/6vApeLvcjaVYohFp6
- to view answers: https://docs.google.com/forms/d/1sGoD4F_wCFCDBypo5EsWHihVOlj5DaM39-dO-MTnFwI/edit#response=ACYDBNhfHAH4ZIS5H9UJJZgilgtp4iPjr7LqaEhas8ek7APVnrcmrezPf4nRrSdP_8KUFWI
- Total of 20
[x] handbook for passing on info notes for Alexia to include below
- intention: 1. clear on where we are at and 2. useful info to support onboarding of next guardian
- current strategy situation and context
- include links to past conversations
- reflections with hind-sight
- roles and responsibilities
[x] Previous issue resulting from a conversation with Nathen related to Hub Comms https://github.com/life-itself/barbacane/issues/112

Only comms being done for the Hub at present is advertising in the newsletter, and WhatsApp groups occasionally
Website updates
Process for participants interested in joining the Hub: interview with Valerie (unsure of what is shared exactly related to expectations and T&Cs shared)
Post-questionnaire sent

The effectiveness of posting in groups on social media was raised. This should not be the only relied upon way of advertising.
Issue life-itself/barbacane#112 - the outcome of the conversation around this issue is related to the strategy of the Hub needing to be defined before any action taken
- 2024-02-06 no action taken. Hub Comms Shaping would have created concrete actions but with Alexia's decision to leave this has not been done yet
Testimonies were not completed because of a feeling of a lack of clarity over whether this was needed, and a lack of self-agency to do. Felt overwhelmed with all the task types.
- Not clearly defined as a SHOULD DO
- And no clear understanding of their use and how they would be used
- Felt more comfortable/useful using feedback questionnaire - as a qualitative capture to use more widely in i.e. grants etc., and quotes used in newsletter but not more widely than this
⏭️ Stating the use of a feedback form and request for simple video testimonies should be added clearly to the initial/welcome conversation of each participant into the space (to avoid a sense of feeling like you are 'burdening' participants at the end)

[x] Alexia to add all the testimonies to the Residencies Video Testimonies folder - clearly labelled by Name and Month Year i.e. Rob Hardy February 2024 https://drive.google.com/drive/folders/1TSdynu0BwOPdbbDdrmUjH0z6Xb0kZdx5
[x] Bergerac Hub folder to be tidied to be better labelled https://drive.google.com/drive/folders/1G50zAmtVsAN8UneLjYxIiAckUb_zvLq5
[ ] Put update on comms startegy issues https://github.com/life-itself/barbacane/issues/112

[ ] Brainstorm on how things could go re hub comms from now on :fast_forward: Alexia's thoughts added into Handover document clearly labelled
- [x] Lauren to gain understanding of the Hub situation more widely and how it relates to Comms team
- [x] Alexia to be confident with how to write handover document and what to include
[x] Update from Alexia's on her next personal steps