protocol-calls
☎ protocol: CALLS
< DRAFT+ >

Revisions:
    20190730 draft
    20190914 add <d
    20190921 cleanup
    20190921 overview +lies during call
    20200722 first working call after L leaves cht7bf
    20210209 D+L "retry using this" →D
    20210228 quick ping

Ties to:
    * XXX🔗calls #TOMERGE !!!!!!
    * 🔗postchatter — we don't like chats
    * [...]


Table of Contents
1 *** PROTOCOLS
1.1 * Initiation and Regularity
1.1.1     (graph)
1.1.2     (call initiation styles)
1.1.2.1         A) Just call me anytime ← BEST
1.1.2.2         B) Call via shared availability slots:
1.1.2.3         C) Schedule a call ("Let's talk at XY")
1.1.3     (patterns)
1.2 * Correct Tools & Workflow
2 *** AGENDA BITS
2.1 * regular updates
2.2 * overview general works & todos
2.3 * ping personal work index
2.4 * overview / salvage old calls
2.5 * pick random task → just do it
2.6 * editorial on specific pad
2.7 * presto reading and improving pads
2.8 * push the pod
2.9 * work reporting
2.10 ( HOW TO PICK BITS )
2.11 ( GOOD PRACTICES )
2.11.1     * FAST SKIPPING
2.11.2     * EXECUTE > PLAN
2.11.3     * AGENDA FOR NEW COLLABORATORS
3 *** ¶¶ META-AGENDA
3.1 PART -1: PRE-PREP
3.1.1     * The agenda !
3.2 PART 0: HELLO
3.2.1     * (Sound check)
3.2.2     * (Finish what you're working on)
3.2.3     * (Chat what's up)
3.2.4     * (Establish time constraints)
3.3 PART 1: AGENDA SETTING
3.3.1     * brainstorm agenda
3.3.2     * take a short break:
3.3.3     * review
3.3.4     * reprioretize current agenda:
3.4 PART 2: →MAIN WORK←
3.4.1     * Do note-taking !
3.4.2     * Perform pre-written agenda
3.4.3     * Perform "bits"
3.5 PART 3: WRAP UP
3.5.1     * Do a full-pass
3.5.2     * Discuss next call
3.5.3     * Establish/repeat "urgent todos for right now"
3.6 PART 4 : POST CALL
3.6.1     * Add to index
3.6.2     * Clean up & cut up / "salvage" the pad
3.6.3     * Shape agenda for next time:
3.6.4     * →→→ PRE-PREP
3.7 ______________
3.8 (UNSORTED)
4 *** CUES
4.1 * "What's going on?"
4.2 * "I'll be there in 1min":
4.3 * "UH-HUH" (nods)
4.4 * "CONTEXT CHECK!"
4.5 * "TEST!"
4.6 * "THIS IS TERRIBLE!"
5 *** PAD
5.1 [!] workflow/tools -- we need screen-sharing #workflow !!!
5.2 [!↑] good meetings resources


*** PROTOCOLS


* Initiation and Regularity

Is call initiated?:

    Do you have an agreed Initiation Style?:

        →Skip.



    (graph)

[!!!] Remove non-initiation parts from graph

You have INITIATOR(A) and RECEIVER(B).

Analysis->Pre-Prep Analysis->(optional) Establish an Agenda Analysis->Cut up the notes Pre-Prep->(optional) Establish an Agenda Pre-Prep->INIT Pre-Prep->(optional) establish call duration need Pre-Prep->(optional) establish general schedule / frame for calls RECEIVER must propose schedule->{{X}} {{X}}->{{X}} {{X}}->{{X}} {{X}}->{{X}} {{X}}->{{X}} ... call rejected 3x.->(Switch Init Method) (Switch Init Method)->RECEIVER must propose schedule INIT->... call rejected 3x. INIT->... call picked! good! INIT->... call gets rejected - no explanation needed INIT->INITIATOR calls anytime INIT->Regularity, based on Relation Type ... call picked! good!->CALL ... call gets rejected - no explanation needed->... RECEIVER calls back later (and becomes INITIATOR) CALL->Analysis CALL->Follow Agenda CALL->Make notes - Do padwork CALL->Have a Wrap-Up START->Pre-Prep ... RECEIVER calls back later (and becomes INITIATOR)->INIT "SHORT" ~10-20min->(optional) Establish an Agenda (optional) establish call duration need->"SHORT" ~10-20min (optional) establish call duration need->"OPTIMUM" ~1-2h (optional) establish call duration need->"MARATHON" ~4h (optional) establish general schedule / frame for calls->Find on personal website (optional) establish general schedule / frame for calls->Assume defaults (=1PM-8PM) (optional) establish general schedule / frame for calls->Individualy inform Regularity, based on Relation Type->First Contact (1x Optimal) Regularity, based on Relation Type->Regular Updates (Short & Daily) Regularity, based on Relation Type->Close Collaborator (1x Marathon / week) Regularity, based on Relation Type->Close Friend/Family (3x Short / week) Analysis Analysis Pre-Prep Pre-Prep (optional) Establish an Agenda (optional) Establish an Agenda RECEIVER must propose schedule RECEIVER must propose schedule ... call rejected 3x. ... call rejected 3x. (Switch Init Method) (Switch Init Method) INIT INIT ... call picked! good! ... call picked! good! ... call gets rejected - no explanation needed ... call gets rejected - no explanation needed CALL CALL START START ... RECEIVER calls back later (and becomes INITIATOR) ... RECEIVER calls back later (and becomes INITIATOR) INITIATOR calls anytime INITIATOR calls anytime "SHORT" ~10-20min "SHORT" ~10-20min (optional) establish call duration need (optional) establish call duration need "OPTIMUM" ~1-2h "OPTIMUM" ~1-2h "MARATHON" ~4h "MARATHON" ~4h Cut up the notes Cut up the notes (optional) establish general schedule / frame for calls (optional) establish general schedule / frame for calls Find on personal website Find on personal website Assume defaults (=1PM-8PM) Assume defaults (=1PM-8PM) Individualy inform Individualy inform Regularity, based on Relation Type Regularity, based on Relation Type Follow Agenda Follow Agenda Make notes - Do padwork Make notes - Do padwork Have a Wrap-Up Have a Wrap-Up First Contact (1x Optimal) First Contact (1x Optimal) Regular Updates (Short & Daily) Regular Updates (Short & Daily) Close Collaborator (1x Marathon / week) Close Collaborator (1x Marathon / week) Close Friend/Family (3x Short / week) Close Friend/Family (3x Short / week)





    (call initiation styles)


        A) Just call me anytime ← BEST
Call me anytime on GSM, we can move to another channel.
Proposed channels are ___.


        B) Call via shared availability slots:
For busy people, this should be more common, published on personal website.
Can be a calendar with open call slots, or the reverse pattern, a fully published calendar ("busy slots").

Example:
    "I am free ___ ("afternoons 3-7PM every day)"


        C) Schedule a call ("Let's talk at XY")
But, this sucks, if you're not sitting in an office.
For some, a "Is this specific office-time slot good for you?" is more meaningless and complicated than it might seem to you.

Responses:
    a) --"OK, might work 70%"
    b) --"I will be there for sure, because it's urgent"
    c) --"I will be there for sure, because I generally have nothing to do"



    (patterns)


  * Establish interest (or obligation) to do it !

"hey, wanna talk sometime next week?"
-- yes !


    * Call for real, or fuck off:
        you give somebody a number
        → you MUST be able to give them a Short Call in so called Reasonable Time
        if not:
            → just stop pretending you want to call & tell them to fuck off


    * Reasonable Regularity:
        * 3 days? 1 week?
        * depends on urgency the initiator gives to call!
        -------
        * ESTABLISH: during Pre-prep?
        * CONFIRM: during Call


    * Good agendas make for short calls:
        Short Calls MUST have a pre-defined agenda


    * Repeat unanswered calls to show urgency:
        (already a commonly recognized way)


    * "Ping-pong" when returning calls:
        A calls, B doesn't answer → B calls back
        if you get called, it's your responsibility to call back !


    * Switch call initiation:
        A calls week 1, B calls week 2


    * When to call?:
        A) anytime !
        B) base on approximate regularity
        C) base on commonly understood SCHEDULE / SCHEDULE FRAME
        D) call more regularly if you think things need to move:
            (because they are not)
            (this might feel counter-intuitive)


    * Pause 2 hours before retrying:
        when to call back, or expect being called back?:
        maybe in an hour or two


    * Don't message about calls:
#antichatter
        Never "when can i call you" message me!
        EXCEPT IF ... / IN THE FORM OF ...


    * Set a regularity expectation:
        "~1/month"


    * Deal with broken regularity:
        1) try impromptu (3x)
        2) try scheduling (3x)
        3) re-set regularity expectation


    * Maintain responsibility for regularity:
        Whose "fault" is it, if calls are not made?
        How bad is this?
        Should there be a baseline for different levels of collaboration?:
            → YES
            people working together see eachother every day, have regular meetings, etc. we should be at least as good as X.


    * Wednesday pong & "short week":
        If we talk (i "pinged") on wednesday
        It's best you pong on monday or tuesday
        Calling wednesday should be a "last resort", OR a "clear" message we should downgrade connection







* Correct Tools & Workflow
Equipment & Context

Apologize and inform in advance if something from this is missing!

:
    * Use earplugs (headphones) with mic !!

    * Don't do it in external noise situation (except if urgent & agreed!)

    * Minimize to correct earphone volume on phone:
        (to not get headaches over it)

    * Call channels:
        * FIRST use GSM to engage and establish the connection
        * KEEP GSM, if you have free minutes
        * OTHERWISE use:
            1) telegram ON PHONE
            2) whatsapp ON PHONE
            3) ###:
                ?????? find other stuff

    * Pick best data channel:
        4G often works better than Wifi !
        You need to experiment and know this in advance (for all locations where you might telephone!)

    * Establish recording policy:
        a) Yes
        b) We agree & assume that no
        ______________
        Tools ###:
            android call recorder






*** AGENDA BITS

Recomposing & shuffling different agenda bits / patterns / modules.
aka "MODULAR CALL TEMPLATES"
aka "OTHER AGENDAS"
aka "SUB-AGENDAS"


* regular updates

Outside main project:
    * what have you been up to, where do you find yourself
    * what's new on work on other (non-CHT) projects

Inside main project:
    * news from outside
    * new tasks
    * brief reports
    * [...] ###



* overview general works & todos

Go to regular todo docs.

### too CHT-specific
always / often:
    * 🔗works
    * XXX🔗todos
    * 🔗todos
    * [...]

also / sometimes:
    * XXX🔗agenda — mid-term plans
    * [...]



* ping personal work index
### THIS IS A PRETTY MUCH ALWAYS BIT ?
### [→] move this somewhere else

aka "main (personal) work pad"

:
    * "level zero" TOC overview:
        aka "make sure TOC is not totally fucked"
    * check "[C" tasks
    * [...] ###



* overview / salvage old calls

Check 1-3 previous call logs.



* pick random task → just do it

Just do it !
(especially from 🔗works)



* editorial on specific pad

###



* presto reading and improving pads

Pick a random pad and push it.
Or, something we haven't touched in a while
Usually PD→D.

A) via 🔗oversee
B) via personal indexes
C) ###



* push the pod

Use auto tools! :
    * find "!!!!!!" and "??????" tasks
    * overview NOW points



* work reporting

XXX🔗index-now
Check:
    * dated logs
    * pad indexes



( HOW TO PICK BITS )

Curating agenda.

* Essential:
    "We must always push 2 or 3 pads."

* Cycles:
    "We haven't done Works in a while"

* Shuffle:
    "Throw a dice! Oh no, it's salvaging time!"



( GOOD PRACTICES )

    * FAST SKIPPING

Do the more regular partss really fast.
Like, all tasks — just run through them!
This could produce imprints.

    * EXECUTE > PLAN

Don't spend more time on planning than on doing!
"Does it make sense to keep re-reading the tasks?"


    * AGENDA FOR NEW COLLABORATORS

Either:
    A) pre-write an agenda & pre-share the link in a pad
    B) just improvise it (assembled as point #0)






*** ¶¶ META-AGENDA


PART -1: PRE-PREP

    * The agenda !

* Create day pad
* apply the theme:
    ###
* replicate meta-agenda
* check the last one (or few!) and refer to those points !



PART 0: HELLO

    * (Sound check)

    * (Finish what you're working on)
(outside of the call, like eating, writing something, etc)

    * (Chat what's up)

    * (Establish time constraints)

* Decide on approx time interval (length):
    * "short" ~20min
    * "optimum" ~1-2h
    * "marathon" ~4h




PART 1: AGENDA SETTING

Start with an "off-the-cuff" agenda reflection.


    * brainstorm agenda


    * take a short break:
        * independent review of agenda
        * ... finding & tagging DONE parts <------------ not sure what this means


    * review

    * "break out" parts (=B+U)

    * make quick remarks

    * ... and try to form "fragments" like pieces:
        (sometimes even already making them DONE)


    * reprioretize current agenda:

each suggests (ping-pong) style:
        * re-sorting points of order
        * ... either as:
            A) "ANARCHIST":
                move stuff yourself to appropriate position in agenda
            B) "ORDERLY":
                suggestions to a Single Editor Person
        _____________________
        Stuff that typical gets priority:
            * time-critical shit !!
            * cleaning up, merging fragments, etc
            * [...]







PART 2: →MAIN WORK←

    * Do note-taking !

    * decide on place to make notes:
        a) daily pad !:
        b) inter-personal pad

    * make notes!:
        (using 🔗workflow-ethering)

    * "one person talks, other makes notes" !!


    * Perform pre-written agenda


    * Perform "bits"

↓ BITS






PART 3: WRAP UP

    * Do a full-pass
(of the pad)

    * Discuss next call
(timing, expectations, etc)

    * Establish/repeat "urgent todos for right now"
(even though they're also written down etc)




PART 4 : POST CALL


    * Add to index


    * Clean up & cut up / "salvage" the pad
    1) Mark down the fragments, fold the TOC
    2) Move:
        * to topic pads
        * to todos (or Just Do It)


    * Shape agenda for next time:
        Keep & continue a common agenda!
        * overview it every time
        * respect now-point


    * →→→ PRE-PREP






______________

(UNSORTED)

* do several quick passes

* skip stuff

* designate symbols for call parts:
    did we finish with this?
    do we need to return to it?
    is it useful info?
    ____________________________________
    ... standard fragment symbols?

* return to previous calls

* [...]


<---------------------------- (new)







*** CUES

Also see 🔗cues.
### maybe merge


* "What's going on?"


* "I'll be there in 1min":
    see 🔗time


* "UH-HUH" (nods)
Give regular "nods" throughout the call.
    * "uh-huh" so to clearly affirm you are there, on the right line, etc
    * "i see" : i'm on the right line in a pad.... (= just wiggle your cursor!)
    * ###


* "CONTEXT CHECK!"

"is context ok?"
(if there are weird sounds around, etc)


* "TEST!"

In bad connection, when switching microphones, etc.

"test test test"
-- "OK". 


* "THIS IS TERRIBLE!"

Change equipment.
Re-establish the call.







*** PAD


[!] workflow/tools -- we need screen-sharing #workflow !!!

* would be faster for many tasks we are doing
* perhaps two-sided would be best !!!

_________

A) jitsi works (but ... not secure ... in a way?!)
B) dedicated app ???:
    anything free, but cross-platform?:
    just ... VNC i guess?



[!↑] good meetings resources

### merge to a "resources" part

https://meetingexpectations.surge.sh/#/20
<dmytri


<-------------------------- ((new))





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