By Angelika Prox-Dampha on 2024-09-30 21:56 in Outreach

Navigating the Transition:
Account of Assuming the Role of Outreach Department Coordinator at Joomla

Stepping into the role of Outreach Department Coordinator within the Joomla community is both an honor and a significant responsibility. I felt touched by the trust given to me by the community. This position serves as a bridge between the Joomla project and its global audience, ensuring effective communication, engagement, and growth. However, the transition into this role revealed several challenges that underscore the need for improved onboarding processes and resource management.

 

Understanding the Role and Its Importance

 

The Outreach Department Coordinator is pivotal in shaping Joomla's public image and fostering community engagement. Responsibilities encompass overseeing social media strategies, coordinating with various teams, and ensuring consistent messaging across platforms. This role is essential in expanding Joomla's reach and maintaining its relevance in the ever-evolving digital landscape.

The Handover Experience

Upon election, the handover process consisted of a two-page briefing document primarily focused on social media activities, with minimal information on other departmental functions. An online meeting facilitated the transfer of the official email account ([email protected]) and access to the Password Vault. However, many passwords were outdated, non-functional, or secured with two-factor authentication linked to previous holders' personal devices, rendering them inaccessible.

Challenges Encountered

1. Onboarding Procedures

There was a noticeable absence of structured onboarding protocols. No comprehensive guides, standard operating procedures, or orientation sessions were provided by the department or Open Source Matters (OSM). This lack of formal induction made it challenging to understand the scope of responsibilities and the operational framework of the department .

2. Access and Resource Management Issues

 

Gaining access to essential tools and platforms proved difficult. Identifying individuals with the necessary permissions for website modifications, social media account management, and locating original editable graphic files required extensive time and effort. The cluttered state of shared drives complicated these tasks and made them exhausting. 

Recomendations

• Prepare a structured onboarding process and description
• Clean up Google drives
• Clean up the Password Vault and
• assure that there is a backup ID for each "account manager" that can assure access in situations of transition