Table of Contents
Documentation Audience and Content
This document is an attempt to lay out how Protohaven's different audiences interact with various documents and content currently, right now:
- Audience analysis: who they are, what docs/content they need to access, and why.
- Document/content analysis: what they are, and which needs they must satisfy.
Begin with Audiences
To come up with good solutions, we first need to figure out who our audiences are, and the kinds of information they need.
Note: this document describes the situation as it stands now. Understanding where we are will help figure out what's working, what's not, and where we want to go.
Here's a draft list of our audiences:
- Non-member Public
- General Members
- Volunteer Techs (are there other ways to be a volunteer?)
- Instructors
- Tech Leads
- Event planners
- Staff
- Board Members (I am making the assumption that these are equivalent, but they may not be?)
For the best outcomes, it is critical that we keep all these groups in mind, and prepare documentation to help them succeed. As an example: a non-member in a class learning about, say, the table saw is going to have very different information needs than a seasoned shop member with years of experience. Our documentation should reflect this diversity of information need.
This will often mean that two different pieces of documentation are required. As an example, neither a clearance checklist nor the instructor's notes for a class will likely be very useful to a novice learning.
Non-Member Public
Folks who are part of the non-member public are likely going to be interacting first with the website, then possibly signing up for a tour or a class. If they decide to investigate membership, they'll start looking at the member guide and other policy materials.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
General Members
General members will be interacting with the Protohaven website for external-facing information, and the wiki, membership dashboard, and Discord for member-facing information. They will be taking classes or using private instruction to get clearances. They will likely want to refer to the member guide, and may want to refer back to the policy agreements. They will be using the shop independently and interacting with tools and machines.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Membership Dashboard)
- Community Chat (Discord)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Volunteer Techs
Volunteer techs help run the show. They need to be up to speed on what's going on with members, but also need support for their workflow as they care for the shop. They also support members when there is a problem with a machine.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Dashboard)
- Internal-Facing Web (Asana, forms and reports)
- Community Chat (Discord)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Instructors
Instructors need to keep up with the goings-on in the shop, as well as maintain documentation for their classes (student handouts, lesson plans). (who maintains clearance checklist content?) They also need to schedule their upcoming classes, write and test new classes, and fill out and submit class documentation for attendance and cleared status.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Dashboard)
- Instructor-Facing Web (scheduling, class definitions, etc) (Airtable and internally-developped apps)
- Instructor Materials (class syllabi, etc) (Google Drive)
- Clearance Checklists
- Community Chat (Discord)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Tech Leads
(I'm not entirely sure what the scope here; this is my best guess. )
Tech Leads help stage manage the show. They need to be up to speed on what's going on with the shop, as well as with techs and the status of tech shifts. They periodically need to interview prospective new techs, onboard new techs, and offboard departing techs. They also serve as the interface between techs and the board, and help resolve conflicts between techs and between techs and members.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Dashboard)
- Internal-Facing Web (Asana, forms and reports)
- Document Repositories (Google Drive)
- Community Chat (Discord)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Event Planners
Event planners devleop and implement plans for events. They interact with the community to advertise and solicit help for the event. They run the show on the day of the event, and may collect notes on how it went for future planning.
Current Interactions:
- External-Facing Web (Protohaven Website)
- External-Facing Socials (Instagram)
- Member-Facing Web (Dashboard)
- Internal-Facing Web (forms and reports)
- Document Repositories (Google Drive)
- Community Chat (Discord)
- Code of Conduct
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Staff / Board Members
(I'm not entirely sure what the scope here; this is my best guess. )
Board and staff members have the highest-level view of the organization. They make strategic plans, write grants, look for new resources and collaboration opportunities, and determine policies. They manage the financial, legal, and operational aspects of the organiztion.
Current Interactions:
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Dashboard)
- Internal-Facing Web (Asana)
- Document Repositories (Google Drive)
- Community Chat (Discord)
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Current Documentation Content
- External-Facing Web (Protohaven Website)
- Member-Facing Web (Protohaven Wiki, Dashboard)
- Internal-Facing Web (Asana)
- Document Repositories (Google Drive)
- Instructor-Facing Web (scheduling, class definitions, etc) (Airtable and internally-developped apps)
- Instructor Materials (class syllabi, etc) (Google Drive)
- Clearance Checklists
- Public Socials (Instagram, etc.)
- Community Chat (Discord)
- Student Handouts
- Code of Conduct
- Member Guide
- Policy Agreements (via sign-in kiosk and https://protohaven.org/wiki/policies/start)
Grid
| Public | Member | Tech | Instructor | Tech Lead | Event Planner | Staff/Board | |
|---|---|---|---|---|---|---|---|
| External Web | R | R | R | R | R | R | RW |
| Member Web | R | RW | RW | RW | RW | RW | |
| Internal Web | R | RW | RW | RW | RW | RW | |
| Doc Repo | RW | RW | RW | RW | |||
| Instructor Web | RW | ||||||
| Instructor Repo | RW | ||||||
| Clearance Check | R | ||||||
| Social Web | R | R? | R? | R? | R? | RW | R? |
| Chat | RW | RW | RW | RW | RW | RW | |
| Student Handouts | R | R | R | RW | R | ||
| Code of Conduct | R | R | R | R | R | R | RW |
| Member Guide | R | R | R | R | R | RW | |
| Policies | R | R | R | R | R | R | RW |
R = Reader
W = Writer
? = Maybe?
Notes
Techs deal with the Document Repository for sales information, events they're helping with, per-tool documents (setup/shutdown, QR codes).
Instructors Deal with the Internal-Facing Web for purchasing.
It's unclear who authors the Clearance Checklists.