How-to... Arena - Communication

The Arena has specialized functions to facilitate clear and timely communication with Doers:

  • Signals
  • Problem Box
  • Contacts
  • Red date

Signals

Signals are graphic symbols with a predetermined meaning that enable quick communication between the Process Manager and the Doer. There are different types of signals available, including:

  • Coordination signals
  • Doer's signals
  • Problem Box signals

Each set of signals is specific to the Process Manager or Doer, and they use them to convey information to each other quickly. The purpose of using signals is to ensure that communication is efficient and effective, especially during the execution stage when time is of the essence.

Coordination signals

Idle

This signal indicates that the TaskPack is present in the Arena but the Doer should not start executing it yet.

Go!

This signal means that the TaskPack is ready, and the Doer should start executing it. If there are multiple TaskPacks with the "Go!" signal, they should be executed in the order they appear in the Arena.

Stop!

This signal indicates that the Doer must stop the TaskPack execution temporarily. The TaskPack can be continued by changing the signal back to "Go!". If there are no conditions to continue the execution, the TaskPack should be canceled. It is helpful to use the "Problem Box" signal along with the "Stop!" signal to indicate why the execution stopped.

Canceled

This signal indicates that the TaskPack execution is canceled and will not be executed any further. There can be various reasons for cancellation, such as executor incapacitation, resource failure, or mistakenly entering the TaskPack in the Today's section. It is useful to use the "Problem Box" signal along with the "Canceled" signal to indicate why the cancellation occurred.

Done

This signal is used after the Doer indicates that the TaskPack is done. The Process Manager assesses and confirms the completion of the TaskPack, and this signal indicates that it has been executed successfully and can be archived the next day.

Doer's signals


Idle

This signal indicates that the Doer has not yet started executing the TaskPack or that the Process Manager has stopped or canceled it.

Run

This signal is used to report the start of the TaskPack execution or the resuming of the execution after stopping or pausing.

Paused

This signal is used when the Doer temporarily halts the execution of the TaskPack for subjective or objective reasons. Along with the "Paused" signal, the Doer should leave the "Problem Box" signal to indicate why the pause occurred.

SOS

This signal is used by the Doer to request urgent help from the Process Manager.

Finished

This signal is used by the Doer to inform the Process Manager that the TaskPack is completed. However, the TaskPack still needs to be formally finished, and the Process Manager must confirm this with their "Done" signal.

Signals are essential for the Process Manager

Signals are essential for the Process Manager as they provide an instant visual overview of the TaskPack's status and enable them to focus their attention where necessary when coordinating and monitoring a large number of TaskPacks with dozens of Doers in various processes.


Problem Box signal

The Problem Box signal is a tool that allows both the Doer and the Process Manager to communicate a problem that has occurred while working on a TaskPack. It includes a written note feature that enables communication between the two parties as they work towards a resolution.


Using the Problem Box as a chat application is recommended for two reasons.

  • Firstly, it provides a written record of the issue, which is helpful for identifying recurring problems and for reference purposes in the future.
  • Secondly, it assists the Process Manager in keeping track of and solving problems in multiple TaskPacks simultaneously.

Contacts in the Arena

Contacts refer to the contact information of the Process Manager and Doer, which can be found by hovering over their avatars. The contact information includes email and mobile phone numbers. Email is better for extensive communication and file sharing, while mobile phone communication is better for quick verbal exchanges or sending photos. However, there will be no written record of communication when using mobile phones.

Red date

The "Red date" is a visual indicator in the "Today's" section of the Arena. It indicates that a TaskPack is late and has not been executed on the day it was scheduled. The TaskPack will remain in the "Today's" section until it is done or canceled. The red date is reported separately in the Overview tool, which is sent in a daily email to keep track of TaskPack statuses.