Team Rules

Team Work Regulations - HydroEurope International Project 

1.File management and access

• Access and use of the shared file system: Each team member has access to the shared file system to read and write data essential to the project. The objective is to centralize information and facilitate everyone's access to up-to-date files, in order to guarantee the continuity of collective work.

• Protection and respect of access rights: All members agree to respect access rights levels and to only modify files assigned to them or for which they have authorization. This practice ensures the confidentiality of sensitive information and minimizes the risk of accidental modifications.

• Regularly back up and update files: To ensure data security and integrity, each member should back up their files on the shared system as soon as a significant change is made. Regularly backing up all files ensures a common working base and reduces the risk of data loss.

2.Sharing of information

• Meeting Minutes and Documentation: Each meeting is the subject of a report summarizing the essential information and decisions taken. These minutes are stored in a common folder, allowing all members to stay informed and to easily reference previous discussions.

• Continuous communication and progress updates: Important progress, decisions made and critical updates should be shared via a project management tool or collective communication channel. This practice promotes smooth coordination between all members and ensures that everyone is aligned on the ongoing objectives.

• Transparency and responsiveness: Members commit to communicating any important information, such as difficulties encountered or changes in plans, promptly in order to avoid misunderstandings and potential delays. This ensures a rapid response and effective adaptation to project developments.

3.Distribution of tasks and working methods

• Fair distribution of tasks: Work is distributed according to each person's skills and availability. A detailed work plan, including the responsibilities of each member, is documented and shared. This distribution allows for complete coverage of the project's needs while respecting fairness between members.

• Tracking progress and managing deadlines: Each member must respect the agreed deadlines and inform the team if there is difficulty in completing a task. A table of task tracking, updated regularly, allows you to follow the overall progress of the project and anticipate adjustments if necessary.

• Integration of contributions: The results of each individual task are integrated into a common document or shared database. One or more designated members check the consistency and quality of the contributions before their integration, in order to ensure continuity between the work of each member.

• Validation and collective review: Each intermediate result is subject to validation by other members before being considered final. This review helps to guarantee the quality and accuracy of the collective work, while ensuring standardization of formats and content.

4.File Naming and Version Control

• Uniform Naming Convention: To avoid confusion and allow for quick identification of files, each document should be named according to a uniform convention defined by the team. Example format:

  • • [Member_name]_[file_description]_[version]_[date].ext

    • Example: Martin_AnalyseFlux_v2_15-11-2024.pdf

• Versioning: For each major modification of a file, a new version must be saved under a new name, following the versioning convention. A special folder is dedicated to archiving previous versions, thus ensuring the traceability and availability of all versions.

• Access control to files being edited: Files being worked on should be marked as "in progress" or "locked" to prevent multiple members from editing them simultaneously, thereby minimizing conflicts and preserving data integrity.

5.Collaboration and respect for deadlines

• Respect for deadlines and individual commitment: All members must commit to respecting the deadlines set for their tasks. In the event of difficulty or delay, they must inform the team quickly to allow for reorganization if necessary.

• Support and mutual assistance: The active contribution of each member is essential. Members are encouraged to help each other when needed, in order to maintain momentum and ensure the smooth progress of the project.

• Constructive feedback and conflict resolution: Feedback should be provided in a constructive manner, with the aim of strengthening the quality of collective work. Any conflicts that may arise should be resolved quickly, by prioritizing dialogue and mutual listening, in order to maintain a positive working environment.