# Internal Communication Software (ZULIP)
### Why Zulip
RoboTeam Twente is a large and, it being a student organization, sometimes chaotic team. That makes reliable information transfer between members hard.
Historically, updates and technical questions went through in-person conversation or WhatsApp. This caused recurring problems: messages were missed when a chat got busy, old conversations were almost impossible to search, and the norm on WhatsApp is casual, gifs, stickers, jokes, which is fine socially, but buries anything important. Part-time members returning after a few days away had no way to catch up on what they had missed.
We needed software built for structured work on a complex project. Options include Slack, Discord, and Teams. We chose **Zulip** because It can be self-hosted, making it effectively free while still professional.
> The point of Zulip is not that it replaces WhatsApp. It is that its **topic threading** lets a member open a single subsystem channel and read that conversation from the top, in order, without combing through unrelated messages. That is the specific property WhatsApp and a daily stand-up cannot provide, and it is why the tool was chosen rather than only a change of habit.
**(Keep that paragraph — it's the answer to the exact question your assessor raised about why add a tool rather than a practice. It belongs on the page and in Chapter 4.)**
### How the channels are structured
The channel structure should mirror the structure of the organization so it feels intuitive. There are two models I imagined:
- **By specialization**: software, embedded, mechanical, electrical, control.
- **By subsystem:** drive train, drill, gripper, human relations.
**We used specialization.** I would recommend a future team to switch, but a team should pick one they belive would be most effective to tackle to scope of that years project.
Every layout starts with a **General** section containing:
- **\#announcements**: org-wide notices posted by management
- **\#general:** informal chat, the social overflow that keeps the working channels clean.
- **\#memos:** where every GTM memo is posted (see the Memos page).
After the General section, one channel per specialization/subsystem. Within each channel, **topics** are created per piece of work in progress. e.g. in #embedded, a topic like **"**CubeMars motor integration". Topics are simple; make a new one rather than derailing an existing thread.
#### Example layout (specialization based)
### Posting rules
A tool only helps if people use it consistently. The minimum expectations:
- **Technical questions and updates go in the relevant channel/topic, not in DMs or WhatsApp.** So the answer is findable at a later date by whoever needs it next.
- **One topic per piece of work.** Start a new topic rather than reusing an old one for a new issue.
- **Announcements that everyone must see** go in #announcements (makes sense).
- **Memos** are posted to #memos within 24 hours of each GTM.
### Getting set up
- **Hosting:** Zulip is self-hosted at [https://roboteamtwente.zulipchat.com/](https://roboteamtwente.zulipchat.com/). Responsibility for keeping the instance running sits with someone from Software or who is most interested in it.
- **Onboarding:** new members are added and shown the structure during the onboarding week.