Group Agreement – Communication

General – Administrators – Communication – Foodsaving – Foodsharing Points (FPs) – Onboarding

This document is a translation of the original group agreement in German [PDF]. In case of ambiguities or mistranslations, the original document in German is the valid reference for the group functioning.

1. Intention

Mission

  • To communicate the food loss and food waste issue and Foodsharing activities internally and in the public domain
  • We analyse the current situation of food loss and waste and, in cooperation with public and political authorities, achieve sustainable improvements in the relevant legislation.

Offers

  • Responsible for the social media channels
  • Responsible for the website
  • Building and maintaining relationships with other stakeholders
  • Increasing the level of awareness of our association
  • Media coverage
  • Design of print media
  • Installation and maintenance of platforms
  • Support of the other members in case of technical problems when using the platforms
  • Bridging the gap between organisation and policy (aka. practice and theory)
  • Elaboration of political demands
  • Interviews or internal consulting in preparation for interviews in political orientation
  • Development of political campaigns

Goals

  • Raise public awareness of what we do, our vision, mission and aims using our brand identity
  • Giving interviews to press with science-based data on the food loss and waste issue
  • High availability of our communication platforms and website
  • Supporting other circles to get their voice heard
  • Improving the association’s internal communication and taking care of the netiquette, excluding conflict resolution
  • There is a food waste law in Luxembourg by 2026 at the latest, which contributes to reducing 55% of food waste in the EU by 2030.

Domain

  • Manage all social media accounts, our website and general email account moien@foodsharing.lu 
  • Building and maintaining relationships with external stakeholders and connecting them with relevant people in our association
  • Creation of media, such as flyers, stickers and banners
  • Establish demands and also publicise them internally
  • Contact and negotiate with external partners such as NGOs, ministries and other groups

2. Roles

E-Mail Checker

  • Taking care of e-mails on moien@foodsharing.lu and forwarding requests to respective roles or circles

Facebook Manager

  • Responsible for Facebook
  • Take care of messages and forward requests to respective roles or circles

Frères des Hommes Contact Person

  • Responsible for the bi-directional communication with Frères des Hommes

Instagram Manager

  • Responsible for Instagram
  • Take care of messages and forward requests to respective roles or circles

LinkedIn Manager

  • Responsible for LinkedIn
  • Take care of messages and forward requests to respective roles or circles

Mail Checker

  • Pick up mails at the physical address of the association
  • Digitalise mails and put them onto Google Drive
  • Forward mails to respective roles or circles

Web Editor

  • Responsible for website
  • Updating numbers on homepage regularly
  • Translation of website
  • Adding events, including information sessions, and (press) articles

3. Sub circles

IT Management

Mission

To facilitate the internal and external communication and organisation through IT systems

Goals

  • Installation and maintenance of website and communication platforms
  • Being in touch with the developers of the IT systems for solving issues and requesting features 
  • Supporting members with technical problems when using the platforms

Domain

  • Deciding on which platforms to use based on feedback from everybody else

Roles

IT Assets Manager

  • Managing our IT-related accounts, including web hosting, backup server, domain name registration, e-mail addresses and for file sharing system
  • Configuration and renewal of project domain names
  • Keeping track of costs and sending invoices to IT Management circle Leader and Representative, who will forward them to the ones of the Communication circle
  • Managing users, shared folders and e-mail addresses
  • Keeping up-to-date the Google Drive guide

IT Assets Manager Backup

  • Same rights as IT Assets Manager 
  • Only stepping in if IT Assets Manager is unavailable or if they have agreed so

Karrot Contact Person

  • Reporting issues and feature requests to the Karrot development team
  • Sharing Karrot announcements, release notes and calls for participation in IT Management circle

Server Administrator

  • Making sure our applications, including Karrot and WordPress, are operational and updated
  • Updating and securing the server operating systems
  • Managing server users

Server Administrator Backup

  • Same rights as Server Administrator
  • Only stepping in if Server Administrator is unavailable or if they have agreed so
History of changes
  • 03.04.2025
    • Added: LinkedIn Manager role
    • Changed: clarified responsibilities of Web Editor role with two more bullet points
  • 13.01.2025
    • Removed: Who is Who manager role moved to Council
  • 15.10.2024
    • Removed: Circle and Role Visualiser role
  • 16.06.2024
    • Added: Frères des Hommes Contact Person role
  • 28.03.2024
    • Added: merging in Workshops circle by appending its mission, offers, goal and domain
  • 04.03.2024
    • Added IT Management circle roles
  • 09.10.2023
    • Added: mission, goals and domain
  • 30.08.2023
    • Added: IT Management circle
    • Added: all roles