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
  • Strengthen internal communication
  • 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)
  • Development of the political demands
  • Interviews using an internal participatory approach in preparation for interviews of a  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

2.1. Circle Leader

The Leader is responsible for the operational management of the circle. They ensure that the circle’s work aligns with the direction set with the higher circle and the organisation’s overall aim and that day-to-day tasks are carried out effectively.

Responsibilities
  • Attend meetings of the higher circle as a full member, and report back to the circle on decisions, directions, and discussions from those meetings.
  • Lead and coordinate the circle’s operational activities, making sure work moves forward toward agreed goals.
  • Ensure resources, tasks, and information are well-organised and easy for all circle members to access.
  • Support circle members in fulfilling their roles and help remove any obstacles they face.
  • Track action items between meetings and follow up to make sure things get done.
  • Convene and schedule circle meetings, for example, using framadate.org as a scheduling tool.
  • Prepare meeting agendas focused on the circle’s aims, in collaboration with the Facilitator.
  • Onboard new circle members and help them settle into the group.
  • Serve as the main point of contact for the circle.
Skills
  • Strong communication and good listening skills
  • Trustworthy and reliable
  • Familiar with the organization’s processes
  • Well-organized and approachable / easy to get along with

2.2. Circle Representative

The Representative serves as the circle’s voice in the next-higher circle. They provide a bottom-up feedback link, ensuring that the perspectives, concerns, and information from the circle are carried upward in the organisation.

Responsibilities
  • Attend meetings of the higher circle as a full member
  • Bring the experiences, needs, and concerns of the circle to the higher circle’s attention
  • Raise objections in the higher circle on behalf of the circle, if a proposed decision would prevent the circle from fulfilling its aim
  • Help the circle understand how its work connects to the broader organisation
Skills
  • Basic communication and good listening skills
  • Ability to synthesize diverse perspectives
  • Team player

2.3. Circle Facilitator

The Facilitator is responsible for guiding the circle through its meetings in a structured and inclusive way. They create conditions in which all voices are heard and decisions are reached through consent.

Responsibilities
  • Prepare meeting agendas in collaboration with the Circle Leader, with a focus on process flow and timing
  • Facilitate circle meetings by following the agreed format and keeping the group on track
  • Make sure all circle members have an equal opportunity to speak and contribute.
  • Guide the circle through sociocratic decision-making processes, including rounds, consent decisions, and role elections
  • Keep the energy of the meeting productive: maintain focus, gently redirect tangents, and use time well
  • Help the circle tell the difference between operational matters and policy decisions
  • Stay neutral during discussions, when speaking in role, avoid advocating for particular outcomes
  • Support the circle in working through objections constructively
Skills
  • Experience in facilitating and supporting facilitation processes
  • Knowledge of sociocratic methods and nonviolent communication
  • Strong listening and mediation skills
  • Excellent communication skills

2.4. Circle Secretary

The Secretary supports the organisational and administrative functioning of the circle. They ensure that records are kept, information is communicated clearly.

Responsibilities
  • Send out meeting invitations, agendas, and relevant documents to circle members ahead of each meeting
  • Record minutes during meetings, including the list of attendees, decisions made, actions agreed upon, and key points from the discussion
  • Make sure circle members can follow along with the minutes during the meeting, for example, by using a shared online document or projecting it on a screen
  • Finalise and share meeting minutes within 24 hours after each meeting
  • Maintain and organise the circle’s backlog
  • Update the group agreement when needed, including the history of changes at the end. Make sure the updated version is published on the website and announced on the general group wall on Karrot
Skills
  • Proficiency in using Google Docs and the ability to type quickly and accurately
  • Strong organizational skills and a structured approach to work
  • Skills in documentation and information processing

2.5. E-Mail Checker

  • Handles emails sent to moien@foodsharing.lu and forwards inquiries to the appropriate roles or departments
  • Is proficient in professional written communication in English, French, German, and Luxembourgish
  • Uses professional language consistent with our mission and values

2.6.Facebook Manager

  • Responsible for Facebook
  • Interested in social media
  • Contributes to digital communication by creating and sharing content, creating and promoting events, interacting with the online community, and coordinating with other social media roles to ensure that communication aligns with our mission and our goals

2.7.Instagram Manager

  • Instagram Manager
  • Is interested in social media
  • Contributes to digital communication by creating and sharing content, organizing and promoting events, interacting with the online community, and coordinating with other social media roles to ensure that our communications aligns with our mission and goals

2.8.LinkedIn Manager

  • Responsible for LinkedIn
  • Handles messages and forwards inquiries to the appropriate roles or teams
  • Is interested in social media
  • Contributes to digital communication by creating and sharing content, creating and promoting events, interacting with the online community, and coordinating with other social media roles to ensure that communication aligns with our mission and our goals

2.9.Mail Checker

  • Pick up mail at the association’s physical address at least once every two months
  • Digitize and archive letters on Google Drive, forward them to the appropriate roles and groups, and ensure confidential and reliable document management.

2.10. Web Editor

  • Must have experience with WordPress, combined with strong organizational skills and a proactive work ethic
  • Responsible for updating the figures and data on the website on a quarterly basis, as well as for its continuous improvement
  • Ensure that all website content is available in English, French, and Luxembourgish by translating the content themselves or overseeing translations commissioned from others
  • Add events, including informational sessions and press releases

2.11.Meng Landwirtschaft Representative

  • Primary point of contact for communication with Meng Agriculture, responsible for reading and responding to emails in Luxembourgish, and actively involved in political issues.

2.12 Internal communication responsible

Responsibilities
  • Strengthen internal communication and community cohesion
  • Share relevant updates, milestones, and stories across the association
  • Help ensure that important information, such as AGM outcomes, key decisions, press releases, and examples of good practice, is communicated in a clear, engaging, and accessible way
  • Operate within existing communication channels i.e. the General Group, with the aim of fostering broader participation and a stronger sense of connection across the community
  • Include images directly in the text and use storytelling techniques to engage with the community
  • Regularly request stories, and tips from the communication team to share
Skills
  • Strong written communication skills with an empathetic, inclusive, and engaging style
  • Ability to communicate in a personal and community-oriented way
  • Good sense of storytelling and community-building
  • Organised and able to curate, prioritise, and share relevant updates with the wider membership
  • Ability to coordinate communication themes and give direction to topics

in French and English; German and Luxembourgish are an advantage

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
  • 02.07.2026
    • Added: Internal communication responsible
  • 15.05.2026
    • Added: Circle Leader, Representative, Moderator, Secretary and Meng Agriculture Representative
    • Amended, clarified and skills added: Email Checker, Facebook, Instagram and LinkedIn Manager, Mail Checker and Web Editor
    • Removed: Frères des Hommes Contact Person
  • 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