Communication policies
Tips how to communicate with other at work
Everyone communicates every day, but only a few do so in a coordinated manner. It is almost impossible to overestimate the importance of communications in management. If people cannot share information, they will not be able to work together, set goals, and achieve them.
However, communication is a complex process consisting of linked steps. Each of these steps is necessary in order to express our thoughts clear to another person. Each step is a point, where if we don't think about what we are doing, the meaning can be lost.
The purpose of this document is to make the communication process as effective as possible and not to lose content.
However, communication is a complex process consisting of linked steps. Each of these steps is necessary in order to express our thoughts clear to another person. Each step is a point, where if we don't think about what we are doing, the meaning can be lost.
The purpose of this document is to make the communication process as effective as possible and not to lose content.
Use Slack for:
Read more about Slack in the manual.
1
Quick communication with colleagues (both in personal messages and in groups)
2
Corporate news tracking (in general channels about birthday, holiday, updates in taxing, insurance, etc.)
3
But after 6 months, information and dialogs are deleted automatically, just keep that in mind!
Use Gmail for:
Read more about Gmail in the manual.
If you already have a working group with colleagues you can create a sending group in Gmail. Our system administrator @Pavel Popov will help you with that.
If you already have a working group with colleagues you can create a sending group in Gmail. Our system administrator @Pavel Popov will help you with that.
1
Official emails & approvals
2
Meeting appointments
3
Sharing files and documents
Thigns you shouldn't do
Do not wait for a reply in personal messengers such as Telegram / Whatsapp / Viber, we divide work and personal communication channels.
The Reply Rule
Check mails
Check your mail before noon, so you can reply to the urgent emails from the evening before and learn new important information.
Give a reply
If you can't respond to the request right away, let us know when you can respond. This rule also works the other way around.
Respond within 3 hours
Respond to any question/inquiry within 3 working hours. If you are in a meeting or busy (a colleague should see this in your slack status) let me know that you read the message (put + or unsubscribe), do not keep the person on hold.
Urgent questions
Don't wait for an instant answer to your question. If the matter is urgent, just come over and ask or give a call. If the email is urgent, write down a personal message in Slack to those who sent the email and wait for your response.
The Deadline Rule
If you realize that you do not have time to do what was promised on time, then your actions should be as follows:
Give a heads up before the deadline and suggest a specific date and time when you will be able to complete the task.
Give a heads up before the deadline and suggest a specific date and time when you will be able to complete the task.
Thigns you shouldn't do
You should not manipulate the deadline, it is better to ask colleagues about the delay and what you/your colleagues can help to speed up the process.
The Responsible Person Rule
Before you start working on a big task/project, describe the whole process from point A to point B, so it is clear who will be responsible for what to form a working group. If there is still some controversy, ask whose CRI is affected by this task. It is likely that the description of the process will take some time, but then all members of the working group will work effectively and within a given deadline, and that is the key to a proper project management.
The Meeting Rule
Before organizing a working meeting, write down an agenda, and define a time for each one involved to give a comment. Try to make this meeting not only with questions but with your suggestions.
Copy the agenda to the description when creating a meeting in the google calendar invitation, so colleagues will understand what will be discussed at the meeting and what data needs to be prepared, ie not only questions will be raised, but also ready solutions will be formed, which will significantly reduce the workflow.
If you have an invitation to the meeting with no relation to your work tasks, notify the organizer of the meeting about that, and reject it.
Copy the agenda to the description when creating a meeting in the google calendar invitation, so colleagues will understand what will be discussed at the meeting and what data needs to be prepared, ie not only questions will be raised, but also ready solutions will be formed, which will significantly reduce the workflow.
If you have an invitation to the meeting with no relation to your work tasks, notify the organizer of the meeting about that, and reject it.
Thigns you shouldn't do
It is wrong to schedule a day-to-day meeting, colleagues have already created a work process, and you need to prepare and collect materials. Notify and ask when and to whom it is convenient to be present.
Communication Rules
Rule of fixing verbal agreements
Any agreements after the conversation should be fixed in the correspondence with all participants who need to have this information. Usually, the initiator of the meeting is responsible for the Follow-up email. This will help to avoid different interpretations, as well as keep the whole team informed of what is happening (even if the employee works remotely or on sick leave).
The General Information Rule
Involve the entire working group in the discussion everyone, those in the office, and those who work remotely (online). To help setting up the equipment in the office contact our system administrator @Pavel Popov
The Clear Task Rule
Show concern for your colleagues. Formulate the task so that everything is clear and everyone understands what exactly is needed, in what timeframe, and in what format. A task without clear explanations is not considered a task.
A Help From a Colleague Rule
If you need help from your colleague, first ask and inform his/her supervisor. Maybe at the moment he has priority tasks, and the manager will be able to ask someone else, so no one will disrupt the workflow, and he will know what the workload is.
Thigns you shouldn't do
It is wrong to tell a colleague from another department how to work and how to do his/her job, you can see superficial things and fall out of context. It is better to talk to the head of that department and ask what is the reason for such work. If there are ideas on how to improve, they should be put forward in the form of advice, but through their Head.
The Expertise Rule
From time to time, each of us may have a task where we get stuck. Don't be afraid to consult with your supervisor, this task may have been solved in the past, if not then you will be provided with help from colleagues/training/courses or you will need to hire a new employee to close such tasks.
The fact is that each one of us must grow professionally, usually expertise increases with minimal defocusing in other areas. Be a pro!
The fact is that each one of us must grow professionally, usually expertise increases with minimal defocusing in other areas. Be a pro!
The Attention Rule
If you are waiting for the answer or reaction from a particular employee in the chat/slack channel, tag him/her in correspondence (@СеменІванов).
The Anti-Flood Rule
Don't have a conversation that concerns only two people in a general chat, DM each other instead.
The Postponed Messager Rule
If you report non-urgent information to a colleague during non-business hours, send it as a postponed message (this feature is available in Gmail).
The One-Message Rule
Text short and clear messages via messengers. Say hello, ask a question and describe what is expected in one message. This combination will not distract the interlocutor, and communication will be as constructive and effective as possible.
Software/Document Access
We often work with colleagues from our holding and there is a need to grant access to a link/software, etc. It is better to ask your manager what you should and should not share from your work tools/files.
How to exactly find such a colleague
In the Bamboo HR tab People (you can look at the department or organization structure) and go to the person's profile, employee contacts are displayed there.