Communication Culture

img Yosefine BukitVista | September 13, 2023

As we are adopting remote working culture, time and space is becoming more flexible. To keep everyone productive, we optimize our style in communication by improving asynchronous communication. It means that we don’t need to be face-to-face or meet in real time. 

Who to contact about what?

What about? Who to contact? Where? When? Why it’s important? How to communicate?

Team coordination

  • Proposing solution/recommendation
  • Making fast decision that will affect other team member
  • Asking clarification
  • Announcing result of a sub-discussion
  • Chapter lead/member
  • Squad lead/member
  • Slack public channel
  • Discord
Anytime Conversation between two parties need to be acknowledge by other team member if it affects the way team works. Be descriptive and clear about the reason, intention, and expected result.

Related to campaign and project

  • Plan, goals, intention
  • Difficulties, obstacle
  • Feedback
  • Asking for help
  • Documentation
  • Clients of the project
  • Current user that might be affected
  • Concerned party
  • Trello card for the project
  • Coda

Beginning of the project

  • Plans and assignment

During the process

  • Result of execution
  • Obstacles
  • Feedback
  • Milestone / due date

End of project

  • Report / conclusion
Clear information of what’s happening in the project and updates that concerns existing users. Written Documentation – THE BVSR METHOD for Analysis Updates

Related to career and self development

  • Role
  • Promotion
  • Workload
  • Salary & bonus
  • Chapter Lead
  • HR representative
  • Slack
  • Meet
  • Discord
Anytime To clarify doubts related to career in Bukit Vista Be open and vulnerable
Candid
Related to colleague
Feedback to peers
Uninspiring work environment
  • Person to person
  • Team setting
    Monthly
    P2P
  • HR representative
  • Chapter lead
  • P2P session
  • Personal message
As soon as possible Maintain healthy work environment
Improve each other
In the spirit of helping others to become better and help themselves

Social and interpersonal communications

  • Intermezzo
  • Getting to know each other
  • Squad members
  • Chapter members
  • Outside chapter

Live meetings

  • Happy hours
  • Donut date
  • Inter chapter projects

Discord channels

Spontaneous and scheduled Build sense of belonging, avoid to feel detached from the rest Be present, make yourself available
Do it for fun

Response time expectation based on channel

This only applies during regular office hours, from 9AM – 6PM WITA. Please also do inform the team if you got Notification Bankruptcy through the team’s Slack Channel (within the team).
 
P.S. Notification Bankruptcy = overload of notifications in one or more communication tools.
 
Slack
  • Type of Discussion: Main text messenger channels, Urgent/short discussions; Follow ups; Clarification
  • Expected Response Time:
    • Urgency: High
    • Response Time:
      • Urgent — within 10-15 mins
      • Discussions — within 1-2 hours
      • General communication — under 5 hours
  • Best Practice: You may make use of schedule message feature as needed

Discord
  • Type of Discussion: Verbal communication (urgent or not); Virtual office for WFH culture; Long or short discussions; Chill together in lounge
  • Expected Response Time:
    • Urgency: High / Medium
    • Response Time: within 1-2 mins
  • Best Practice:
    • You are recommended to standby in the Discord channel → allowing other people to reach out to you easily
    • You can deafen → if don’t want to be disturbed.
CODA
  • Type of Discussion: Long discussions: understanding, project discussions, problem solving; Discussion threads
  • Expected Response Time:
    • Urgency = Low
    • Response Time: within 24 hours
Trello
  • Type of Discussion: Campaign managing; Comment section = activity (which means only activities related to the campaign or card, such as updates on actionable, friction, or short discussion regarding understanding/ problem solution, follow-up verdict)
  • Expected Response Time:
    • Urgency = Medium
    • Response Time: within 12-24 hours
  • Best Practice: Check your notification (the bell logo) on the most top right of the page at least once a day to see if you missed any important notification

How to teach someone to explain something

Issue:

Most people submit bug report lacking useful information. This prevents PD to fix the bugs right away. PD has asked follow up questions (not ideal) and mostly didn’t get any response (very not ideal). This build up as “we know there’s a bug but it’s not getting fixed”, but no one knows what the bug is until they experience it themself. This is not aligned with “fail fast and learn fast” core value.

Goal:

  • We want everyone in the company have a critical thinking and can explain their thoughts in a manner of helping others understand.

Expected result:

  • Each individual can explain issue/ideas in writing in the way that the other person will understand by just ready those explanation, without asking a follow up questions.

Suggested method:

  • Live practice to create a written explanation
  • Score each writings and give another chance to create another

Reference

https://www.futurelearn.com/subjects/teaching-courses
https://www.middleweb.com/39261/help-students-explain-their-ideas-in-writing/
https://www.quora.com/How-can-I-improve-my-ability-to-explain-things
https://ideas.ted.com/how-to-explain-anything-to-anyone-4-steps-to-clearer-communication

 

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