Communication Guidelines

Communication Principles

Async First

We default to asynchronous communication to respect everyone’s time and enable deep work.

Good for Async:

• Status updates
• Project documentation
• Decision documentation
• Non-urgent questions

Better Synchronous:

• Complex discussions needing back-and-forth
• Sensitive conversations
• Brainstorming sessions
• Building relationships

Written Communication

Most of our communication happens in writing ( Slack, GitLab ).

Best Practices:

• Be Clear: Write for busy readers who skim
• Provide Context: Don’t assume the reader knows the background
• Use Formatting: Bold, lists, and headers improve readability
• Link to Details: Provide links to relevant docs or issues

Meetings

Meetings should be purposeful and well-run.

Before the Meeting:

• Create an agenda and share it in advance
• Share any prep materials
• Make attendance optional when possible

During the Meeting:

• Start on time
• Follow the agenda
• Take notes in a shared doc
• End with clear action items

After the Meeting:

• Share notes with participants
• Update the handbook if needed
• Follow up on action items

Response Time Expectations

Slack DM: Within 4 hours during working hours

Slack @mention: Within 8 hours during working hours

Email: Within 24 hours

GitLab mentions: Within 24 hours

After Hours: No expectation of immediate response

Difficult Conversations

When having difficult conversations:

Choose the Right Medium: Video call is usually better than text

Assume Positive Intent: Most conflicts stem from miscommunication

Focus on Behavior: Discuss actions, not character

Seek to Understand: Ask questions before making judgments

Follow Up in Writing: Document key points and agreements