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

When asynchronous communication isn’t working — too many back-and-forth exchanges, misalignment, or urgency — escalate to Slack or a call. Don’t stay stuck in a long async thread when a 5-minute conversation would resolve it.

Prefer public channels over DMs. Unless there is a specific reason to communicate privately (personal matters, confidential information), use the relevant team or project channel. Private messages silo information and prevent others from contributing or learning.

Written Communication

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

Best Practices:

• Be Clear: Write for busy readers who skim
• Make the Context Explicit: Don’t assume the reader knows the background. State what you’re talking about, why it matters, and what you need from them
• Use Formatting: Bold, lists, and headers improve readability
• Link to Details: Provide links to relevant docs or issues
• Write It Yourself: Your GitLab comments and issue descriptions should reflect your own reasoning. See our AI Usage guidelines for more on this

Meetings

Meetings should be purposeful and well-run.

Before the Meeting:

• Create an agenda and share it at least 24 hours in advance
• Share any prep materials alongside the agenda
• Make attendance optional when possible

During the Meeting:

• Be on time. Showing up late wastes everyone else’s time. Join a minute or two early
• 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 notifications: Within 24 hours — watch your GitLab notifications regularly so nothing falls through the cracks

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

Availability and Calendar

Keep your calendar up-to-date. Your calendar is how others know when you’re available. Block focus time, mark appointments, and update it when plans change.

If you are unable to work or unavailable for more than 2 hours, notify your manager and the team if relevant. This isn’t about surveillance — it’s about making sure no one is blocked waiting for you without knowing why.

Daily Stand-ups

Daily stand-ups help the team understand what everyone is focusing on and track progress. Don’t skip them. They are a lightweight way to stay aligned and surface blockers early, before they become costly