We are a remote company, and therefore, communication is really important, along with well defined processes. Remember not everybody is at the same timezone you are in, so responds can take some time.
Although our headquarters are in a non English-speaking country, we are a remote and international company, so we try to make all communication inside the company in English. You don’t have to talk in English in the private slack channels but it is mandatory to speak English when someone is present, or can read the conversation later, and doesn’t share your native language.
We use Slack for instant communication. Everybody must be connected to slack during their working hours so they are available for the rest of the team.
We try to talk in public channels so the rest of the team can be aware of the conversation and hop to help anytime. We avoid private communication as much as possible.
Slack is not always the best solution. Sometimes it is faster to jump into a videconference in Google Meet and talk rather than keep writing. Then, come back and write your conclusions in the channel so everybody can be aware of what has been decided.
Meetings are necessary, but they can become the root of some problems, if you have too many or they are too long. Try to stick to the mandatory meetings with occasional meetings from time to time when they are really necessary.
If you are hosting a meeting:
If you are participating:
We do daily stand-up meetings. These meetings are done daily at the beginning of the day and must be short, like 5-15 minutes maximum. You must ask 3 questions during the daily stand-up:
The goal of these meetings is to let your team be aware of what are you doing and also detect possible blocks or issues that need another meeting to be solved. You can do these meetings just right after the stand-up.
In order to make the stand-up more efficient and keep track of this information we have a slack bot that will ask you the same questions daily before the stand-up meeting.
We run weekly all-hands meetings where everybody in the company attend. We use these meetings to keep all the company aligned and to let everybody know what other teams in the company are working on and their progress. We also have slides for the weekly all-hands where we keep our old all-hands to keep track of them.
We usually cover several topics in these meetings:
At the end of a quarter we add information to the week all-hands about the financial status of the company and the run away in months.
We strongly suggest teams to self organize meetings, some of them are mandatory as they are part of the agile methodology.
The one on one meetings are a way to connect the managers with the people who reports to them. This is the best opportunity to raise issues to your manager and also to get to know each other more deeply. You don’t have to talk only about work in your one on one meetings. Actually, we suggest you to also use them for some help with your career path.
One on one meetings should be done every 2 weeks and last 30 minutes.